Documents Library

The Documents Library is a document repository that is available to all members. By default, members view documents that are available to the entire state. This means that all users see the same documents when they first access the module. Users may filter their view to see documents for a specific region using the Region Mode selector.

 

Current Document Sections and Functionality

New Items: This section lists up to 200 items that have been added within the last 14 days. A document can be downloaded by clicking its file name. Clicking the "Location" icon opens a directory's or file's location. This section is dynamic and may not be edited within the document management system.

 

Folders: This section lists all active files and folders. Users can see a description by hovering over the "i" information icon.  To edit a file or folder, use its gear icon, to the right.  If a user is in the Folders section, and clicks the Archive tab, it will open to the same folder location. The default top level directories in the folder section are:

  • Alerts/News Items
  • Program Documents
  • Resource Information
  • Training Programs and Exercises

 

Search: This section provides filters to search for specific files or folders. The results link directly to files for downloading, and "Location" icons to open a directory's or file's location.

 

Archive: The Archive section is similar to the Folders section, however it displays files and folders that have been archived by Region or State Administrators. If a folder has any archived descendant files or folders, it will appear in the Archive section. If a user is in the Archive section, and clicks the Folders tab, it will open to the same folder location.

 

Additional Functionality

  • Ability to add folders and upload files. File and folder details can be edited. (may be limited by level of access)
  • Ability to sort documents and directories by any of the displayed data points (name, file type, size, uploads by user, or uploaded date)
  • Ability to Archive documents and directories (Region or State Administrators only)
  • Supported Document Types: Microsoft Office file formats (doc, docx, xls, xlsx, ppt, puts, pptx, csv), Adobe PDF, Apple Pages, Numbers, and Keynote, image files (jpeg, gif, png, bmp, tif),  video and audio file types (mp3, mp4, mov, avi, wav, ogg, etc), zip compressed files, and URL links

 

Region Mode

By default, users view documents that are available to the entire state. This means all users see the same documents when they first access the module. If a user would like to view documents specific to their region, then they can select a region from the "Region Mode" select list. A user may return to the statewide mode by selecting the "Statewide (All Regions)" option from the select list.

 

Adding Documents

Admin User: By default documents are added to Statewide Region. User may select region(s) from Region Mode select list.

Region Admin: By default documents are added to user's region. Documents may only be added to user's region.

 

Document Search

Users can search for specific files or folders within the search filters. Search results are sorted by document name by default. Using the "File Title or Text in the File" text input, users may perform a simple queries by entering a single word, or more advanced searches:

  • The search engine treats a comma delimited list of words as a logical OR. Also, if you omit the commas, the search engine also treats no commas as OR.  For example, "hospital, nursing, emergency" would return documents with the words hospital, nursing, or emergency in the title or text content.
  • The search engine treats a "+" as a logical AND between words. For example "hospital + nursing" returns only documents with both words  in the title or text content.
  • To search for an exact phrase, include it within quotation marks ( "" ). For example "nursing home" returns only documents with "nursing" followed by "home"  in the title or text content.
  • Use an asterisk ( * ) to perform a wildcard search. For example, searching Test* would return documents with the words Tests, TestDoc, Testing, etc.
  • Use a question mark ( ? ) wildcard to search against a single open letter. For example, searching S?n would return documents with: Son and Sun, but not Soon.

After documents have been uploaded, they will be added to the search index within 24 hours.  The library is automatically re-indexed nightly.