Preparedness Toolkit

Introduction

The Documents and Media area of PrepToolkit provides file storage, organization, and versioning. Files can be stored in a hierarchical folder structure, similar to the files stored on your local computer.

When interacting with Documents and Media, there are three view options--Cards, List, and Table. Within this user guide, screenshots will show Documents and Media in the List view.

Add a Folder

To add a folder, navigate to the folder where you would like the new folder to be added. Hover over the Documents and Media area on the page to reveal the light blue toolbar at the top of the portlet. Select the plus sign in this toolbar and select "Subfolder" from the menu.

A New Folder page will be displayed.

• Name: Include the name of your folder in the Name field.
• Description: Optionally, include a description of your folder in the Description field. This description can be useful if the folder name does not provide sufficient information to describe the types of files that should be included in the folder.
• Permissions: Select which role should be able to view the folder: Anyone (Guest Role), Site Members, or Owner. (If interacting with permissions, it would be useful to review the "Permissions" section on this page.)
  • Note that if the default of Owner is chosen, only you as the creator will be able to see the folder. Under most circumstances, the Site Members selection is appropriate.

Add a Document

To add a document, navigate to the folder where you would like the new document to be added. Hover over the Documents and Media area on the page to reveal the light blue toolbar at the top of the portlet. Select the plus sign in this toolbar and select Multiple Documents (to add multiple documents concurrently) or Basic Documents (to add documents one file at a time).

Multiple Documents

If you choose the Multiple Documents option, a screen will display allowing you to drag the documents to be uploaded from your file system into the designated area on screen or to select the "Select Files" button to navigate to the documents to be uploaded in your file system.

After you have chosen one or more files to upload, you will have the option to continue selecting files and to specify details about the documents being uploaded.

• All files ready to be saved.: A list of all files which are staged to be uploaded are listed on screen. To remove a file from this list for upload, select the "x" mark to the right of its filename. Ensure the checkboxes for all of the files you wish to upload are checked.
• Description: Optionally, you may include a description of your documents in the Description field. Note that the same description will be added for all of the documents which are being uploaded.
• Document Type: Generally, only the Basic Document type is available. If other document types are available, additional metadata fields may be associated with the document.
• Categorization: You may assign tags to the document. Tags are valid criteria when using the search feature to find documents and media. For example, if a document is associated with the tag "scenario," users may enter this term into the search box for Documents and Media and find any files associated with this tag.
  You may either create a new tag or assign an existing tag to a document. To create a new tag, type in the tag you would like to create and select the "Add" button. This will create the tag within the site and apply it to your document. To select a tag that has been previously created within the site, select the "Select" button and check any applicable tags before closing the pop-up window.
• Permissions: Select which role should be able to view the document: Anyone (Guest Role), Site Members, or Owner. (If interacting with permissions, it would be useful to review the "Permissions" section on this page.)
  • Note that if the default of Owner is chosen, only you as the creator will be able to see the file. Under most circumstances, the Site Members selection is appropriate.

Basic Document

If you choose the Basic Documents option, a New Document page will be displayed.

Take note of the notification in blue at the top of the screen. It notes the file size limitation for the system. If you attempt to upload a file larger than the limit, you will receive an error.

• File: Navigate in your file system to the document to be uploaded and select it.
• Title: Optionally, you may add a title for your file in the Title field. If a title is provided, this title will become the filename of the file for any future downloads. Leave this field blank if the display name and filename should remain as-is.
• Categorization: You may assign tags to the document. Tags are valid criteria when using the search feature to find documents and media. For example, if a document is associated with the tag "scenario," users may enter this term into the search box for Documents and Media and find any files associated with this tag.
  You may either create a new tag or assign an existing tag to a document. To create a new tag, type in the tag you would like to create and select the "Add" button. This will create the tag within the site and apply it to your document. To select a tag that has been previously created within the site, select the "Select" button and check any applicable tags before closing the pop-up window.
• Related Assets: The Related Assets feature allows you to associate your document with another file or asset within your site. To associate your document with another asset, select the Select button and choose the asset type (e.g., Document, Calendar Event, Message Boards Message, etc.). After choosing the asset type, choose the asset to associate with your document.
• Permissions: Select which role should be able to view the file: Anyone (Guest Role), Site Members, or Owner. (If interacting with permissions, it would be useful to review the "Permissions" section on this page.)
  • Note that if the default of Owner is chosen, only you as the creator will be able to see the file. Under most circumstances, the Site Members selection is appropriate.

Folder Management and Use

To interact with a folder, select the hamburger menu beside the folder. Depending on your level of access, you may see one or more of the following links.

• Download: Download all files and subfolders in the folder as a zip file.
• Edit: Modify the name and description of the folder.
• Move: Move the current folder to another folder location.
• Add Subfolder: Create a new subfolder within the current folder. (If adding a subfolder, it would be useful to review the "Add a Folder" section on this page.)
• Access from Desktop: This feature is inactive.
• Permissions: Change the access permissions of the folder. (If interacting with permissions, it would be useful to review the "Permissions" section on this page.)
• Move to the Recycle Bin: Delete the current folder.

Document Management and Use

To interact with a document, either (a) select the drop-down menu beside the document or (b) opt to view the document. Depending on your level of access, you may see one or more of the following links.

• Download: Download a copy of the current document.
• Edit: Upload a new version of the document or change the filename, description, etc.
• Move: Move the current document to another folder location.
• Checkout: Provide onscreen indication to others that the document is being edited and help prevent inadvertent edits by other users. While the file is checked out, the user will interact with and save a private working copy (PWC) of the file. This PWC version is not visible to other users in the system. If the file is checked in, a new file version will be created from the latest PWC version. This new version will be visible to other users and the file will be unlocked. Canceling the checkout of the file will result in the PWC version being deleted.
  Exercise Managers, Community Managers, Moderators, and the original user to upload the document can override checkouts made by other people. If these users choose to checkin the document, they will publish the other user's private working copy.
• Permissions: Change the access permissions of the document. (If interacting with permissions, it would be useful to review the "Permissions" section on this page.)
• Move to the Recycle Bin: Delete the current document.

Permissions

Roles

When editing the permissions on a folder or document, you must select which role should be able to interact with the folder/document:

• Anyone (Guest Role): This is the general public. These are users of PrepToolkit who are not logged in. Guests must have access to both a document AND the folder in which the document is located in order to access a document. Guests will then be able to access the document if provided with the document's URL. Guests cannot see entire folders, regardless of the settings.
• User: This is any self-registered user, including those users who are not members of your exercise site.
• Site Members: This is any user who is a member of your site (exercise, community, etc.).
• Owner: This is the creator of the folder.

Folder Permissions

When interacting with permissions for a folder, the following permissions may be granted to a role:

• Permissions: Users with these rights can alter the permission settings for the folder.
• Add Subfolder: Users with these rights can add subfolders within the folder.
• View: Users with these rights can see the folder and can access the folder if they have access to the Documents and Media area.
• Delete: Users with these rights can delete the folder.
• Add Shortcut: Users with these rights can add a shortcut in the folder
• Update: Users with these rights can update the folder's name and description and move the folder to another folder.
• Add Document: Users with these rights can add documents to the folder.
• Access: Users with these rights can access documents in the folder, though they will not be able to see the folder itself. Useful when the URL for specific documents within the folder will be shared.

Document Permissions

When interacting with permissions for a document, the following permissions may be granted to a role:

• Add Discussion: Users with these rights can add comments about the document.
• Delete: Users with these rights can delete the document.
• Delete Discussion: Users with these rights can delete any comments about the document.
• Override Checkout: Users with these rights can void someone's checkout of the document (i.e., it will no longer be locked against editing).
• Permissions: Users with these rights can alter the permission settings for the document.
• Update: Users with these rights can update the document's title and description and move the document to another folder.
• Update Discussions: Users with these rights can update any comments about the document.
• View: Users with these rights can see the document if they have access or view permissions to the folder the document is in. If they only have access rights to the folder, they must search for the document or be provided the link to the document in order to see it. If they do not have access or view rights to the folder the document is in, they will be unable to see the document, regardless of whether this permission setting is selected for the document itself.