Library Documents
Library Documents are additional documents that can be attached to a user's primary Document when the Accept Documents element has been selected in an experience. Examples of documents that could be considered for Library Documents include Position Descriptions and Terms & Conditions. The user will need to review and accept these documents at the same time as accepting their primary Document.
Uploading a new Library Document
1. Navigate to Media Manager > File Gallery in your Control Panel.
2. Upload a file by clicking on the “Click to open the file browser” button.
3. Select the file from the applicable location on your PC Drive. Note – documents must be in PDF format.
4. Tick the box next to “This is an LD”.
5. Use the text box to re-name the Library Document if applicable. This is not mandatory – if you do not re-name the library document, its file name will be used as its name.
6. Click submit
The document will now be available to attach within a user's Document Acceptance element.
Viewing and editing existing Library Documents
To view and edit existing Library Documents, navigate to the File Gallery in your Control Panel. Any file with “LD” in the corner forms part of your document library.
To edit the name of a Library Document, click on the pencil in the Actions column of the relevant document. Enter the name you would like to give the Library Document in the “Enter Label” field and press submit.
To remove a file as a Library Document but keep it in your library, click on the pencil in the Actions column of the relevant document. Un-tick the “LD” box, and press submit. The file will no longer be available as a Library Document.
To change an existing file to a Library Document, click on the pencil in the Actions column of the relevant document. Tick the “LD” box, and press submit. The file will now be a Library Document.
Archiving & Un-Archiving Library Documents
Archiving a Library Document will hide it from your view in the File Gallery (unless you have selected to include Archived documents in your view), and will hide it from being selected to attach to a user’s experience.
To archive a Library Document, navigate to the File Gallery in your control panel. Tick all Library Documents you want to archive, and then select “Archive” from the Actions dropdown.
To un-archive a Library Document, navigate to the File Gallery in your control panel. Tick the “Include Archive” and “Show Only LD” boxes and then click “Search”. Archived documents will be noted with a purple “AR” box () . Tick all Library Documents you want to un-archive, and then select “Un-archive” from the Actions dropdown. The Library Document will now re-appear in the main view, and will be able to be selected when delivering an experience to a user.
Attaching a Library Document to an experience
To learn about attaching a Library Document to an experience, please refer to the Deliver An Experience guide.