Adding Documents

The Apps and Documents tabs are windows into the key systems and documents used within your organization every day.

Within the Documents section, Folders appear above Documents and Links.

Featured documents and links can be found within the Featured section.

Device(s): Desktop

Roles / Permissions: Admins, users with 'App Launcher Editor' permission

Requirements

Before you set up your Documents, we recommend compiling a list of the folders, links and files that you would like to add and determine which team, e.g. Department or Office, should have access to each item.

Here is a list of what's required to set up the Documents section.

Adding Folders / Links / Files

1. From resources in the top navigation bar click documents from the drop down
2. To add a new item, click Add below admin and select the relevant item type
   • To create a folder, you would choose Folder
   • To link to a cloud-hosted file, you would choose Link
   • To upload a file, you would choose File
   • To link to a Workvivo article, you would choose Article

For a folder:

• Choose its location (top level if visible outright or nested within another folder)
• Add a Label - Note: The save button will remain greyed out unless a label is added
• Change the audience from Global if needed e.g. a Team
• Save

Bulk uploading files:

• If you would like to upload more than one file at a time, simply select ‘Bulk Upload’ from the ‘Admin’ dropdown in the documents section.
• From here you can choose all the files you would like to upload, specify their location and choose an appropriate audience. You also have the option to rename each item before saving.

Note: There is no file size limit for a document.

Note: Expiry dates can be added to apps and documents - check out this article for documents and this article for apps which provide more detail on this feature. 

Editing or Deleting Items

• To edit an item, use the manage drop down menu for the specific item and select "Edit". Change the details as needed in the Edit screen
• To delete an item, click 'delete' from the same drop down menu. 

Note: If an item has an audience set that is different to Global / Everyone, the Sys Admin should toggle the 'Show All' switch so that they can see all folders and documents, regardless of their audience.

Featuring Items

• To feature or promote a document or link, click manage and from the drop down select 'feature'. 
• This item now appears in the Featured list for staff.
• Note: Folders cannot be featured.

Are there differences between 'Platform-level' Documents and 'Space Documents'?

Space Documents:

• Always generate a post when created
• Reside in the Documents tab in a Space
• Space members can see the documents / all users can see the documents if the space is public
• Appear in the order newest to oldest
• Cannot sort / reorder
• Cannot structure in folders

Platform-level documents:

• Do not generate a post when created
• Reside in the Documents section
• Audience members can see the documents (Everyone or Team(s))
• Can be sorted / reordered
• Folder structure can be created
• If the desired outcome is to have a documents repository which employees can search, navigate and find/open documents, then the Platform-level Documents is recommended. 
• Space documents is another Workvivo content type that can be used to communicate and collaborate, and align to a specific topic within the context of a Space.

Are there differences between "Documents" and "Mega Menu"?

Documents:

• Suitable for uploading, sharing and viewing files and folders

Mega Menu:

• Suitable for sharing links to documents and web pages