Document Repository System User Guide

About

Document Repository Systems are used to provide select access to collections of documents for review by groups of users (board members, research groups, review committees, etc.).

The H&S DMS has been built to meet specific needs within the College.

Permissions

Individual users must be added to the system.  The Administrator for individual groups adds users and assigns permissions.

System Roles

  • Administrator: Can create folders, upload documents, edit and delete documents and folders, add users and assign permisisons.
  • Upload: Allows a user to upload and edit his or her own files.
  • Review: Allows a user to view all files in a folder.
  • Manage: Allows a user to view and edit all files in a folder.

Please note:  The addition of files/folders within the system might be restricted in some folders.

Viewing Documents

  • Select the folder in which the document is located.
  • Click "View File" to the right of the file name.
  • Click the green "Download File" button.
  • The file will open in a new tab.

Managing Documents

Adding a Document to a Folder

  1. Log in to the DMS for your group.
  2. Select the appropriate folder.
  3. Select the blue  Add Document to "Folder name" button from the options on the right.
  4. Complete and submit the document upload form (choose a file and provide a display name).
  5. Submit.
  6. Repeat this process for each folder.

Deleting and Archiving Files

(Admins Only)

  • Go to the folder in which the document is located.
  • Check the box to the right of the document name.
  • Select the action you wish to take from the drop down menu.
  • Submit.

check boxes and drop-down menu for delting file

About File Names:

Before uploading a document, please alter the file name to meet these guidelines:

  • All lowercase
  • No spaces.  Use dashes to separate words, etc., when necessary.
  • Keep it brief.

Example:  2016-ma-enrollment.docx  (NOT:  Feb_2016_Masters Student Enrollment Final Approved.docx)

Managing Folders

Only Admins can manage folders.

Adding a Folder

  1. Log in to the DMS for your group.
  2. In the Admin Panel, select the blue Add Folder button from the options on the right.
  3. Type in the name of the folder (using capitals letters, etc.)
  4. Click "Create Folder".
  5. Repeat this process for each folder.

Removing a Folder

  1. Go to the folder you wish to remove.
  2. In the Admin Panel, select Delete "Folder Name" button.
  3. Check the box to confirm your choice, and click "Delete folder" button.

Renaming a Folder

  1. Follow the initial steps for the actions above.
  2. Select Rename "Folder name" in the Admin Panel.
  3. Rename the folder.
  4. Click "Update Folder Name" button.