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Work with the Document Library

The Document Library features allow you and other EMResource users to view documents that are available to all users in your region. Authorized users can add documents to the library, create and manage folders, and delete and move documents.

Note the following:

  • You can add documents of the following types: web page (.html), text file (.txt), or PDF (.pdf).

  • The maximum size of a document/file you can upload to the library is 5 MB.

To view folders and documents

To open the library, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

You can create a directory structure within your library, with folders within folders. The top level of the library is labeled All Folders. Click the plus sign to expand a folder and click the minus sign to collapse it. If the document is at the top level in the library, it appears in the Document Library page when you first open the page. If you added it to a folder, expand the folder and, if appropriate, sub-folders to view the file. Click the file to open and view it.

Refer to the following image for more information on the library and its structure:

doclibrary.png

Element

Description

Top level of the library

The top level of the library structure has the label All Folders. Documents at this level appear under the header Uncategorized Documents.

Staffing folder

In this example, the library contains the Staffing folder, which contains two documents. A folder can also contain another folder.

To create a folder
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Click Create a New Folder. The Create New Folder page opens.

  3. In Folder Name, enter its name.

  4. If appropriate, in Folder Description, enter a description.

  5. Select the location (All Folders or a specific folder in the Create in field).

Tip: The Create in field shows the hierarchy of folders so that you can easily select the top level in the library (All Folders) or any folder at any level in the hierarchy.

  1. Click Save. The Document Library page re-opens showing the new folder.

To add a document
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Click Add a New Document. The Add a Document page opens.

  3. In Title, enter the document title.

  4. Do one of the following:

  • Enter the path and filename in Attached File.

  • Click Browse or Choose File. The browse window opens.

  1. If you chose to browse for the file, locate and select the file you want, and click Open. The window closes. The page shows the file's path and filename.

  2. In the Create in field, specify a location by selecting All Folders or a specific folder.

  3. Click Save. The Document Library page re-opens. If the document is at the top level in the library, it appears in the page. If you added it to a folder, expand the folder to view the file.

To move a document
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Locate the document in the library structure.

  3. Click Move. The Move a Document page opens.

  4. In the Move document to field, specify the location by selecting All Folders or a specific folder.

  5. Click Move. The system moves the document to its new location.

Tip: You may need to expand folders to see the document in its new location.

To delete a document
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Locate the document in the library structure.

  3. Click Delete. A window opens asking you to confirm the deletion.

Note: Keep in mind this removes the document from the region library, not just your view of the library.

  1. Click OK.

To rename a folder
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Click Rename a Folder. The Select Folder to Rename page opens.

  3. In Select Folder, select the folder you want to rename. The Edit Folder page opens.

  4. If appropriate, edit the name and/or description of the folder.

  5. Click Save. The Document Library page re-opens.

To delete a folder
  1. From any page, open the Regional Info menu in the main navigation bar and select Document Library. The Document Library page opens.

  2. Click Delete a Folder. The Delete Folder page opens.

  3. From Select Folder, select the folder you want to delete.

  4. Do one of the following:

  • Select the Delete documents too? check box to delete all documents and folders residing in the folder you are deleting.

  • Clear the Delete documents too? check box to retain the documents and folders that currently reside in this folder. These will be moved to the top level of the library under the label Uncategorized Documents.

  1. Click Delete. The Document Library page re-opens.

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Last modified
12:41, 24 Aug 2017

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