The Document Repository module is the school's file archive. Here you keep regulations, contracts, worksheets, reading lists or any other document, organized in folders. For each folder and each file you choose who has access: teachers, staff, parents and students, everyone or only certain classes.
We recommend working in this order: create the folder, set the folder's access, then upload the files. This way, new files automatically take the folder's access.
Contents
1. How do I create a folder?
Document Repository › Explore
From the left menu, click Document Repository.
The screen has three columns: Folders hierarchy on the left, the content of the open folder in the middle and the details of the selected item on the right.
Open the folder where you want to create the new folder. For a top-level folder, stay in Root Folder. Then click the green button with the folder icon, to the left of Upload files.
Fill in the Folder name and, optionally, a Description, then click Create.
The new folder opens. On the right you see its access, its file upload setting and its content.
Tip: a folder created in Root Folder is available to Everyone from this institution. A subfolder takes the access of the folder you created it in. You can change the access at any time (see section 4).
2. How do I upload files?
Document Repository › Explore › folder
Open the folder where you want to upload the files and click Upload files. Select one or more files from your computer.
Click a file to see its details on the right: preview, Access, Status, type, size and who uploaded it. From here you can also download it (Download) or copy its link (Copy link).
A newly uploaded file:
takes the access of the folder you uploaded it to;
is Unpublished: only the owner and administrators can see it. Parents and students see it only after it is published (see section 7).
3. Who can see the documents?
For a parent or student to see a file, two conditions must be met:
The file's Access includes them (for example Parents/Students from Clasa a VII-a).
The file is Published. In the list, the green eye means published and the crossed-out eye means unpublished.
Teachers and staff members see the files they have access to without the files being published. If a file is only available to teachers or staff, you don't need to publish it.
Note! Each file has its own access. The folder's access is applied automatically only to files uploaded after you set it. Files that were already in the folder keep their old access. See section 6.
4. How do I set access to a folder?
Document Repository › folder › Access
Open the folder. In the right column, click the person icon (at the top, in the button bar, or next to the Access section).
The Share with users and groups window opens:
Untick Everyone from this institution.
Tick a whole category (All teachers within the institution, All parents & students within this institution, All staff members within this institution) or
under Groups, choose only certain classes: Groups of teachers or Groups of parents & students. Search for the class and click it; a green tick appears.
Under Users you can also add individual people: Teachers, Parents, Students, Staff members.
Finally, click Update.
All managers always have access and can't be unticked.
Note! Changing a folder's access does not change the files already in the folder. If the folder already has files, continue with the steps in section 6, otherwise the files stay visible to whoever had access before.
5. How do I set access to a file?
Document Repository › folder › file › Access
Click the file, then the person icon next to the Access section.
The window is the same as for folders. You can choose who has access manually or use the Shortcuts:
Sync folder selection: the file gets exactly the access of the folder it is in.
Reset initial selection: undoes the changes made in the window.
Clear entire selection: unticks everything.
Click Update to save.
6. I changed the folder's access, but the files didn't update. What do I do?
Document Repository › folder › multi-select › Access
This is the most common situation: you uploaded the files, then restricted the folder (for example to Clasa a VII-a only). The folder shows the new access, but the files in it stayed on Everyone from this institution.
You don't need to change each file's access one by one. Update them all at once:
Step 1. In the folder, click the small arrow to the left of the green buttons (Enter multi-select). A checkbox appears next to each item.
Step 2. Tick the top checkbox to select all items in the folder. Their number appears on the right, for example 5 items selected. You can also tick only certain files.
Step 3. A bar with actions for the selected items appears. Click the person icon (access).
Step 4. Under Shortcuts, click Sync folder selection (“Select the same access rights as the parent folder”). Then click Update 5 items (the number depends on how many items you selected).
Done. All the selected files now have the same access as the folder.
Tip: if the folder has subfolders, open each subfolder and repeat the steps. To avoid this, set the folder's access before you upload the files: new files take it automatically.
7. How do I publish a file for parents and students?
Document Repository › folder › file › Publish
First check that the file's access is right (sections 5 and 6). Then click the file and the paper-plane icon at the top of the right column.
The Publish documents window shows which parents and students will have access. The Send notifications to newly added users option notifies parents and students; untick it if you don't want them notified. Click Publish.
The file is now Published and has the green eye in the list. To hide it again, click the same button, which now shows a crossed-out plane (Unpublish).
8. How do I let parents and students upload files?
Document Repository › folder › File upload
By default, a folder's File upload is Restricted: parents and students can't upload anything to it. To change this, open the folder and click the up-arrow in the button bar on the right.
Confirm with Allow file upload.
The folder now shows Allowed: “Students/Parents can upload files to this folder”. To go back, use the same button.
9. How do I edit, move or delete a folder or file?
Document Repository › folder or file › button bar on the right
Select the folder or file. The bar on the right has, in order: Edit (pencil), access (person), publish or upload (plane / arrow), Move and Delete (red bin).
Edit
With Edit you change the name and description, then click Save. For a folder:
For a file, the Edit file window has the File Name and Description fields:
Move
Move opens the Move items window. On the right, choose the destination folder (it appears under To), then click Move. You can also move several files at once from the multi-select.
Delete
Delete opens the Delete this item? window. Confirm with Delete.
Note! Deleting can't be undone: a deleted folder or file can't be recovered.
10. How do I search, filter and sort documents?
Document Repository › Search
To find a document wherever it is, open the Search tab. Type a Keyword, optionally choose a File type and click Search. The results appear in the middle, under Search Results.
Inside a folder, the Filter button shows only certain types: Folder, PDF, Document, Presentation, Spreadsheet, Image, Audio, Video, Archive. Tick the types you want and click Filter.
The sort button orders the list by date (newest or oldest first) or by name (A to Z or Z to A).
11. How do I use Documents in the Kinderpedia Teacher app?
Kinderpedia Teacher › ☰ › Documents
In the teachers' mobile app you can create folders, upload files and publish documents, as on the web.
Open the ☰ menu and tap Documents. You see the list of folders and files. The green + button has two options: Create Folder and Add file.
Creating a folder
Choose Create Folder and fill in:
Folder Name and, optionally, Folder Description;
Parent and Student Upload: if you turn it on, parents and students can upload documents and pictures to the folder;
Manage Access: choose from the Group tab (parents/students and staff lists) or the Individual tab, then tap Save.
Uploading files
Open the folder, tap + and choose Add file. Choose the source (photo library, camera, video, files from the phone or voice recording), add the files and tap Done. The app then asks whether to publish the files now: choose No to upload them unpublished, or Yes to choose who gets access and publish them right away.
Note! If the app asks “Would you like to create a new folder?”, choosing No uploads the files to the root folder. To upload into a specific folder, open that folder first.
File details
Tap a file to open View file: you see the owner, the name and whether it is published. From here you publish it (Publish file) or open it (View file). The menu at the top right has Publish file, Edit and Delete.
Unpublished files have the crossed-out eye in the list. When a file is published, a post “added a new document” also appears in the News Feed.
Note! In the app too, changing a folder's access doesn't update the files already in it. To apply the folder's access to all its files at once, use the web platform, as in section 6.
12. What do parents see in the Kinderpedia app?
Kinderpedia (parent app) › ☰ › Documents
Parents open the ☰ menu and tap Documents. The module has two tabs: Shared and Private.
The Shared tab
It shows the published folders and files the parent has access to, sorted by date (newest first). Unpublished files or files published for other classes don't appear.
Search lets the parent filter by type (PDF, Excel, Word, PowerPoint and more) or by the person who uploaded the document (People).
Tapping a file opens its details: name, owner and last update. View File opens or downloads it. The message You are not allowed to edit this file shows that the parent can't change it.
The Private tab
In Private, parents upload documents for their child. The filter (All documents) lets them choose the child and the document type, then tap Done.
To upload a document, the parent taps +, selects the child and taps Add file. The source can be Images, Video, Attachments or Voice recording. After Done, the document appears in the Private list.
13. What do parents see on the web platform?
Kinderpedia web (parent account) › Document Repository
On the web, parents open Document Repository from the left menu. On the left they see Private per student (one folder for each child) and the Folders hierarchy with the folders they have access to. The pink icon next to a folder means they can't upload files to it.
As on the admin side, they can filter the list by file type and sort it by date or name.
Clicking a file shows its details, with the Download and Copy link buttons.
In Private per student › the child's name, the parent sees the documents uploaded for their child and can add new ones with Upload files.
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