How do I create a folder and share it (how do I set access)?
Go to the "Document Repository" module, then click on the green button with a + in the middle in the top bar of the second column to create a folder. If you want the folder to be created in the root folder, you can click on "Root folder" in the first column before clicking on the create folder button.
Now a small window will open where you have to set the folder name and optionally a description. After you have filled in the name, click on the green "Create" button.
Access to the new folder is preset to "everyone". To change/select who has access to this new folder or any other folder, you need to select the folder for which you want to change the access. To select a folder, you need to go to the folder that contains it or click on "Main folder" if it is not contained by any folder and click on its row in the second column.
After selecting the folder, click on the Person shape button in the 3rd column to set access to it.
A window will open where you can change access to the folder, to start making changes you must first uncheck the "everyone" box at the top-left.
You can now preferentially select who can access the folder. You can tick one of the boxes for user categories under "everyone". You can also select only teachers/parents/students/staff members from a certain group. To select a group or individual users, just tick their name. Finally, click on "Update" at the bottom of the window to save the configuration.
If this folder is included in another folder, you can click on "Sync folder selection" to set the same access as the folder it is included in.
How do I delete a folder?
To delete a folder, you need to go to the folder that contains it or click on "Root folder" if it is not contained by any folder and click on its row in the second column.
And to delete the selected folder, click on the red button that looks like a trash can in the 3rd column.
Attention! If you delete a folder/file, there is NO option to recover the folder or file.
How do I upload a file?
To upload a file, you first need to access the folder where you want to upload it. To access a folder, either select it from the list of folders in the first column or click on its name in the second column.
After accessing the folder, click on the green "Upload files" button in the second column and select the file from your laptop/PC.
Once you have selected the file and the upload process is complete, you will find it in the list of files in that folder.
How do I set access to a file?
To set who can access that file, you need to select it and click on the person shape button in the third column.
A pop-up window will open, here you can adjust who has access to that file. As soon as a file is uploaded, it is preset to be accessible to "everyone" (teachers/parents/students/staff members in any group/class). It is NOT visible to parents/students until it is published.
In that window, to set who can access the file, first uncheck the "Everyone" option at the top-left. Once you have unchecked that option, you can select from the left hand side user categories/groups, and once you have made a selection, on the right hand side you can check who can access the file. Finally, click "Update" to save the changes.
If you want the file to use the same access as the folder it was added to, you can click "Sync folder selection".
How do I publish a file?
To publish a file, navigate to the folder containing that file and select the file. Once you have selected it, in the third column you must click on the button that looks like a paper airplane to publish it.
A window will open where you have to confirm the publication of the file, you also have the option to uncheck "Send notifications to newly added users" if you do not want parents/students to be notified when the file is published.
Warning! if you have set the file access to be available only to teachers or staff members, you will NOT see the publish button for that file because it is not needed. Teachers or staff members can access the file if they have access to it without the need to publish, publishing is only for parents/students.
How do I delete a file?
To delete a file, navigate to the folder containing that file and select it. To delete it, click on the red button that looks like a trash can, located in the third column.
Attention! Once you have deleted a file or folder, there is NO way to recover it.
How do I enable the option to allow parents/students to upload files to a folder?
First you need to create a folder if you don't have one already created, see How do I create a folder and how do I share it (how do I set access)?. Once you have selected the folder where you want parents/students to be able to upload files, in the third column you have to click on the button that looks like an arrow.
A window will open where you just have to confirm the change.
How do I edit/move a folder?
To edit a folder, first select that folder, then in the third column click on the button that looks like a pencil.
A window will open where you can change the name and description of the folder, once you have finished editing, click "Save".
To move the folder, click on the button in the third column that looks like a folder.
A window will open where you need to select the folder you want to move it to, once you have made your selection, click "Move" to confirm.
