Sections in this article

  1. Overview
  2. Managing Document Groups
  3. Adding a New Document
  4. Editing or Deleting a Document
  5. Group Actions on Multiple Documents

 

1.  Overview

To access the Documents module, go to Menu > Documents.

The Documents Module allows clients to manage a collection of PDFs accessible to members through the corresponding app module. Documents can be grouped for easier categorization, assigned target groups for app visibility, and updated as needed.

You will see a table displaying all the documents added to the system, with various tools and actions available at the top.

Search and Actions Bar

  • Search: Find specific documents by typing keywords.
  • Clear Filters: Removes any active filters applied to the table.
  • Show Groups: View and manage document groups (see the section on managing document groups for more).
  • + Add: Add a new document (explained in the section "Adding a New Document").

Columns in the Documents Table

  • Date: Date when the document was created.
  • Name: The name of the document.
  • Documents Group: Shows which group the document belongs to.
  • Target Groups: Displays which member groups have access to the document in the app.
  • App Status: Can show one of the following:
    • Active: The document is visible in the app.
    • Inactive: The document is not visible in the app.
    • Update Pending: A change has been made to the document, and it needs to be submitted again to the app for changes to take effect.
  • Action: Click the three dots for the following options:
    • Set Active/Inactive: Shows/hides the document in the app.
    • Submit: Submit the document or changes made to the document for app publication.
    • Edit: Modify the document details.
    • Delete: Permanently remove the document.

 

 

2. Managing Document Groups

To manage document groups, follow these steps:

  1. Click Show Groups to open the document group management page.

  2. Adding a New Group:

    • On the document group page, click the + Add button in the top-right corner.
    • Enter a group name and optional group note.
    • You can also upload an image representing the group by clicking Upload.
    • Click Save to create the group.

  3. Editing a Group:

    • To modify a group’s details, click the pencil icon under the Action column.
    • Edit the group name, note, or image, then click Save to confirm changes.

  4. Deleting a Group:

    • Groups can be deleted only if no documents are associated with them. Otherwise, documents must be moved to another group before deletion.

 

3. Adding a New Document

  1. Click the + Add button at the top-right corner of the page. 

  2. Details Section

    • Date: Select or input the date associated with the document.
    • Show in Document module: Choose Yes if the document should be visible in the app's Document module.
    • Documents Group: Select a group from the dropdown list to categorize the document. Groups need to be created first under Document Groups if they don't already exist.
    • Select Target Groups: Assign the target audience for this document. Select relevant Member Groups or Internal Groups to decide who can access the document.

  1. Content Section

    • Documents File (PDF): Upload the document (PDF format only), ensuring it does not exceed the 30MB file size limit.
    • Documents Title: Enter a title for the document, which will be shown in the app. Note that the original name of the pdf file will be shown in app under the "i" button when viewing the pdf.
    • PDF Note: Optionally, add a note or description for the document, offering more context or information if necessary. Accessed in the "i" button in app.

  1. Submit Actions Section

    • Send Notification: Select Yes if you want a notification sent to the target groups when the document is published.
    • Enable Sharing: Choose Yes to allow the document to be shared by users within the app via the device share feature.

After filling in all fields, click Save. It will then appear in the document list. To publish it in the app, select Submit from the action menu (3 dots).

 

4. Editing or Deleting a Document

  1. In the Document list, locate the document you want to edit or delete.

  2. Editing a Document

    • Click on the three dots (Actions) next to the document you wish to edit.
    • Select Edit from the dropdown menu. This will open the document form where you can modify the details, content, or settings of the document.
    • Make the necessary changes, such as updating the Title, PDF Note, Target Groups or replacing the PDF with an updated version.
    • After editing, click Save to save your changes.
    • In the Document list, The document now gets an "Update pending" status. Select Submit from the three dots to publish the changes to the app. 

  3. Deleting a Document

    • From the Actions dropdown (three dots) next to the document, select Delete.
    • A confirmation prompt will appear. Confirm the deletion to permanently remove the document from the system.
    • Note that once deleted, the document is no longer accessible in the app or in the Document module.

    Important: Deleted documents cannot be recovered, so ensure that deletion is intentional.

 

5. Bulk Actions on Multiple Documents

You can apply bulk actions to multiple documents simultaneously, making it easier to manage groups of documents quickly. To perform bulk actions:

  1. Select Documents:

    • Use the checkboxes next to each document to select one or more documents from the list.
    • Once you’ve selected at least one document, the Tools menu and the Submit to App button will become active.

  2. Available Bulk Actions:

    • Add/Remove Target Groups: Allows you to assign or remove multiple target groups for the selected documents.
    • Set Document Group: Lets you assign a document group to the selected documents.

  3. Submit to App:

    • Use the Submit to App button to publish the documents and/or changes to the app.

 

 

FAQ's

Q: Can I delete a document group that has documents assigned to it?
A: No, a group must be empty before it can be deleted.

Q: What is the difference between Active, Inactive, and Update Pending statuses?
A: Active documents are visible in the app, Inactive ones are hidden, and Update Pending indicates that changes have been made but need to be submitted for them to take effect in the app.

Q: Can I add multiple documents at once?
A: No, documents are added individually, but you can apply bulk actions, such as setting target groups, to multiple documents simultaneously.

Q: How do I change the visibility of a document in the app?
A: You can modify the target groups for a document during the editing process or through the bulk action tools. By adjusting the target groups, you control which members can view the document in the app.

Q: Is it possible to open a document in a third-party PDF reader?
A: Yes, members can open a document in a third-party PDF reader if Sharing is enabled for that document. This allows users to download and open the PDF externally.