OnBoard's Resource library is a perfect place for commonly-accessed documents, hyperlinks, photos, or video links for your team that are not directly associated with any one particular meeting. For example. Policies, Bylaws, Procedures and Strategic Planning documents, or a hyperlink to the OnBoard iPad training guide on the Help Center are all perfect examples of what the Resource Library is intended to be. The objects that are placed in the Resource library can be made available to all members in your organization or access can be restricted to individual users and groups.
Creating Resource Folders
The first step in configuring your Library is to create some resource folders for your resources to live. To create a new folder, first navigate to Resources in the navigation, then click "Add" in the top corner of the screen and select "Add Folder".
Next, type the name of your newly created folder, then finish it up by clicking Create!
Setting Folder Permissions
Accessing Folder Permissions
When you create a folder, you'll be the only user in OnBoard that has access to the folder, and you'll need to manage who else should have access to the folder.
As a best practice, we recommend managing folder permissions at the top level (parent folder). This is because folder permissions work from the top down. So, to have access to the sub-folders and documents within the folder, a user will need to have access to the parent folder.
Folder Admins will be able to quickly identify how many users have access to a folder with the permission badge on the folder. The permission badge will show the number of users who have access to the folder.
If no users have access to the folder, except for the folder Admin, the badge will have a plus symbol to notify you that other users still need to be added to the folder.
Click on the permissions badge to access the folder permissions.
You can also access permissions by clicking on the three dots to the right of the folder. From there, select Edit Permissions to manage the permissions for this folder and its contents.
Managing Permissions By User and Group
Editing permissions will bring up your entire user Directory. Add users to the folder individually by clicking on the circle to the right of their name. Click on Save Changes when complete.
However, as a best practice we always recommend using Groups to manage permissions. This will allow you to quickly add a group of users to a folder and will help with managing permissions if you have changes to your organization in the future.
Select the Groups tab to access your groups. This will show all the Groups you have access to.
Click on the carat to the right of the group to review the members of the Group if necessary.
Click on the circle to the right of the Group to add the Group to the Resource folder.
You can add multiple groups if necessary.
Once you've selected all of your Groups, you can click on Save Changes
To check that all users are added correctly, click back to the Members tab.
Resource Permission Types
An important note is that directory and group permissions will not transfer automatically when creating a resource folder. For example, an organization or group Admin will not have access to the folder by default, and will not automatically be made an Admin of the folder. Whoever creates the folder must add other users to the folder for them to view it.
You can make anyone in your Directory an Admin or Reader of the folder. You can also Exclude users from the folder.
To change a user's permission, click into their permission and select the appropriate permission type.
Read below to learn more about these Resource permission types.
When you create a folder, you'll be the Admin of the folder by default. As the admin, you can:
- Edit the name of the folder
- Manage folder permissions
- Move the folder
- Manage downloads
- Edit folder documents
- Delete the folder
Readers of the folder can only access the folder and its contents and download documents if downloads are enabled.
The last permission you can find in Resources is Exclude. However, this is more of a status.
If you’ve used Groups to manage the permissions of the folder, and there are members of the Group that should not have access to a folder, you can click into their permission and choose to exclude that member of the group from this folder. When Excluded, they will not have access to the folder and it’s contents.
Updating Permissions for an Entire Group
You can update the permissions of an entire group.
In the Groups tab, click on the group’s permission and select either Reader or Admin to update the permission for the entire group.
Managing Permissions for Sub-Folders & Documents
Again, we recommend managing permissions at the top level (parent folder). However, once users have access to the parent folder, you can manage their permissions on a sub-folder or individual document level.
Click the three-dotted menu to the right of a sub-folder or document, and select Edit Permissions.
You can upgrade Readers to Admins for that sub-folder or document, and they will be able to administrate that individual document or the sub-folder and its content.
Or, you can exclude Readers from a sub-folder or document, and that sub-folder or document will not be visible to that user within the folder.
Note: In order to have access to sub-folders and documents within a folder, users must be permissioned to view the top level (parent) folder.
Adding New Resources to Folders
Once you have created a root-level folder, you can add resources to the folder by first opening it (clicking on the folder name), then clicking Add. There are four different options to choose from.
The first option allows you to create a sub-level folder inside the root-level folder for additional organization. Choosing New Folder from this list of functions is just like creating a root-level folder described above.
Selecting this option will allow you to upload any PDF or Microsoft Office document, which includes Word, Powerpoint, and Excel. You can also upload any image file with the GIF, JPG, or PNG format.
You can add documents by dragging the file into the "Drop files here" box, or clicking Add Document to browse your computer for the file to upload.
Add External Link
External Links can be added to add easy access another website or external resource. An example of this would be to include a hyperlink to a specific OnBoard training guide on the Help Center.
Add Youtube Video
This option can be used to embed YouTube videos directly into OnBoard. However, if your organization blocks access to streaming video services, OnBoard will respect that restriction. Meaning, in some cases, this feature may open for users depending on their internal security restrictions.
Document Upload Notifications
While uploading files to the Resources Upload window you'll have the option to notify users who have permissions set on the folder you're adding files to. If you click to check "Notify members with access to this folder" the users will receive an email and in-app notification about the uploads.
Important Note: The notifications for Resources are not immediate, and will go out about an hour after you've stopped uploading files to the folder. The notification will include a list of all updated files from the folder. Adding a Link or Youtube video link will not trigger a notification and will not be listed in this email
For more information about Notifications, see our List of OnBoard Notifications.
Moving Resource Folders and Documents
Administrators can move resources and folders between locations in the Resource Library. In order to move a resource, click the 3-dotted option menu to the right of the document's information and choose Move from the list of options.
From here, click the destination folder you would like, then click the Move button to confirm and save your choice.
Disable Downloads for Specific Resources
While an Administrator may not want to disable Document Downloads fully across the Organization, they may want to disable downloads for specific Documents or Folders within Resources.
To do this, you can click on the 3 dotted menu button to the far right side of the Document or Folder and click to toggle the "Document downloads".
Disabling the downloads for a Folder will toggle the downloads off for ALL of the Subfolders and Documents within that Folder. Important Note: You cannot enable downloads for items within a Folder that has had its downloads disabled.
When opening a folder that has the downloads disabled you will see a note below the Folder's name that states "Document downloads in this folder are disabled."
Deleting Resource Folders and Documents
Resources can be deleted by clicking the three-dot menu on the right and selecting Delete from this list of options. Keep in mind that deleting a resource folder will also delete everything inside that folder. Deleting is a permanent action that cannot be undone. Resources that have been deleted by accident will need to be re-uploaded into the Resource Library.
Creating eSignatures from Resources
You can create an eSignature document template directly from a document in a Resource folder.
Note: you must have the eSignatures feature to utilize this functionality.
Click on the 3-dotted menu on the right of a document, and select the Create eSignature option. This will open a new eSignature in draft status with the source document attached.
Review the Creating and Managing eSignatures Article for more information on managing eSignatures.
Moving/Deleting Multiple Resources
When managing your Resource library, you may wish to move or delete many objects all at the same time. This can be accomplished with the Bulk Actions menu. First, click Select in the upper corner of the Resources page (next to Add).
Then use the checkmark next to any of the items in the list you wish to move or delete.
Finally, select Bulk Actions in the top right corner, and choose to either move or delete the selected objects.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here.