Creating and Managing Resources

Eric Biddle
Eric Biddle
  • Updated

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". 
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Next, type the name of your newly created folder, then finish it up by clicking Create! 
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Setting Folder Permissions

After your new folder is created and named, we'll be taken to the Folder. We'll need to configure the list of users who will have access to interact with this folder.

To do this, click Edit above the folder content area, then select "Edit Permissions."

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This will open the page where permissions can be altered for this folder.
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To assign access to an entire group, switch to the Groups tab by clicking Groups at the top of the panel.
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To grant the users of a Group permissions, you'll just mouse over the grey circle and click the + icon next to the Group's name.

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This will grant the basic Reader permission by default, but that can be further altered by clicking the Reader permission button and changing the Group's permissions.

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The same can be done for individual users, instead of Groups. Click back to the Members tab at the top and click the + icon to grant any user individual access.
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While on the Members tab, you may notice that users already have access to the folder from a Group they're a member of, indicated just below their name.

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This permission can be overwritten by selecting their current permission level and choosing another from the list. 


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Important Note: Assigning access to a root-level folder will grant access to all sub-folders and all documents within that folder. Permission levels will be automatically inherited, so no additional permissions will need to be configured at lower levels in the folder structure unless exceptions need to be made.

These exceptions can be configured by opening the folder you'd like to change the inherited permissions for, then clicking Edit and choosing "Edit Permissions" in the drop-down list.

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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.

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Add Folder

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. 
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Add File

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.

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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. 

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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.

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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.

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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

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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.

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From here, click the destination folder you would like, then click the Move button to confirm and save your choice. 

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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".

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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."

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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.

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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).

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Then use the checkmark next to any of the items in the list you wish to move or delete.

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Finally, select Bulk Actions in the top right corner, and choose to either move or delete the selected objects. 

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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

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