Resource Library Overview

What is the Resource Library in OnBoard?

The Resource Library in OnBoard is a central place to store documents, links, images, and videos that are not tied to one specific meeting.

Use Resources for items your team needs to access often, such as:

• Policies
• Bylaws
• Procedures
• Strategic plans
• Training links
• Photos
• Video links

You can make Resources available to:

• Everyone in your organization
• Specific users
• Specific groups

Creating Resource Folders

How Do You Create a Resource Folder?

To create a resource folder, go to Resources in the left navigation menu, then create a folder from the Add menu.

Steps:

1. Open Resources in the navigation menu.
2. Click Add in the top-right corner.

3. Select Add Folder.

   

4. Type a name for the new folder.
5. Click Create.

Setting Folder Permissions

How Do Folder Permissions Work?

Folder permissions control who can see and manage a folder. When you create a folder, only you can access it at first.

Best practice: Set permissions at the top-level parent folder.

Why this matters:

• Permissions flow from the top down
• Users must have access to the parent folder before they can see:
  • Subfolders
  • Documents inside the folder

If you want a user to access anything inside a folder, give them access to the parent folder first.

How Do You Open Folder Permissions?

To open folder permissions, use the three-dot menu next to the folder.

Steps:

1. Find the folder in Resources.
2. Click the three-dot menu to the right of the folder.
3. Select Edit Permissions.

How Do You Add Individual Users to a Folder?

To add individual users to a folder, use the Members tab in the permissions panel.

Steps:

1. Open Edit Permissions for the folder.
2. In the Members tab, find the user you want to add.
3. Click the circle to the right of the user’s name.
4. Repeat for any other users.
5. Click Save Changes.

How Do You Add Groups to a Folder?

To add groups to a folder, use the Groups tab in the permissions panel.

Using Groups is the recommended best practice because it helps you manage permissions faster and more consistently over time.

Steps:

1. Open Edit Permissions for the folder.
2. Select the Groups tab.
3. Review the list of groups you can access.
4. If needed, click the caret next to a group to view its members.
5. Click the circle to the right of the group to add it to the folder.
6. Repeat as needed for multiple groups.

7. Click Save Changes.
8. To confirm the correct users were added, go back to the Members tab.

Resource Permission Types

What Permission Types Can You Assign in Resources?

The permission types in Resources are Admin, Reader, and Exclude.

That means:

• An Organization Admin does not automatically get access to a new folder
• A Group Admin does not automatically become an admin of the folder
• The folder creator must add users or groups manually

Read below to learn more about these Resource permission types.

What Can a Resource Admin Do?

A Resource Admin can fully manage the folder.

When you create a folder, you become the Admin of that folder by default.

A Resource Admin can:

• Edit the folder name
• Manage folder permissions
• Move the folder
• Manage downloads
• Edit documents in the folder
• Delete the folder

What Can a Resource Reader Do?

A Resource Reader can view the folder and its contents.

A Reader can:

• Open the folder
• View its contents
• Download documents if downloads are enabled

What Does Exclude Mean?

Exclude is a special status that blocks an individual Reader from viewing a folder, even if they are part of a group that has access.

Use Exclude when:

• A group has access to a folder
• One person in that group should not have access

When a person is excluded:

• They cannot see the folder
• They cannot access its contents

How Do You Change a User’s Permission Type?

To change a user’s permission type, click their current permission and select a new option.

Steps:

1. Open Edit Permissions for the folder.
2. Find the user in the list.
3. Click their current permission.
4. Select:
   • Admin
   • Reader
   • Exclude

How Do You Update Permissions for an Entire Group?

To update permissions for an entire group, change the permission from the Groups tab.

Steps:

1. Open Edit Permissions.
2. Go to the Groups tab.
3. Find the group.
4. Click the group’s current permission.
5. Select either:
   • Reader
   • Admin

Subfolder and Document Permissions

How Do Permissions Work for Subfolders and Individual Documents?

Permissions for subfolders and documents work only after a user already has access to the parent folder.

Once a user can view the parent folder, you can manage their access to:

• A subfolder
• A single document

You can:

• Upgrade a Reader to an Admin for that subfolder or document
• Exclude an individual Reader from that subfolder or document

Steps:

1. Find the subfolder or document.
2. Click the three-dot menu.
3. Select Edit Permissions.
4. Update the user’s access as needed.

Adding New Resources to Folders

How Do You Add Content to a Resource Folder?

To add content to a resource folder, open the folder first and then use the Add menu.

Steps:

1. Open the folder.
2. Click Add.
3. Choose one of the available options.

The available options are:

• Add Folder
• Add File
• Add External Link
• Add YouTube Video

Adding Folders

How Do You Add a Subfolder?

To add a subfolder, choose Add Folder inside an existing folder.

This lets you organize content into smaller sections inside a top-level folder.

Steps:

1. Open the parent folder.
2. Click Add.
3. Select Add Folder.
4. Enter the folder name.
5. Click Create.

Adding Files

How Do You Upload a File to Resources?

To upload a file to Resources, choose Add File and then drag in a file or browse for it on your computer.

Supported file types include:

• Portable Document Format (PDF) files
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Image files:
  • GIF
  • JPG
  • PNG

Steps:

1. Open the folder.
2. Click Add.
3. Select Add File.
4. Either:
   • Drag the file into the Drop files here area, or
   • Click Add Document to browse your computer
5. Finish the upload

How Does Drag and Drop Work for File Uploads?

Drag and drop lets you quickly upload one or more files directly into a resource folder.

Steps:

1. Open the resource folder in OnBoard.
2. Open the file browser on your computer.
3. Select one or more files.
4. Drag them into the resource folder in OnBoard.

When the upload finishes, you will see this message:

• “All files successfully uploaded to folder”

External Links and Videos

How Do You Add an External Link?

To add an external link, choose Add External Link and enter the website details.

Use this for quick access to websites or other online resources, such as a Help Center article or training page.

How Do You Add a YouTube Video?

To add a YouTube video, choose Add YouTube Video and provide the video link.

This embeds the video directly in OnBoard when allowed by your organization’s security settings.

Document Upload Notifications

How Do Upload Notifications Work for Resources?

Resource upload notifications are only sent when you use Add File and select the notification checkbox.

Steps:

1. Open the resource folder.
2. Click Add.
3. Select Add File.
4. Attach the file or drag and drop it into the field.
5. Select the checkbox:
   • Notify members with access to this folder
6. Select Upload in the bottom right.

If you use this option, users with access to the folder will receive:

• An email notification
• An in-app notification

Important Considerations:

• Notifications are not immediate
• Notifications are sent about one hour after you stop uploading files
• The notification includes a list of updated files from that folder
• Notifications are sent only when:
  • You use Add File
  • You select the notification checkbox

These actions do not send a notification:

• Dragging and dropping files
• Adding an external link
• Adding a YouTube video

Moving Resource Folders and Documents

How Do You Move a Folder or Document?

To move a folder or document, use the Move option from the three-dot menu.

Steps:

1. Find the folder or document.
2. Click the three-dot menu to the right.
3. Select Move.

4. Choose the destination folder.
5. Click Move to confirm.

Disabling Downloads in Resources

How Do You Disable Downloads For a Folder or Document?

To disable downloads, use the Document downloads toggle from the three-dot menu.

Disabling downloads stops users from exporting or saving the source files, but they can still view documents in OnBoard.

Steps:

1. Find the folder or document.
2. Click the three-dot menu.
3. Toggle Document downloads off.

If you disable downloads for a folder, downloads are also disabled for:

• All subfolders
• All documents inside that folder

When downloads are disabled for a folder, users will see this message inside the folder:

• "Document downloads in this folder are disabled."

Deleting Resource Folders and Documents

How Do You Delete a Folder or Document?

To delete a folder or document, use the Delete option from the three-dot menu.

Steps:

1. Find the folder or document.
2. Click the three-dot menu.
3. Select Delete.

eSignatures from Resources

How Do You Create an Electronic Signature Item From a Resource Document?

To create an electronic signature (eSignature) item from a resource document, use the Create eSignature option on the document.

Steps:

1. Find the document inside the resource folder.
2. Click the three-dot menu.
3. Select Create eSignature.

This creates a new eSignature item in draft status and attaches the source document automatically.

Bulk Actions

How Do You Move or Delete Multiple Resources at Once?

To move or delete multiple resources at once, use Select and then Bulk Actions.

Steps:

1. Open the Resources page.
2. Click Select in the upper-right corner, next to Add.

3. Use the checkboxes to select the items you want to manage.

4. Click Bulk Actions in the top-right corner.
5. Choose either:
   • Move
   • Delete 

FAQs

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.