How do I Manage documents at the global and event level?

Accessing and Managing Documents (Global/Event Level)

Overview

The Documents module at the Global level provides a centralized repository for managing all documents across the platform. Documents added here can be reused across events, templates, and other modules. From this section, administrators can upload, preview, replace, download, copy URLs, and archive documents using both single-row and multi-row actions.

Step-by-Step Guide

1. Access the Documents Module (Global/Event)

1. At Global level Open the main navigation menu.
[Note: For events open the event]
2. Navigate to Documents.
3. The global Documents listing view opens, displaying all documents available across the platform.

2. View the Document Listing

From the global Documents listing, you can:

• View all documents stored at the global level.
• Review document details such as name, type, and status.
• Select one or multiple documents to perform actions.

3. Add a New Document

Supported File Types

You can upload the following file types in the Global Documents module:

• Documents: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX
• Images: JPG, JPEG, PNG, GIF
• Media: MP4
• Other files: CSV, TXT, ZIP

1. Click Add Document.
2. Upload the required file.
3. Save the document.
4. The document becomes available globally and appears in the document listing.

4. Remove a Document

1. Locate the document in the global listing.
2. Open the hamburger menu (three-dot menu) for the document.
3. Select Remove.
4. Confirm the action when prompted.

Single-Row Actions (Hamburger Menu)

Each document row provides the following actions:

Copy Document URL

• Select Copy URL to copy the document’s direct URL for sharing or embedding across events or modules.

Preview Document

• Select Preview to view the document without downloading it.

Replace Document

• Click Replace Document.
• Select new file from local system.
• Enable the Keep Previous Name option to retain the existing file name.
• Click Upload to confirm the replacement.
• The new file will replace the existing document while keeping the same name.
• If the option is not selected, the uploaded file will be saved with its original file name.

Download the Document

• Select Download to save the document locally.

View Updated Document

• Any replaced document is instantly updated and available for use wherever it is referenced.

Multi-Row Actions (Bulk Actions)

You can perform actions on multiple documents at the same time:

1. Select multiple documents using the checkboxes.
2. Choose an action from the bulk actions menu.

Available Multi-Row Actions

• Copy URL: Copies the URLs of all selected documents.
• Archive: Archives the selected documents, removing them from active use while keeping them for reference.
• Download: Downloads all selected documents to your local system.
• Preview: Previews selected documents (where supported).

Summary

The Global Documents module allows administrators to manage documents centrally for reuse across the entire platform. With support for individual and bulk actions—such as upload, preview, replace, download, copy URL, and archive—this module ensures efficient and consistent document management at a global level.