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Overview

The Library is where documents and wikis are securely stored for access all year round and during emergencies.  Library records can be for a specific event, or accessible across all events.

Store procedures, policies, job descriptions, minutes of meetings, plans, references guides, and anything else that you need to share with your users.

Library items are known as documents, and can be one of the following schemas. You will have the option of choosing what type of document you are creating when you add a new Library Document.

Usage

To access the library, navigate to Library from the top menu.

Viewing documentation

To view documentation in the library, use the datagrid. 

The datagrid combines all documentation from the current event with documents from all accessible global events, to give you a single place to view all documentation.  

Counters on the side allow for quick filtering of documentation by each event, as well as by type and by tag. To search the library, click the search icon () above the counters to reveal the search form.

Adding a new library document

To add a library document:

1. From any screen, click the New Library Document button. If you wish to change the schema from the default Document type, select this now — available alternatives include Geospatial Feature and Meeting 
2. Enter the Title and Body of the document as needed.
3. Upload any Attachments by dragging and dropping files from your computer into the attachment box, or by clicking Add File.
4. Optionally add some Tags to identify the document, and set Is Featured to add the document to the Featured counter.
5. Select the Event to save the document. By default this will be the currently-selected event at the top right of screen, however you may wish to save the document into a global event instead if the document is to be permanently accessible.
6. Click save to save the document. 

The library record will then appear in the datagrid, you can then use the counters to filter the list.

Editing a document

To edit an existing document:

1. Browse to Library to view the library Datagrid.
2. Use the counters or search system to view the available documents
3. Click the link in the datagrid to view the document
4. Click Edit (if available based on your security) to edit the record 

You cannot change the type field when editing a record. The form works the same as adding new records otherwise. You can expand to full-screen mode by pressing the expand icon   in the rich text area. 

The yellow Record Notes textbox is used for general notes which are are not core details for the library record its self, e.g. 'This version includes feedback from the EM committee'. Record notes appear in the audit history.

Tagging documents

Tags are a great way to file a organise one record into multiple 'folders' at the same time.

The counter indicates how many active records match, and a single click filters the list to show you the items that match the tag.

To add one or more tags:

1. Navigate to the Library document
2. Edit the record 
3. Type one or more tag name into the Tags box. 
   1. Previously used tags will appear in a select box — select a tag will auto-complete it.
   2. Tags can contain spaces
   3. Add a comma or press Enter as a separator between multiple tags
4. Save the record when done

Adding geospatial features

IF adding a Geospatial Feature, then a map will additionally appear on the edit form. You can add map annotations by following the instructions on the Working with Maps and Assets page.

Deleting a document

It is not possible to directly delete a document, however you may move the document to an archive event to completely remove it from view.

Workflow

The following workflow applies to library document.

Status

The library document has a simple status code to determine the overall status of the document.

Review

Users can check the Set a Review Date checkbox, then enter a review date. When that date is reached, the record will automatically be set to the REVIEW status.

Featured

Users can check the Featured checkbox to include the document in the "Featured" counter.

Technical Reference

Document schema

Geofeature schema

Meeting schema

Non-schema fields

Workflow