In this article you will learn:
- How to manage the details of the documents in the library
- Download a document
- Manage the document's exclusions
- Document's security
- How to manage the details of the documents in a meeting
- Download a document
- Manage the document's exclusions
- Document's security
- Edit the title of the document
- Give access permissions to certain groups or members
- Assign a label to the document
- Assign a security level
- Manage the documents' permissions
If you change any of these changes, please remember to always click on the ''Checkmark icon on the right.
You also have the possibility to use the multiple selection, to modify several documents at the same time.
You will only have to:
- Click next to the date and select all the desired documents
- Select one of the options in the toolbar at the top
The options in the toolbar are:
- Label: Assign the document to one or more labels
- Share: Manage the documents' permissions, the groups and or individual members that will have access to the document
- Notify: Send a notification to the members that have access to that document
- Security: Assign a security level
- Delete
Warning
Even if there are no format restriction in the library, it is only possible to preview and open a document if it is PDF a MS Office file converted to PDF by Sherpany.
Download a document
To download a document, click on the ''Download'' icon on the line of the document you wish to download.
To preview the document in Sherpany full screen, click on the name of the document.
Manage the document's exclusions
In the "Details" page of the document, under "Permissions" you can select a group or individual members. The document will only be available for the members selected.
Warning
In order to publish the document in the library, you need to assign the document to at least one group and one label.
A '!' will appear next to a document if a group or label is not defined. This will disappear once groups and labels are assigned and saved.
Document's Security
To change the security level of an existing document in a meeting, click on the “Pen” icon on the line of the document you wish to modify
There are 4 levels available:
- 1 Full access: Members can view, download or print without watermark.
- 2 Watermark: Members can view, download the document or print it with watermark
- 3 Printing disabled: Members can view and download the document, but printing is disabled in Adobe Reader.
- 4 View only: Member can view the document in the web view, but download and printing are restricted.
Warning
You can only assign a security level to PDF documents or to MS Office files converted to PDF by Sherpany. If other formats are available in the library, you only be able to download them, you can't open the preview nor print them.
- Edit the title of the document
- Assign a security level
If you change anything on the "Details" page, remember to always click on "Save" at the bottom.
Download the document
Once you open the detail page, at the top you will find the preview of the document.
You can directly select on "Download".
You can click on the preview to open the document full screen. Here click on the download icon at the top right.
Manage documents permission
In the side panel click on "Permissions". You can restrain the access rights to a certain document by setting “exclusions”. Excluded users do not have access to the respective item. To set an exclusion for a document, click on the three dots on the right of the line of the document and select
Warning
Administrators will always have access to all the points and documents of the agenda. You can't deselect them from this list. You also cannot select a user in a document if that user doesn't have access to the agenda item.
Document's Security
At the bottom of the "Details" page you can set the security level for the document.
There are 4 levels available:
- 1 Full access: Members can view, download or print without watermark.
- 2 Watermark: Members can view, download the document or print it with watermark
- 3 Printing disabled: Members can view and download the document, but printing is disabled in Adobe Reader.
- 4 View only: Member can view the document in the web view, but download and printing are restricted.
Printing from the Apps
To avoid any conflict with the printing integration, please note, should you wish to print a document, you can simply download it and print it outside Sherpany.
As always we prefer to increase the user experience and the security:
When printing using a PDF virtual printer, you are providing a download option, and exposing the document in an unencrypted way, to software than many times uses cloud services to provide the conversion to PDF.
While the documents are in the device but inside Sherpany, they are encrypted and protected even if the device gets lost. You can even delete all the documents remotely if the device gets lost or stolen, but only if the files are inside Sherpany.
Should you really need a paper printed copy, you can use the web platform for that purpose.