In this article, you will learn:
- How to manage the details of the documents in the library
- Download a document
- Manage the document's permissions
- Document security
- How to manage the details of the documents in a meeting
- Download a document
- Preview the document
- Manage the document's access
- Document security
- Edit the title of the document
- Assign a label to the document
- Assign a security level
- Manage the documents' permissions
If you change anything on the Details page, please remember to always save.
You also have the possibility to use multiple selections, to modify several documents at the same time.
To do this, all you have to do is:
- Click on the blue box next to the date and select all the documents you want to change.
- 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 an MS Office file converted to PDF by Sherpany.
Download a document
Once you open the detail's sidebar, if it is a PDF or MS Office file, you will see the preview of the document. You can click directly on download.
If it is a PDF or MS Office file, you can click on the preview to open the document in full screen mode and click on the download icon here in the down left corner.
Manage the document's permissions
On the "Details" page of the document, you can select a group or individual members under "Permissions". The document will be viewable only by the selected members.
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 'i' 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 the library, click on the 3 dots icon on the line of the document you wish to modify and choose "security".
There are 4 levels available:
- 1 Full access: People can view, download or print without watermark.
- 2 Watermark: People can view, download the document or print it with watermark
- 3 Printing disabled: People can view and download the document, but printing is disabled in Adobe Reader.
- 4 View only: People can view the document in the web view, but download and printing are restricted.
Information
The watermark on the preview consider the document security level. It means that the watermark is only shown if the document is on security level 2 or above.
Like this, it is possible to keep more restricted security and confidentiality with documents that are being shared in Sherpany to users that are not employees of your organization, but still keep a lower protection level with better usability to the internal users.
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 any of these changes, please remember to always click on the ''Checkmark icon'' on the right.
Download the document
To download a document, click on the ''Download'' icon on the line of the document you wish to download.
Preview the document
To preview the document in Sherpany full screen, click on the name of the document.
Manage the document's access
You can restrain the access rights to a certain document by setting “access”. Excluded users do not have access to the respective item. To set access for a document, click on the three dots on the right of the line of the document and select ''Manage access''.
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
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: People can view, download or print without watermark.
- 2 Watermark: People can view, download the document or print it with watermark
- 3 Printing disabled: People can view and download the document, but printing is disabled in Adobe Reader.
- 4 View only: People 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 that 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.