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 access for specific groups or members
- 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 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.
Editors with the necessary permissions can download documents without changing the security level. Since they have editing rights for the meeting, they can adjust the document’s security level if needed. However, when a user downloads a level 4 document, they receive a notification reminding them of its confidentiality.
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
From the download icon in the agenda page (both editor and participant views)
you can download:
the agenda
all meeting documents
the minutes, if available
the meeting book
Preview the document
To preview the document in Sherpany full screen, click on the name of the document and close the menu with the down left icon.
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.
Information
To avoid conflicts with our printing integration and to maintain the highest level of security, we recommend the following:
If you need to print a document, you can simply download it and print it outside of Sherpany using your regular tools.
At Sherpany, we prioritise both user experience and data protection.
When using a virtual PDF printer, your document is technically being downloaded and processed by third-party software, which exposes the content in an unencrypted environment.
In contrast, when documents remain inside the Sherpany app, they are fully encrypted and protected, even if the device is lost or stolen.
You can even trigger a remote wipe of documents, but only if the files have not been exported outside Sherpany.
If printing is absolutely necessary, we recommend using the web platform, where you can securely download and print documents as needed.