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Instructions for Using the Document Center Module & Related Documents Widget on the Butte-Silver Bow Website If you have any questions or problems, contact Online Admin Justin Ringsak at [EMAIL REDACTED] or [PHONE REDACTED], MIS Room 206, Courthouse. Published 6/2014 Introduction: This document is for reference use for any Butte-Silver Bow staff who are uploading documents to the Butte-Silver Bow website, making them available for public viewing and/or download or internal staff-only viewing or download. For more information and additional support, refer to the Civic Plus University website at web address: You can sign-in to the Civic Plus University using the same username and password you would use to sign-in to the Butte-Silver Bow website (described below). After signing in, navigate to the ‘Training’ tab. A direct link to the Document Center training materials is included here: http://cp-civicplusuniversity2.civicplus.com/index.aspx?nid=287 Table of Contents Section 1: Signing-In to the Website & Navigating to the Document Center Module – page 2 Section 2: The Public View of the Document Center – page 8 Section 3: Using the Document Center – page 10 3.1: Navigating Around the Document Center – page 10 3.2: Adding/Uploading a New File to the Document Center – page 13 3.3: Posting a Document Center File on a Page – page 18 3.3.1: By Using the Related Documents Widget – page 18 3.3.2: By Using the Copy Link Action – page 24 3.4: Moving a File in the Document Center – page 28 3.5: Adding a Folder in the Document Center – page 30 Section 4: Signing Out – page 32 Section 5: Alternative Methods for Sharing or Distributing Files Online – page 33 Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 1 ---PAGE BREAK--- Section 1: Signing-In to the Website & Navigating to the Document Center Module Step 1 – Go to the Butte-Silver Bow Website: Open your web browser (Chrome, Firefox, Safari, etc; Internet Explorer is not recommended for use with the Butte-Silver bow website) and navigate to the Butte-Silver Bow official website. You can do this by directly entering the web address in the very top bar of the browser: co.silverbow.mt.us, bsb-mt.us, or bsb.mt.gov are all valid web addresses for the BSB site. Note: It is recommended that you use a recent version of Chrome or Firefox when editing or uploading files to the website. The site has displayed some problems with Internet Explorer – you likely can edit with Internet Explorer, but may experience significant slowdowns, load times, or other issues. If you do not currently have Chrome or Firefox, the latest versions can be downloaded at the links below: • http://www.google.com/chrome • http://www.mozilla.org/en-US/firefox/new/ If installing Chrome or Firefox on your computer, make sure that you DO NOT set Chrome or Firefox as your default browser. Some Butte-Silver Bow employees use applications that only run through Internet Explorer, and setting Chrome or Firefox as your default browser may create problems with other applications. If you experience any such issues, or for assistance installing Chrome or Firefox on your computer, please contact the MIS Department. Step 2 – Sign-in: To manage requests or other modify other parts of the website, we first need to sign in to the site. To do this, click the ‘Sign In’ button at the top right of the screen, as shown below. You will be prompted for a username and password. For most web applications (but NOT the Request Tracker), the login info you should use is: Username: first initial + last name (example: jringsak) Password: password (unless you previously changed your password!) Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 2 ---PAGE BREAK--- For future reference, the email address associated with your user account is your BSB email address (example: [EMAIL REDACTED]). If you are having problems in later steps, it may also help to check the ‘Keep me signed in’ box beneath the username and password fields, as shown below. Step 3 – Accept Privacy Policy/Terms and Conditions: If this is your first time signing on to the website, and on some other occasions when the site structure has been updated, you will be prompted to accept the site’s Privacy Policy and Terms and Conditions immediately after signing in. The prompt displays automatically in the sign-in pop-up window, as shown on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 3 ---PAGE BREAK--- To proceed, simply scroll to the bottom of the pop-up window and click the ‘I agree’ button, as shown below. The pop-up window will automatically close, and the website will reload. To confirm that you are signed in, after the site reloads, look at the top blue bar, and you will see some new menu options, and your username and a ‘Help’ menu at the far right, as shown on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 4 ---PAGE BREAK--- Step 4 – Change Your Password: If your standard user account password is still set to the default ‘password’, you should change it after signing in to ensure site security. To change your password, begin by clicking on your username at the top right. This will open a short dropdown menu. Click ‘Settings’ in this menu, as shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 5 ---PAGE BREAK--- You should now see the Profile Settings page, as shown below. To change your password, type a new password in both the ‘Password’ and ‘Confirm Password’ fields, then scroll down and click on the ‘Save’ button, as shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 6 ---PAGE BREAK--- Step 5 – Navigate to the Backend Document Center Module: Now that we are signed in, we need to navigate to what is called the ‘backend’ or ‘admin’ area of the website, to the Document Center module. Start by clicking on ‘Modules’ in the blue menu bar at the top of the screen. This will open a dropdown menu, as shown below. Note: You may see a different number of options in your Modules dropdown menu, depending on your level of site access and the tasks you typically perform on the website. In this dropdown menu, click on ‘Document Center’. This will load the Document Center module in the backend, as shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 7 ---PAGE BREAK--- Section 2: The Public View of the Document Center It is important to understand how and where any public user of the Butte-Silver Bow website can view most Document Center files. Public users on the Butte-Silver Bow website can access the public Document Center system using different navigational paths: it is available under the website main menu under Government > Document Center, or under the Transparency Portal page. However a user comes to the public Document Center, they will all see the same the interface, as shown and described below. Note that public users can view and download files from the Document Center, but cannot upload or modify files (refer to Section 3.5 of this document for more details on permissions and file visibility). This is the basic view a public user will see when they navigate to the Document Center on the Butte-Silver Bow website. From here, users can select folders and browse, view or download files, as illustrated on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 8 ---PAGE BREAK--- Note that any file in the Document Center can also be made publicly available on any page of the website using the Related Documents widget or a link, as described in Section 3. Now that we have seen the public view of the Document Center, we will next learn how to use these different features to place Document Center files on appropriate pages of the website. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 9 ---PAGE BREAK--- Section 3: Using the Document Center The Document Center is useful for adding, or uploading, files (such as .pdf, .doc, .xls, .txt, .ppt, etc) to the Butte-Silver Bow website. Once added, files can be made available to public website users on most any page on the website. Alternatively, files can be uploaded and set up so that they are only visible/accessible to Butte-Silver Bow staff users who are signed in to the site – this capability is described fully in Section 3. Section 3.1: Navigating Around the Document Center Navigating around the Document Center works somewhat differently than navigating in other areas of the Butte-Silver Bow website. This section explains the basics. When you first open the Document Center module in the website backend, you will typically be viewing the ‘Home’ folder, as shown below. Folders in the Document Center are always shown on the left side of the screen, and files are shown on the right. The folder you are currently viewing is listed in large text near the top left (the ‘Home’ folder is the current folder in the example above), and is also indicated in the folder list on the left with a highlight and an ‘open folder’ icon. In the example above, there are no files in the ‘Home’ folder, so the area on the right is empty. The positioning of the ‘Home’ folder in the folder list shows that it is a ‘parent’ folder for all of the other folders (which could also be called sub-folders or ‘child’ folders) in the list. In other words, all of the folders in the list above are located within the ‘Home’ folder. Clicking on any folder in the list will open it, displaying the files in that folder on the right, and Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 10 ---PAGE BREAK--- showing any subfolders within it on the left. Continuing from the example above, if we click on the ‘Council Files’ folder, the screen below will be displayed. From this view, general control options for modifying or adding Folders and Adding Document(s) are available at the top of the screen, and options for specific files are available by clicking on the small gear icon next to a file under the ‘Actions’ column, as shown below. These control options are explained in detail in the following sections. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 11 ---PAGE BREAK--- Additionally, you can view the details of a specific file by clicking on its ID or Display Name – note that these links will open the same screen accessed by selecting ‘Modify’ in the actions menu. An example of a file detail screen is shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 12 ---PAGE BREAK--- Section 3.2: Adding/Uploading a New File to the Document Center Now that we have a general feel for how to navigate in the Document Center module, we will explore some of the file management functions available. First we will learn how add or upload a new file to the Document Center. To begin, navigate to the folder where you want your new file to be stored. For our example, we will be adding a file to the Boards & Commissions subfolder, which is contained in the Departments folder. You should always place your own files in the most appropriate folder. Typically, this will be the subfolder for your department found within the Departments folder. The screen below shows the Document Center, with the Boards & Commissions subfolder as the current folder. We can see that there are already four files that were previously uploaded to this folder, shown on the right. Next, click on the ‘Add Document(s)’ button indicated above. Important: Whenever you add or upload a file, it will automatically be stored in the folder you were currently viewing when you clicked ‘Add Document(s). For this reason, it is essential that you navigate to the folder where you want your file to be stored before clicking ‘Add Document(s)’. After clicking ‘Add Document(s)’, you will see the ‘Document Center Upload Files’ pop-up window, as shown on the screen on the following page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 13 ---PAGE BREAK--- Click ‘Browse’ in this pop-up window to browse, then find the file on your local computer that you want to upload, select it, and click ‘Open’. In the example below, we are adding the file ‘letterhead_bsb.docx’. Note that you can select multiple files at once by holding down the ‘Shift’ or ‘Ctrl’ key. After clicking ‘Open’, you will be returned to the pop-up window, and your file will now be listed there, as shown on the screen on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 14 ---PAGE BREAK--- If you still want to add more files, you can use the ‘Add more files’ button. If you have all the files you want to add to the Document Center in the ‘Selected Files’ list, click ‘Upload’ as shown above. After clicking ‘Upload’, you may need to wait a few seconds for the file to be uploaded, or longer if uploading large-size files. Once the upload is complete, you will be taken to the screen shown below to enter in some basic information about the file(s) you added. First, you should click on the arrow icon next to your file name to open up all file description options, as shown below next to the arrow. After clicking on that arrow, you will see more options, as shown on the screen on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 15 ---PAGE BREAK--- On this screen, you should always type in a new display name. By default, the display name will simply be the name of the file you uploaded. Because file names are typically abbreviated or are otherwise unclear, you should type in a more- descriptive file name here. In our example, the file we have uploaded, with filename ‘letterhead_bsb.docx’, is a simple blank Word document with the Butte-Silver Bow logo added at the top for a nice official letterhead. So, for our display name, we should enter something like, ‘Official Butte-Silver Bow Letterhead for Staff Use’. You should also always type a description. In most cases, public users will not see the description, but it is used as part of the website’s search function. In our example, we will add this description: ‘This file is for use by Butte-Silver Bow staff for official city-county correspondence or other public information products.’ Now if a public user were to search for ‘city-county correspondence’, this file would appear in the search results, even though that phrase is not in the file’s display name. Note that there is a strict 200 character limit on the file description, so it must be brief. The date range fields (‘From’ and ‘To’) can also be very useful if you only want your file to appear on the website for a certain amount of time. If you want your file to be stored on the website for an indefinite amount of time, you should leave these blank. For most files you should check the ‘Convert to PDF’ box, unless they are already in .pdf format. Posting files in .pdf format is a best practice for accessibility purposes. Note that the conversion will usually alter the file’s layout somewhat. This typically does not seriously affect .doc or .docx or similar text files, but can make Excel files (.xls or .xlsx) difficult to read. It is better, if your software has the capability, to save files in .pdf format before uploading. The ‘Convert to PDF’ option is a quick-and-easy method that works for most .doc and .docx and other text files. Finally, the ‘Hide this document from the public’ option should rarely be used. If checked, the uploaded file will not be visible in standard public views of Document Center files (though it still can be linked from a page – see Section 2.3.2 for more on linking uploaded files). When you are finished adding your file details, click the green ‘Save and Submit’ button on the right of the screen (NOT Save – it is important that you ‘Save and Submit’) on the right, as shown below. Note: Many users, depending upon their access level, will see ‘Save and Publish’ instead of ‘Save and Submit’. In this case, you should click ‘Save and Publish’. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 16 ---PAGE BREAK--- The screen below shows our example file with all details added and options set, just before saving and submitting/publishing. After submitting/publishing, you will automatically be taken back to the Document Center general view, with the folder we just uploaded our file to set as the current, and our new file visible in the file list on the right, as shown below next to the red arrow. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 17 ---PAGE BREAK--- Section 3.3: Posting a Document Center File on a Page Now that we know how to navigate through the Document Center and how to upload/add a file to the Document Center, we will next explore the two different methods you can use to add a link to any Document Center file on a specific page. Section 3.3.1: By Using the Related Documents Widget The first and typically easiest/quickest method to add a link to an uploaded file on a page of the website is to use the Related Documents widget when in Live Edit mode. For complete details on page editing and the Live Edit mode, refer to the document Instructions for Editing & Managing Pages on the Butte-Silver Bow Website. To begin, you will sign in to the website and navigate to the page where you want to add a link to a file you have previously uploaded to the Document Center, or where you want to add a link to a new file that we will upload directly to the Document Center through the Related Documents widget. For our example, we will be uploading a new file through the Related Documents widget on the ‘Weekly Expenditure Summary’ page found under the Government tab > Departments > Finance & Budget Department, and also linked from the Transparency Portal page. The Weekly Expenditure reports page is shown below, and you can see that we are already signed in. Next, we will need to click on the Live Edit button at the top of the page to turn on the page editing features of the website. You may need to wait a second for the page to fully reload after clicking on Live Edit. After it loads, you should Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 18 ---PAGE BREAK--- see a screen like the one shown on the next page, though the tools on the left side in the image below can appear on the right side or bottom of the screen, depending on your account settings. To add the Related Documents widget to the page, which will allow us to add files from the Document Center or upload new files directly to this page, click on the Widgets tab in the tools menu, then click-and-drag the box labeled ‘Related Documents’ over to the page. As you are dragging the Related Documents widget over the page, areas where it can be placed are indicated by dashed boxes. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 19 ---PAGE BREAK--- The screen above shows a dashed box area where the Related Documents widget can be placed by releasing, or ‘dropping’, after clicking-and-dragging. After you have dragged-and-dropped your widget to a location, wait a moment while the screen reloads. You will now see your new widget on the page, a pop-out box to adjust some of the Widget options, and the content around the widget will have adjusted automatically to fit it in. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 20 ---PAGE BREAK--- The next step is to make any desired changes in the Widget options box. The Widget Skin controls the basic style or look of a widget. You should never need to adjust the skin – the defaults on the website work just fine, though you can feel free to adjust them to see how the different skins look, and use one that best matches the style and layout of the page. You may want to add a Heading, which will display above the widget on the page. Columns can adjust the basic layout, and Sort Order controls how the files will be displayed. The screen below shows our new Related Documents widget after we have added a heading, adjusted to two columns, and set the sort order to Manual. Now we are just about ready to add a new file, after we look more closely at the three icons along the top of the Related Documents widget, as described in the image below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 21 ---PAGE BREAK--- Now let’s try to add a file. You will notice that the Related Documents widget, by default, shows a + box and a text link. Even though the widget says ‘or drag and drop files from your system here’, that is NOT RECOMMENDED. It is much better to simply click on either the + or the text to begin adding or uploading a file. After clicking on the + or the text, wait a moment for the widget to load, then you will see the following pop-up window. This should look familiar if you already read Sections 3.1 and 3.2 of this document! Now you can either select a file that was previously uploaded to the Document Center and insert it into our Related Documents widget on our page, or you can select a folder, upload a new file to that folder, and then insert it into the widget. You can also select multiple files at once. On the screen on the next page, we have selected a few files in the Forms folder to insert into our page widget. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 22 ---PAGE BREAK--- After we click Insert Marked, the selected files are added into the Related Documents widget on our page, as shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 23 ---PAGE BREAK--- Be sure to click Save or Save and Publish/Submit near the top right corner of the screen when you are finished. Now our files are easily accessible to public users of the website. In the future, we could sign in to the site and return to this page to add more files to our Related Documents widget, change the sort order or heading or other widget settings, or remove files from the widget. Note: If you remove a file from a Related Documents widget, the file will no longer be linked on that specific page, but will still be available in the Document Center for future use. Also note that most Document Center files and folders are publicly accessible, so if you want a file completely removed from the website, you must go into Modules > Document Center and delete the file there. If a file deleted from the Document Center was included on any Related Documents widget, it will disappear automatically after the deletion. Section 3.3.2: By Using the Copy Link Action The second method to add a link to an uploaded file on a page of the website is to use the Copy Link action in the Document Center, then navigate to the desired page, turn on Live Edit, and add the link to a bit of text on the page. For complete details on page editing and the Live Edit mode, refer to the document Instructions for Editing & Managing Pages on the Butte-Silver Bow Website. To begin, you will sign in to the website and navigate to the backend Document Center Module (by going to the Modules menu at the top of the screen then selecting Document Center). Once in the Document Center, navigate to the file you want to link on your page. For this example, we will be linking the Application for Absentee Ballot file found in the Forms folder of the Document Center. Once we have found our file in the Document Center (or alternatively added a new file in the Document Center), next we will click on the Actions icon to the right of our file to open the action menu, then select Copy Link, as shown below. After clicking on Copy Link, a pop-up window will open, as shown on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 24 ---PAGE BREAK--- Here we have several ways we can copy the link to our Application for Absentee Ballot file. We can click either of the Copy buttons to save the corresponding web address (i.e. a link) to our computer’s clipboard, or, just as you would in Word or most text editors, you can highlight either address and then select Edit > Copy in your web browser’s menu, or hold Ctrl+c to copy. Any of these methods will copy our file link to later paste on our page. But first let’s explore the differences between the two web addresses shown above. Link is a shorter web address that can be used as long as you will be linking from content that is part of the Butte-Silver Bow website, such as a page, calendar event, news item, or similar content. This shorter address will not work if you are linking from content that is not part of the Butte-Silver Bow website, such as an email, a file on your local computer or mobile device, or another website. The Address is the complete web address of our file. It will work when linking from any type of content, whether it is part of the Butte-Silver Bow website or external content such as an email message, a file on your computer or mobile device, or another website. When in doubt, always use the full Address rather than the shorter Link! The address will work in almost all situations. Now that we have copied our file link address, we must navigate to the page where we want to add a link to our Application for Absentee Ballot file. For our example, we will be adding our file link on the ‘Weekly Expenditure Summary’ page found under the Government tab > Departments > Finance. The easiest way to work with the Document Center and edit a page is to use tabbed web browsing. This allows us to keep the Document Center open in one tab – in case we need to go back to copy another file link, modify a file, etc – and have the page we are editing open in second tab. The screen on the next page shows an example of tabbed browsing using the Google Chrome web browser. If you need more instruction on how to use tabs for browsing, you can find a lot of good resources online with a simple search, or refer to this link for instructions for tabbed browsing from Microsoft: http://windows.microsoft.com/en-us/windows/tabbed-browsing-faq#1TC=windows-7 Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 25 ---PAGE BREAK--- With our Weekly Expenditure Summary page open in a second tab, now that we have copied our file link from the Document Center, we can easily jump back to that page. With Live Edit turned on, we can then click into the main text area to edit the content there. Wait a few moments after clicking in a text area for the editor to load – it can be slow! Once the editor has loaded, the rest of the page will be shaded out, with the editing area clearly indicated and a new toolbar along the very top of the screen, as shown below. For more details on Live Edit and page editing, refer to the document Instructions for Editing & Managing Pages on the Butte-Silver Bow Website. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 26 ---PAGE BREAK--- To add our file link, we highlight the text we want to make into a link, then click on the Hyperlink Manager tool as shown on the previous page. This will open the Hyperlink Manager pop-up window, as shown below. In the screen below, you can also see the highlight text we are adding the link to on the center right, also shown in the Link Text box of the Hyperlink Manager – in this case, we are making the words ‘links’ a link! Typically, we do not need to adjust any of the default settings in the Hyperlink Manager. In fact, all we need to do is paste our copied file link into the URL field (tip: hold Ctrl+v to paste the last copied item, in our case our link web address, into the current location of your cursor), then click OK. An example is shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 27 ---PAGE BREAK--- After clicking OK, we are returned to the editor screen, and we can now see that our link has been added – links on the Butte-Silver Bow website are indicated by copper colored, underlined text. Now users can click on our link and our Document Center file will open. But before we are finished, we need to first click in the shaded area or on the Done Editing button at the top right of the editor screen to close the editor, then click Save or Save and Publish/Submit near the top right corner of the screen. Now our file is easily accessible to public users of the website. Section 3.4: Moving a File in the Document Center After a file has been uploaded to the Document Center, it’s easy to move it to a different folder if necessary. First, sign in to the site and navigate to the backend Modules > Document Center. Then navigate to the folder in the Document Center where the file or files you want to move are currently stored. Select the file or multiple files you want to move by clicking the checkboxes to the left of the files in the file list, as shown on the screen on the next page. In that example, we are moving two files in the Parks & Recreation folder. Once your files are selected, click the Action icon to the right of one of your selected files and select Move from the menu, also as shown on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 28 ---PAGE BREAK--- A Move Document pop-up window will open – here we need to select the folder we want to move our files to, as shown below. After selecting a folder, simply click the Move Documents button – that’s it! Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 29 ---PAGE BREAK--- Note that it is not possible to move folders in the Document Center. To work around this, you can create a new folder (if your user account has sufficient permissions) or subfolder, move all files from another folder, then delete the old folder. If you need assistance with this process, or require permissions to create or delete a folder, please contact the Online Administrator at [EMAIL REDACTED]. Section 3.5: Adding a Folder in the Document Center Note that many users do not have permissions to add folders. However, some users do have this level of access, and any user who would like to add a new folder in the Document Center can do so by contacting the Online Administrator at [EMAIL REDACTED]. The instructions that follow assume that you already have account permissions to add folders, or that you have contacted the Online Administrator to have your permissions adjusted accordingly. As usual, first sign in to the site and navigate to the backend Modules > Document Center. Then navigate to the folder in the Document Center that you want your new folder to be stored in, or, if you want to create a top-level folder, just stay in the default Home folder. In the example below, we are adding a new subfolder that we will call Exhibits within the Archives folder of the Document Center. Once you are in the folder where you want your new folder stored (or just stay in the Home folder if you want to create a new top-level folder), click the Add Folder button. This will take you to a new screen, shown on the next page. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 30 ---PAGE BREAK--- On this screen, we need to give our new folder a Name, and also select the Permissions for the folder. Permissions control which users will have access to the folder, and what specifically they will be able to do with the folder. The permissions for a specific user are based on what user group(s) they belong to (these are set by the Online Administrator). There are four basic permission levels: • View allows users to see the folder and any files it contains, but not edit, delete or add new files. • Author allows users to see the folder and any files it contains, and submit new files or edits. Another user with higher-level permissions must approve any submitted files or edits before they will be applied to the website. • Publisher allows users to see the folder and any files it contains, and publish new files or edits. This requires no approval. • Owner allows complete control – users can publish new files or delete files. Permissions are set by checking the boxes next to a user group in the list. In the above example, Guest users (all users, even if they are not signed in to the website, are considered Guests) have View permissions for our new folder. Important: If you do not want public website users to be able to view the files in your folder, then you must make sure that the Guest group has no permissions (i.e. all boxes to the left of Guest should be uncheck)! If you do not set this, the folder and all files in it will be publicly accessible – most folders and files on the Document Center are publicly visible! Archives users have complete Owner permissions (since our Exhibits folder is within the Archives folder!). As shown above, Health users also have Publisher permissions – if we don’t want Health users to have that level of control over this folder, we could roll this back to a lower permission level. By default, the Clerk and Recorder group has Publisher permissions over all Document Center folders, because they are the official caretakers of city-county records. Last, note that System Administrators always have complete Owner access (this applies to all areas of the website). If you have any questions or are unsure about setting permissions, contact the Online Administrator for help! When finished setting permissions, simply Save and Publish (or Save and Submit) your new folder. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 31 ---PAGE BREAK--- Section 4: Signing Out When finished, you should always sign out of the website to maintain security best practices. You can sign out from any screen – simply click on your name in the top right corner to open a short dropdown menu, then select ‘Sign Out’, as shown below. Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 32 ---PAGE BREAK--- Section 5: Alternative Methods for Sharing or Distributing Files Online The Document Center is not the only method available to Butte-Silver Bow employees to share files online. If you want to share files for internal staff use only, then you should use the Butte-Silver Bow Intranet site, available from a web browser on any computer that is part of the Butte-Silver Bow network at the address: intranet.bsb.pri There are also many alternative methods for sharing files over the internet. Two suggestions are included below, however, any Butte-Silver Bow staff member should consult the MIS Department before using any online file storage or distribution service or application! • Dropbox: • Google Drive: Instructions for Using the Document Center Module & Related Documents Widget on the BSB Website 33