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Document Library

Add, edit or delete document from the Document Library; Learn about Folders; How to view documents, Print documents and Generate Links.

Updated over 2 weeks ago

About this feature: The Document Library is a file storage area within Better Impact that can be used for a variety of purposes. It can be used to contain policies and procedure manuals, consent forms, newsletters, training sheets, etc. Stored documents can be used as attachments in your email messages and specified as an attachment in your Email Templates. Setting selections enable documents to be visible only to Administrators, or available (and highlighted) to Volunteers, Clients, Donors, or Members.

Users can access documents through the MyImpact app under My Profile > Files, provided they are included in the visibility settings.


Add New Document to the Document Library

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Click the [+] button in the Document list header bar (or click the [+ New Document] button at the bottom of the page)

    • For admins of an Upgraded account: Mouse over the Options icon in the Document list header bar and click on “+ New Document” (or click the [+ New Document] button at the bottom of the page)

  3. Enter the Title for the document (maximum 200 characters)

  4. Folder: For admins of an Upgraded account, if folders have been created, select from the dropdown menu

  5. Visible To: Select who can see the document:

    1. Administrators – only administrators

    2. Others – includes volunteers, clients and/or members (depending on what modules you have in your subscription)

    3. Others (Accepted/Active Only) – includes only volunteers, clients, donors and/or members (depending on what modules you have in your subscription) with an Accepted or Active status

  6. Highlight: Check to highlight(display) the document to volunteers on MyImpactPage.com without them having to click the [Files] button

  7. Select the Module(s) to which the document should be associated

  8. Click the [Select A File] button

    • The maximum file size is 10MB

  9. Optional: Enter a Description (visible only to administrators)

  10. Click the [Save] button

Note: Files cannot be made visible only to specific volunteers.


Edit Document in Document Library

Note: The filters at the top will control which documents are visible to you. Check all boxes to see all.

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon beside the Document you want to change

  3. Click on “Edit”

  4. Make the desired change(s)

  5. Click the [Save] button


Delete Document from Document Library

Once you have deleted a document from the library, you cannot undo this action.

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon beside the Document

  3. Click on “Delete”

  4. Click the [Delete] button to confirm

IMPORTANT: If the document you are attempting to delete is used in any of your Email Templates, a confirmation dialogue will inform you of the number of templates that use it. You’ll need to confirm the action before you can delete the document.


View/Print Document in the Document Library

View/Print Document Details

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon beside the Document you want to view

  3. Click on “View Details”

  4. To print the document details, Click on the “Print” icon in the top right-hand corner of the page

View/Print Document

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Click on the green icon to the right of the file name, OR

    • Mouse over the Options icon beside the Document you want to view

    • Click on “View [document name]”

  3. To print the document, within the pop-up box click on the “Menu” icon in the top right-hand corner and select “Print”


Document Library Folders

About this feature: The Document Folder enables administrators to organize documents in the Document Library.

Note: This feature is only available on Upgraded Accounts.

Add New Document Folder

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon in the Document list header bar and click on “+ New Folder” (or click the [+ New Folder] button at the bottom of the page)

  3. Enter the Name of the folder

  4. Click the [Save] button

Add Multiple Documents to a Folder

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Check the box beside each Document you want to move (you can also check the “Select All” box at the bottom)

  3. Click the [Update Folder] button

  4. Select the folder from the dropdown menu

  5. Check the box to confirm the update

  6. Click the [Save] button


View Document Library and Email Template Associations

About this feature: Administrators can save valuable time by collectively reviewing all the email template associations that are associated with the same file.

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon beside the Document you wish

  3. Click on “List Email Templates”

Note: At the Enterprise level, administrators will notice that the list will include the name of the account with the association.


Generating a Document Link

  1. Go to: Configuration, then click on “Document Library” found in the sidebar under Resources

  2. Mouse over the Options icon beside the Document and select ”Generate Link”

  3. Options of a long URL or HTML will be available

IMPORTANT: When using the generated link, remember that only those with the selected module type and visibility settings will be able to access the document. In addition to matching these criteria, accessing a document using the link will require the user to log in with their username and password.

For this reason, links to Documents should never be shared publicly or used in publicly visible Text Boxes.

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