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
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
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)
Enter the Title for the document (maximum 200 characters)
Folder: For admins of an Upgraded account, if folders have been created, select from the dropdown menu
Visible To: Select who can see the document:
Administrators – only administrators
Others – includes volunteers, clients and/or members (depending on what modules you have in your subscription)
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
Highlight: Check to highlight(display) the document to volunteers on MyImpactPage.com without them having to click the [Files] button
Select the Module(s) to which the document should be associated
Click the [Select A File] button
The maximum file size is 10MB
Optional: Enter a Description (visible only to administrators)
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.
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Mouse over the Options icon beside the Document you want to change
Click on “Edit”
Make the desired change(s)
Click the [Save] button
Delete Document from Document Library
Once you have deleted a document from the library, you cannot undo this action.
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Mouse over the Options icon beside the Document
Click on “Delete”
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
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Mouse over the Options icon beside the Document you want to view
Click on “View Details”
To print the document details, Click on the “Print” icon in the top right-hand corner of the page
View/Print Document
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
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]”
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
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
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)
Enter the Name of the folder
Click the [Save] button
Add Multiple Documents to a Folder
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Check the box beside each Document you want to move (you can also check the “Select All” box at the bottom)
Click the [Update Folder] button
Select the folder from the dropdown menu
Check the box to confirm the update
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.
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Mouse over the Options icon beside the Document you wish
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
Go to: Configuration, then click on “Document Library” found in the sidebar under Resources
Mouse over the Options icon beside the Document and select ”Generate Link”
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.