Organise Library

Organise Library

To organise your library, first select the library that you wish to organise and then click the 'Library Actions' button; this will open the popup shown below. This menu can also be accessed by right clicking on the library.

From here you can:

Add Child Libraries
Delete a Library
Rename a Library
Publish via e-mail
View the Library Audit
Manage Library Subscriptions
Set Security for the Library

Delete a Library

The ‘Delete’ option will allow you to delete the highlighted library*. Before permanently deleting the file, iSite will ask you to confirm that you wish to delete the file by opening the box shown below.

Clicking ‘Delete’ will delete the library. Clicking ‘Cancel’ will return you to the library.

*Libraries cannot be deleted unless they are empty; they must not contain any child libraries or documents. Trying to delete a library that contains items will generate the following error message.

To delete a library that contains items, you must first empty it by deleting the individual documents & child libraries contained within the library.

Rename a library

The ‘Rename’ option will allow you to change the name of the highlighted library; clicking this option will open the box shown below. After changing the name you can click ‘Rename’ to save the change or click ‘Cancel’ to return the library without saving.

Show Audit

Show audit allows you to see the audit history of the library; it will include any changes to the library such as if it has been renamed, it will also include information about the documents in the library such as updates or if it has been checked out by a user. All events that occur in the library are recorded with a date and time stamp, the name of the user who made the change is also recorded. An example library audit is shown below.

Click ‘Ok’ to return to the library.

Library Subscription

Library subscription allows you to subscribe to a library; whenever a change is made to the library such as the upload of a new document, you will receive a notification. Selecting this option will open the box shown below.

To add a user to the subscription list click on the ‘Search users’ field. Start to type the name of the user that you wish to add and a drop down of available names will appear; a user will only appear on the list if they have an email address listed on their contact record. Select a user and their name will appear under the heading ‘Subscribers’ as shown below.

Once you have created a mailing group, you can also apply this to a library subscription. To do so rather than selecting an individual person, search for the name of the mailing group, for example "Analyst group" and everyone associated with this mailing group will be subscribed to the folder.

Click ‘Save’ to save your selection; click ‘Cancel’ to return to the library. If you wish to delete a user from the subscription list click the red cross next to their name and click ‘Save’; if you click ‘Cancel’ after deleting the user then your selection will not be saved and the user will still be on the subscription list.

Subscribing to a library from the main DMS will inform you of all changes made to that library about all records where this library is available. However, you can also subscribe to the library from a specific record; this will ensure that you only receive notifications about changes to the library when linked to that record.

For example, Projects 2017 Library appears in every project record DMS but you are only interested in receiving notifications about documents associated with your own projects instead of all projects across the company. In this instance you would go to your project record, open the Documents tab and then subscribe to the Projects 2017 library from this location. This will ensure that you only receive notifications about documents linked to that project. An example is shown below:

Here you can see that the user Kayley Merrick is subscribed to notifications about documents associated with the Nottingham Office Refit project from the chosen library.

Subscriptions to global and record specific libraries can be altered simply by deleting one type of subscription and re-subscribing the user in the intended format.

Set Security

Set security allows you to manage which users can access and make changes to a particular library; clicking on this option will open the box shown below. The box is separated into two sections; the top section allows you to manage what level of access different types of user has in the library, the bottom section allows you to manage what type of links can be associated with a library.

To change the type of access that a user has simply click the square button under the type of access principle and it will toggle between yes and no either allowing or disallowing that type of access.

Access Type	Definition
Full	Gives the user full access to the library allowing them to view all aspects and make changes. Selecting this option automatically highlights create, edit and view.
Create	Allows the user the create libraries and add documents. Selecting this option automatically highlights View allowing the user to also view the library.
Edit	Allows the user to edit libraries and documents. Selecting this option automatically highlights View allowing the user to also view the library.
View	Allows the user to view the library; if this is the only option selected then they will be able to see the library but not make any changes to it.
None	Selecting this option gives the user no form of access to the library; they will not even be able to view it.

For example, you may wish to give the Super Admin access to all aspects of the library but only allow Standard Users to view the library. You may also wish to give Task Users the ability to create and view libraries and documents, but not to allow them full access. In this scenario, the set permissions table would appear as shown below.

The lower section of the table allows you to grant access to the DMS through records, and manage links made between a document and a library. ‘Allow’ makes specific libraries available through a record DMS; for example you may have a library for a project and wish to give access to this library through the Project and Programme DMSs. In this case, the table would appear as shown below.

‘Mandatory Binding’ forces users to make a link between a library and a type of record whenever they upload a document. For example, you may wish all documents in a library to be linked to both a programme and an organisation. In this case the table would appear as shown below. Clicking ‘Yes’ to mandatory binding for a record will automatically highlight yes for ‘Allow’.

Clicking on ‘Save’ will save any changes to security permissions that you have made; clicking ‘Cancel’ will return you to the library.