How to add a file to the Document Store

1. Logging in

Make sure that you are logged in to the site.

2. Create a new page
From the menu click on 'Create Content'

From the list of content types choose 'Page'.

In most cases you will want to create one page for each meeting or topic, as several documents can be attached to each page. In this way all related documentation can be kept together (e.g. agenda, minutes and notes from one meeting).

The title of the page should begin with the date in YYYY-MM-DD format (this makes it easy to sort the pages by date). Follow the date with a single space and then the title of the meeting, or a description of the document(s).

Next you will need to specify where the document fits into the Document Store hierarchy. This is done by selecting one (or rarely more than one) options from the Document Store vocabularly.

The 'Body' field can be used to provide a brief description of the attached files. You can also type new documents in this field if they are only for use on the website.

3. Attach some files
To attach files you will need to click on the 'Show Advanced Options' link at the bottom of the page. From the additional options revealed, choose 'File Attachments'.

Click the 'Choose File' button and select the file you wish to upload. Then click on the blue 'Attach' button. The file will be uploaded and you will be presented with a field where you can enter a Description for the file.

The 'Description' field will contain the filename. This should be changed to begin with the filetype in square brackets (e.g. [DOC] for a Word document, [PDF] for a pdf) followed by a brief description of the file contents (e.g. "[DOC] Plenary Meeting Agenda").

If you need to delete an attachment check the 'Delete' box next to the file you wish to delete. Files can be hidden by unchecking the 'List' box.

The order the files are listed can be changed by dragging the four-directional arrow on the left either up or down.

4. Permissions

If you want your page to be publicly visible you do not need to complete this step.

If you have not already opened the 'Show Advanced Options' tab in Step 3 then do so now. Select the 'Access' tab. From the 'Audience' box select the most appropriate group(s) for your page (e.g. If you select 'Content Team' then only members of the Content Team will see your page). Generally the most approipriate group will be 'eMonocot' which will allow all members of the eMonocot team to see your post.

5. Save the page
Once you are happy - press 'Save' at the bottom of the page.

Your new page will now appear in the Document Store.

Scratchpads developed and conceived by: Vince Smith, Simon Rycroft, Dave Roberts, Ben Scott...