Troop Documents

This guide highlights some of the various aspects of working with documents in a Troop and accessing documents in Trail Life Connect. Views shown will be from the perspective of the Troop Ministry Liaison.

18 steps

Traillifeconnect

Adding New Documents

To add a new document, expand "Documents" on the left menu and click "Manage Documents."

On the 'Manage Uploaded Documents' page, click the **Add New Static Document** button.

The resulting 'Create Static Document' screen contains several options for the new document: - Enter a logical "Title" for the document - If desired, provide a "Description" and "Category" - Specify a "Publish Start Date" to instruct when the document should begin appearing to members - Specify a "Publish End Date" to instruct when the document should stop appearing to members (if applicable)

In the "File Upload" section, add the document/file by: - Dragging and dropping from a file folder on your computer, OR - Clicking the **Select File** button to search your local computer for the document file you wish to upload

The "Who can **view** the uploaded document?" section determines which members have access to view and download the document. Select the appropriate role(s) and then further refine by specifying levels or patrols if needed. \*As most documents should only be available to current members, links to these document items will only work if someone is logged in to Trail Life Connect. However, if there is a document you need to make available for individuals outside of the Troop (or available to members without the need to be logged in) you can check the box to indicate the "Document is publicly accessible." When all settings are correct, click the **Create** button to add the new document to the list of available document resources.

The 'Manage Uploaded Documents' page displays a list of all uploaded documents for the Troop. Search and/or filtering options along the top of each column make it possible to refine the results based on selected parameters. \**When utilizing any of the search or filter features, remember to click the reset button at the top right of the list to return to displaying all documents for future visits.*

Updating Existing Documents

To update an existing document, on the 'Manage Uploaded Documents' page click the icon to the far right of the listed document to "Update Document." All of the same settings and options will be shown when adding a new document (shown in the previous section of this guide.) Change any Title, Description, Category, Publish Dates, or view controls as needed and click "Update" to save changes.

Each document contains its own **Document Link** URL which is clicked by Troop members to download and access the document from the document list (or used within other areas such as Announcements or Emails.)

If the document itself (PDF, Word file, etc.) needs to be edited and updated, it is best to make those changes to the source document on your local computer. When the source document is updated, locate the existing instance of the document within the list on the document management page for the Troop. Click the link to "Update Document" outlined above and then drag-and-drop or select the updated file into the existing document instance; then click "Update" at the bottom to save changes. This method allows you to maintain *one* URL link to the document, rather than creating and maintaining multiple copies. Members who click a link sent out previously will receive the updated version when the document downloads. \*Not all documents will work in this way, and it may be necessary and desirable to maintain multiple instances. An example might be an activities list for each program year, dated for the particular program year. However, if the Troop were to maintain, say, a document outlining what to bring on a campout - this would be an opportunity to only maintain one instance in the document list for the Troop. Then, updating the source document as new items are added or removed over time and adding the updated document source to the existing document listing.

Quick Summary Details

On the 'Manage Uploaded Documents' page, click the icon to the left of the document Title to expand some quick, summary details about the document.

Downloading Documents

Options to download and view one of the documents in the list are: - Expand the summary details (shown in the previous section of the guide) and click the full URL - To the far right of the listed document on the 'Manage Uploaded Documents' page, click the "Download Document" icon - Click the link as provided in an Email, Announcement, or Calendar event - Locate and download the document in your "Backpack" within **Basecamp** (covered in the next section of the guide)

If another leader in the Troop, or Area, or Region has provided a link to a document within an Email, Announcement, or Calendar event, your ability to download and access the document will be dependent upon that leader properly configuring the settings to allow you to view that instance of the document. If you have issues opening a document link that has been shared through one of these sources, you can contact the individual who shared the link and request a review of the **view** settings within the setup of the document.

Searching for Documents

If present on the 'Dashboard,' click the **Documents** button. *\*Alternatively, click **Basecamp Training** on the left menu and go to the "Backpack" section.*

Within the "Backpack" section of **Basecamp**, a list of backpacks will display at the bottom of the screen; based on your role. Each named backpack contains a curated collection of Home Office resource documents relevant to that backpack.

To search ***all*** Home Office resource documents *and* Troop documents, use the search bar at the top of the list of backpacks.

Enter any key words related to the document title or description, and press Enter or click the search icon to the right. *(In the example below, the word "troop" was entered and searched.)* The results will display below as clickable links which allow for previewing the document on-screen. Options to download/print will also be available if desired.

For more granular search options, click the "Documents & Resources" link below the search bar.

The resulting 'Documents & Resources' page will still allow for searching by title or description, but also adds the ability to filter by "Document Type" and/or "Category." Download links are available to the right of each listed document. \*Note: for the "Document Type" column, *Resources* are resource documents provided by the Home Office; and *Documents* are uploaded Troop documents.

"Attachments"

Communication tools like **Email** and **Announcements**, and event descriptions in the **Calendar** all include the ability to add an "attachment" to the message body. If a file (document or image, etc.) is "attached" within one of these tools, it is uploaded into the document management library for the Troop. As a result, these files are also subject to having the proper **view** settings for member access, similar to other uploaded documents.

Notice the differentiation between 'Standard Documents' and 'Attachments' in the "Document Type" column of the 'Manage Uploaded Documents' page for the Troop. (Or Area, or Region.)

If members are unable to access an "attachment" or indicate issues with a document link, they should report any error through their Levels of Support. The individual who created the email, or announcement, or calendar event will need to visit the respective document management page (for the Troop, Area, or Region) and locate the relevant "attachment" file. The "Update Document" link can be used to enter the settings for that document instance and inspect the view settings to make sure they are properly set for the item to be available to the correct audience.