Managing libraries in BoardEffect

There are two types of libraries in BoardEffect: the Resource library and individual workroom libraries.

The Resource library is available to both board members and admins. It contains files and documents that can be shared across every workroom.

A workroom library is only available to users who have access to the workroom. It contains meeting books, handbooks, and other files saved in the workroom.

You can view and edit existing files, upload new files, and move files in the resource and workroom libraries.

Manage the Resource library and workrooms

To access the Resource library, select Library on the main navigation menu.

The files are organized by folders.
To access a workroom library, select a workroom from the list.
To view the files within any folder, select a folder name.

To organize the files within each folder and quickly identify them by date, title, or number, go to Organize folders in a BoardEffect library.
To open a file, select the file name.
To edit the contents of a Microsoft Excel, Word, or PowerPoint file, select the Edit file icon .

If you do not have the necessary permissions or if it is not a Microsoft file, the you can only view the file.
To update the details of the file, select the More options icon and select Update details from the menu. For more information, go to Update resource file details
To move a file or multiple files to a different folder or workroom, complete the following steps:
- Single file:
1. Select the More options icon and select Move.
2. Select the Resource library folder or workroom folder and select Move.
- Multiple files:
1. Select the checkbox next to each file name and select Actions > Move.
2. Select the Resource library folder or workroom folder and select Move.
To edit the security related to a file, select the More options icon and select Manage security. For more information, go to Add security to a BoardEffect library file.
To copy a link for sharing the files location, select the More options icon and select Copy Link.
To manage the approvals for a file, select the More options icon and select Approvals. For more information, go to Create an approval for a BoardEffect library file.
To email a link of the file, select the More options icon and select Email Link.
To download a file, select the More options icon and select Download.

The file downloads locally to your device or browser.
To delete a file or folder, select the More options icon , select Delete and select Continue to confirm the action.

Add a folder to the library

To access the Resource library, select Library on the main navigation menu.

The files are organized by folders.
To access a workroom library, select a workroom from the list.
Select Add folder.
In the Folder name field, enter a descriptive name for the new folder.
Select the Enable users to download files toggle switch to allow all users to download the folder and its contents.
Select Add.

Add a file to the library

Navigate to the Resource library or workroom folder that you want to add a file to.
To add new files, you can use one of the following options:
- Drag and drop Select, drag, and drop the files onto the Drag files here field.
- Add an existing file Select select here for more options. Use the tabs in the Add resources to library side panel to add, import, or link to the required files.
  
  You can select multiple files at the same time.
In the Resource title or Title field, enter a descriptive name for the new file, link, text resource, or Microsoft 365 resource.
In the Description field, enter a description of the new file or link resource.
Select the View Only checkbox to make the new file resource only visible.

This setting only applies to PDFs and Microsoft files.
Select the Add to Daily Digest checkbox to automatically subscribe new users to the Daily Digest.
Select Add to manually add the files to the Resource Library.

Update resource file details

Navigate to the Resource library or workroom folder and file that you want to edit.
Select the More options icon for the file or folder that you want to update and select Update details.

The Update details dialog box opens.
Enter the updates and select Update.