Document Library

Document Library allows you to upload, store, and manage files that are visible internally and, if needed, to the public. In Document Library, you can view existing files, upload files, and create folders. After signing in, you can view public folders, internal folders, and all documents.

  • The Internal Library is only visible to members.

  • The Public Library is visible to the public.

Manage folders and documents

Note

If you have purchased Community Essentials, you can't access the internal folders.

  1. From the left navigation menu, select the Document Library icon.

  2. Select Public for the public library, or Internal for the internal library.

  3. To view the contents of a library folder, expand the folder or select the folder name.

Create a folder or subfolder

  1. On the Public or Internal library page, select New Folder.

    The Create folder window opens.

  2. In the Name field, enter a name for the folder.

  3. Select Create.

    Note

    Create all folders and subfolders before uploading your files. Ensure you are adding it to the relevant folder. The file path at the top of the screen shows your location.

Create a document

  1. From the left navigation menu, select Document Library and select Public or Internal, based on your requirement.

  2. On the library page, select NEW DOCUMENT.

    The Create new document window opens.

  3. In the Name field, enter a name for the document.

  4. Select Create.

Upload a document

  1. To upload a file, go to the relevant folder.

    The folder page opens.

  2. Select Upload.

    A document upload dialog box displays in your browser.

  3. Select a file from your computer.

    An uploading in progress dialog displays until the Upload completed message appears.

    Your new file is now uploaded in the relevant folder in Document Library.

    Note

    The uploaded files are visible to the visitors on the Public site. Public visitors can use the Search tool to search the library to find a specific document. Visitors can search by document name or document type.

Rename a document or folder

  1. To rename a file, go to the relevant folder or document.

  2. Select the More options icon and select Rename.

  3. In the Name field, enter a new name.

  4. Select Rename.

Edit a document

You can save time by editing files on the document view page in Document Library.

Note

You can edit only Microsoft Word and Microsoft PowerPoint files in the document library. To update a Microsoft PDF file, delete it, and then upload the latest version of the document in document library.

  1. From the left navigation menu, select Public.

  2. Open the document and select Edit.

  3. Make the required edits.

    The document autosaves.

  4. Close the new tab to return to the document.

Delete a document or folder

  1. To delete a file, go to the relevant folder or document.

  2. Select More options icon and select Delete.

  3. Select Delete.

Copy a document to document library

You can copy a document or attachment from any section of the meeting details page to the document library and thus store and maintain the original version of the document, including all the user permissions, for record maintenance or audit purposes. When, for example, you later update a policy, you can access the original version of the document, as previously copied in the document library, because that document is not affected.

  1. Select the document you want to copy on the agenda builder.

    The document opens in a new window with the document details panel on the right.

  2. Select the Info icon to expand it.

  3. Select Copy To.

Move a document from document library

When a document is already stored in the document library, you can move the document from the library to another location.

  1. In the Document Library, select the document you want to move.

    The document opens in a new window with the document details panel on the right.

  2. Select the Info icon to expand it.

  3. Select Move To.

    The Move window opens.

  4. To find the folder to move the document to, in the Search field, enter the folder name or expand the Public or Internal folders.

  5. Select the folder to move the document to and select Move.

View document

When you open a document in Diligent Community, the document view page opens in a new tab on your browser. Here, you can view the document.

Note

For PDF documents, you can manage page view, zoom level, page fit, and view controls on the inline toolbar.

The page also holds a document details panel on the top right of the document view page.

  1. Select the expand arrow to access the panel.

  2. Select the Info icon to see more information about the document.

  3. Select the Activity icon to see more information about the document history and access log.

Document details panel: document information and activity

The document info panel provides details on the document properties, and it helps you manage access to the document and track changes in the version history of the document.

  1. In the expanded info panel, select Info to see more details about the document properties. This section displays information on:

    • File name

    • File type

    • Size

    • Date last modified

  2. To rename the document, enter the new name in the Name field.

  3. To download the document, select the Download this document icon .

  4. To replace the document, select the Replace this document icon .

  5. To see where the document is currently stored in the library, refer to the Path field.

Search document history and access log

You can search the document history, including the access log and change history of the file name, file type, or file path. For example, you can access and review historical versions of a file and restore a previous version when the file is moved to the wrong folder.

  1. In the expanded info panel, select Activity.

  2. Select the History tab to see the complete version and path history of the document, including its path history.

  3. Optional: To revert the current version of the file to a previous version, select the More options icon on a previous version of the document and select Restore.

  4. Select the Access Log tab to see a history and log of all users who accessed the document, including the date, time, and IP address of the users who accessed the document.

  5. In the Search field, enter your search term.

  6. From the Filter dropdown menu, select from the following options:

    • All

    • Date accessed

    • Name

    • IP address

  7. To export the results to Excel for further analysis, select the Export to Excel icon .

Search document library

You can search the document library and filter the documents by file type or date range.

  1. To start the search, enter your search term in the Search field on the top left of the relevant library folder page, for example, Public folder, and select the search icon or press Enter on your keyboard.

    The relevant results populate.

  2. To filter the results by file type, select one of the following options from the File type dropdown menu:

    • All

    • Word

    • PDF

    • PowerPoint

    • Image

    • Other

  3. To filter the results by date range, select one of the following options from the Date range dropdown menu:

    • None

    • Today

    • This Week

    • This Month

    • Last Month

    • Custom: If you select the Custom date range, you can enter an exact date to search in the From and To fields.