Maintain a visitor friendly cataloged, searchable and
browse-able document library that includes documents stored in their original
file formats such as HTML, DOC, JPG, MPG, PDF, TXT, etc.. A database record
with descriptive information and administrative controls is created for each
document imported into the website. Documents can be assigned viewing security
levels, expiration dates, catalog locations, topics, and index keywords and
phrases. The Document Library can serve
as a knowledgebase for visitors and as an organizational store house for
unlimited website pages. Its powerful version control features allow many
different team members to work on the same document and maintain a trail or
history of revisions. It’s easy for permitted users with no website or HTML
programming experience to import documents directly from their computer or
network into the organization’s website.
Documents created in MSWord, Publisher, and other desktop publishing
software, are quickly made a part of your website with no programming required.
The PortalProdigy Resource Library provides your organization
with a centralized knowledgebase accessible to permitted users 24 hours per
day, 7 days per week, 365 days per year.
It includes everything you need to manage and provide online access to
your organization’s digital content including documents, images, Web pages,
audio, video and application specific files.
You can use the PortalProdigy Resource Library for storage and retrieval
of Best Practices, Operation Manuals, Tutorial Guides, Technical
Specifications, CAD Drawings, Schematics, Spreadsheets, White Papers, Case
Studies, Pictures, Agreements, Contracts, Forms, Marketing Materials,
Information on Specific Topics, Proposals, RFP’s, Fact Sheets, Brochures,
Resource Guides, Software Downloads, Articles, and more.
The Document Resource Library
benefits include:
- Document centric model that makes it
easy to manage your website’s content.
- Supports all file types including
standards such as HTML (.htm), Adobe PDF (.pdf) Rich Text Format (.rtf),
Word Document (.doc), Audio (.mp3) and Video (.mpeg).
- Separation of public content from
private content. Individual
documents (files) and folders can be secured, permitting access only to
authorized users.
- Secure collaborative workspaces for
sharing documents and files amongst members of a group.
- Complex version control, checkout and
update controls allowing many different team members to work on the same
document and maintain a trail or history of revisions
- Library checkout and check-in feature
to track if document is currently being edited and by whom.
- Approval processing option that places
newly submitted documents into a submission queue pending
authorization. Once authorized,
documents are made accessible in the Resource Library. Automated notification is sent to
submitters of rejected documents.
- Special support for HTML web pages to
include the web page’s related files such as images, style sheets and
scripts.
- Integrated easy to use document editor
for editing HTML and Text documents.
Allows creation and editing of web pages (documents) without
knowledge of HTML.
- Authorized visitors can retrieve
documents by browsing categories, searching on keywords and via links
embedded in other pages and menus throughout your website.
- Search results are enumerated and easy
to navigate.
- Automated expiration option deactivates
documents based on specified expiration date.
- Viewer tracking reports statistics on
who, when and what has been viewed.
- Integration of documents with Event
Registration, Membership Signup and Product Catalogue to display and
manage Brochures and other related documents.
- Integration of documents in Mini
Browsers and Menus to provide direct links to documents.
Some of the components, fields
and settings of the Documents feature, discussed in detail in this chapter,
are:
Resource Category Management page:
Name
Description
Created By
Modified By –
Active
ChapterID
Private
Search For Documents page:
Include deactivated records
in search results:
Document Category
Document ID
Created Date Range
Modified Date Range
Topics
Items Per Page
Categories
Quick Search on Document
Title
Document Management page:
Document ID
Document Title
Document Description
Keys
Append Document
Use Template
Include Link On Home Page
Home Page Sort Order
Use
Upload Image
Created By
Modified By
Active
Expires Date
ChapterID
Topic
Private
Document Editor
Style
Paragraph .
Font
Size
Bold
Italic
Underline
Superscript
Subscript
Strikethrough
Left Justify
Center Justify
Right Justify
Numbered List
Bullet List
Increase Indent
Decrease Indent
Cut
Copy
Paste
Undo Typing
Redo Typing
Font Color
Background Color
Insert Table
Insert Image
Insert Link
Insert Rule
Print
HTML
Option Buttons
Please note that we use
two different terms to refer to the files that are managed and made available
by the Resource Library.
