The Boardworks Document Hub has two distinct sections
the Documents section,
and the Collaboration Workspace Section.
Both make use of the BoardWorks’ document repository and are used to securely store files that are accessible to users who are granted access to content within the folders and subfolders.
The document section is organized in a traditional folder structure. The folders may be sorted to create a folder structure for easy access. In addition, PDF files can be sent through a signature sign-off process to obtain the signatures of committee members. This process is called a signature workflow – see Signature Request Workflow for more information.
The collaboration section provides a single space that will contain all your documents for easy management.
Please note: When documents are uploaded through the References Hub to the document folders or a Collaboration Workspace, documents will remain in their native format. This differs from uploading a document to meetings or events which automatically converts all files to PDF format.
Document Screen
The Document screen has three pages, Corporate Information, Directors Guide, and General Board Information which allow the administrator to organize the documents and information for the directors to reference easily.
Each page functions in the same manner. The Administrator may store documents in a folder system, managing access to a specific file or folder. They may also create a Signature Workflow for documents that are stored on that page.
Please note: The Administrator may navigate through the different pages, by clicking on the title for that specific page.
Creating a Folder
The first step in using the Document Hub, Document Screen requires creating a folder to store the documents. Click on the New Folder button.
From the New Folder Screen, the Administrator will be able to review where folder(s) are being created. Then type in the name of the folder.
After the Folder Name is entered, choose if access to the folder will be managed by Group Access or Individual Access. For more information about Group Access, see the Glossary.
Please note: The Administrator may choose to pick Group Access for a whole committee and individual access from another committee.
Then the Administrator will choose if an alert needs to be sent as soon as the folder is created to notify those chosen above that there is a folder with information for them to review.
The Administrator will click on Save to create the folder or Cancel to delete what was done.
If the Administrator chose to send an alert, then an email like the one displayed below will be sent.
Adding a Document to a Folder
Once the folder is created from the Document Screen, click on ADD FILE.
Then browse to the appropriate files or drag and drop the files then click on UPLOAD to add them to the folder. For more information on document uploads, see the article on Adding Documents.
Deleting Documents
Open the folder that contains the file or files to be deleted by clicking the down arrow.
To delete one or more documents, click on the DELETE button next to any document the Administrator would like to remove.
A notification will appear to confirm the file’s deletion. Click on Save to continue.
