Documents

Overview

ShareVision comes with built-in online document storage as a default. ShareVision Storage includes management of documents for Clients, Services, Form Submission documents (submitted through forms using File Uploader), and Shared Images (for storing images used in the Insert/Edit Image control found in Rich Text Box form fields.)

The amount of storage included in your ShareVision subscription is based upon the level of subscription.

• Simply 10 - 5 GB of storage

• Simply 25 - 5 GB of storage

In addition to the built-in online ShareVision document storage, you can link to a Google or Microsoft account for storing documents.

While it is not possible to switch the default storage to your Google or Microsoft account, linking to a Google or Microsoft account allows you to store other types of documents like meeting minutes or policies and procedures outside of the default ShareVision Storage.

By using this feature, documents will be available to your users on your site without increasing the size of your ShareVision Storage, and will help you to avoid overage fees.

Requirements/Dependencies

• Login with Site Administrator permissions.

• If adding a Google or Microsoft account, make a note of the email address and password before starting.

Hide/Unhide Folders

Folder can be hidden from Grid view. To do so you will need to access the Portal Settings for the Document library.

1. Go to the Portal Settings for the particular Document Library you want to edit

2. Select the Documents from the left-hand pane

3. Settings will open in the right-hand pane, check the box next to “Hide folders in the grid view”

Folder Settings

You can add additional features to the folder library, such as adding a search bar, and enabling the ability to download files.

1. Go to Go to the Portal Settings for the particular Document Library you want to edit

2. Select the Documents from the left-hand pane

3. Settings will open in the right-hand pane, under the Properties tab, check the boxes next to Display Search Box and Allow Download
   
   

Documents

Client Documents

ShareVision automatically creates a folder for each client. Client documents are found in the Client Quick Start menu under the heading Documents. Client documents are stored in a unique folder for each client in the Client Documents folder of ShareVision Storage.

Adding Files to Folders

After you create folders in the back-end (which you have just learnt how to do), you can then add files to these folders and subfolders through the front-end. For example, let’s see how to add files to a Client Document Library.

1. From the Home Page, go to the Clients Portal

2. Choose a Client
   
   

3. Select Documents
   
   

4. Select the Upload File button, then choose a file from your local document library

5. Alternatively, you can drag a file or multiple files from your local document library to the “Drop Files Here” area of the Client Documents
   
   

Moving Files

You can easily move files between folders by dragging and dropping them in the Document Library. For example, see how we move this Client’s file from the main folder to a subfolder.

Service Documents

ShareVision automatically creates a folder for each service. Service documents are found in the Service Quick Start menu under the heading Documents. Service documents are stored in a unique folder for each service in the Service Documents folder of ShareVision Storage.

Form Submission

Form Submission documents are a feature of the File Uploader field, which can be added to a form. Documents that are uploaded through a form are stored in the Form Submission folder of ShareVision Storage.

Shared Images

Shared Images are a feature of the Insert/Edit Image control found in Rich Text Box form fields. Images stored in the Shared Images folder are shared throughout the app and accessible from any form that contains a Rich Text Box field. Shared Image documents are stored in a folder named SharedImages found in ShareVision Storage.

Documents - How to access the recycling bin

1. Select the ellipse (…) under Actions to view the Files/Folders in your ShareVision Storage

2. Select the Recycling Icon on the Right hand side of the screen.

How to Empty Document Recycle Bin

1. Access the Document Recycle Bin through the above Steps

2. Select Empty Recycle Bin

How to restore deleted Documents

1. Access the Document Recycle Bin through the above Steps

2. Select the ellipse (…) under Actions to view the options available for the item

3. Select Restore

How to Permanently Delete an item

1. Access the Document Recycle Bin through the above Steps

2. Select the ellipse (…) under Actions to view the options available for the item

3. Select Delete

Link Document Databases (Google Drive and Microsoft Drive)

Documents - Link to a Google Account

You can link to a Google account for storing additional documents. As outlined in the Overview, ShareVision comes with included storage for Clients, Services, and for images and documents that are attached to forms.

1. Select Sign in with Google

2. Following the Google prompts to select a Google Account. Select the account.

3. Follow the prompts to choose preferences, then select Continue.

The Google Drive account will now be connected

Documents - Add Microsoft Account

1. Select Add Microsoft Account

2. Review pop-up message for Connect Microsoft Account. Connecting to a Microsoft account is a multi-step process, each of which will open in a new tab. Follow the on-screen prompts.

3. You have to sign out of Outlook, close tabs, and any other open windows, then sign in to Outlook.

Microsoft Drive will now be connected.

Documents - How to remove Linked Account

1. Select the Actions Menu

2. Select Delete Account

3. You will be asked if you are sure you want to remove the Connected Account