Document Store: shared links, your folders and favourites

Watch first: Store commonly accessed information in the Intranet

Summary The Document Store is the menu called Intranet on your dashboard. It holds the links and folders your organisation shares with everyone, your own private folders and documents, and your favourites.

Steps

Step 1

On your dashboard, click the globe icon at the top left (its tip reads "Intranet"). The Document Store opens as a menu called Intranet.

Step 2

The menu has five sections. Click a section's name to open or close it: How to Use: links about PaT itself, such as the PaT Wiki. Shared Links and Shared Folders: links and documents shared with everyone in your organisation. My Favourites: links and documents you've starred. My Folders: your own folders and documents. Only you can see them.

Step 3

Hover over a section's name for tips on using it.

Step 4

The icon beside each item shows what it is: www for a web page, SD for a Strategy Document, XLS for a spreadsheet, and so on.

Step 5

Click an item to open it. It opens in its own tab, next to Task Wall at the top of the page. Click the red cross on that tab to close it.

Step 6

Only administrators can change Shared Links and Shared Folders. They use a Maintenance section that only they can see.

Step 7

To add a web page to My Favourites, click "add a url" under My Favourites. In the "add URL" window, enter a title and the web address (it must start with http:// or https://). Choose "show in Document Store" or "show in new browser window", then click the green tick.

Step 8

Tip: to link to a YouTube video, change "watch?v=" in its address to "embed/". For example, https://www.youtube.com/watch?v=kg41PuSdget becomes https://www.youtube.com/embed/kg41PuSdget.

Step 9

Each item has buttons hidden behind it. Swipe the item to the left to show them. On a computer, click it and drag it to the left. Click anywhere else in the menu to hide them again.

Step 10

To add a folder, swipe left on My Folders (or on one of your own folders) and click the add-folder icon, a folder with a plus. In the "add folder" window, enter a title and click the green tick.

Step 11

To add a document, swipe left on My Folders (or on one of your own folders) and click the add-document icon, a page with a plus. Drop your file into the "add a file" window.

Step 12

Swipe left on one of your own documents to share, delete, edit, star (add to My Favourites) or download it. Your own folders have buttons to add a document, add a folder, edit or delete.

Step 13

Items in Shared Folders can be shared or downloaded. Items in My Favourites can be shared or removed.

Step 14

Share copies a link to the item and shows "Copied to the clipboard". Delete asks you to confirm first.

Step 15

You can also add any document (an SD, web page or PDF) to My Favourites by clicking its star icon when you find it with Global Search.

Step 16

To close the Document Store, click the arrow next to "Intranet".