File and Document Repository

Our client, Rainforest Alliance, needed a place to share files with consultants and employees. The security level of the person logging in determines what that user sees. Admininstrators logging in see a link to the Admin area, consultants logging in do not see certain sensitive files that full employees see. Editors have the ability to add files but access is restricted to the program that they have been assigned to edit.

General Site Useage

Upon successful login you are sent to a page to verify your language choice for browsing and searching the site.

You may choose to see files in all languages or just your preferred language. Choosing a new language option here is only temporary and will not affect your default language. You may permanently change your preferred language by clicking the link for My Profile at the bottom of each page.

If you do not wish to change your default language settings, click the link to Browse Site With Current Language Setting to continue.

Clicking the Browse Site link or setting a different language option will bring you to the Home page where you see the Program(s) that you are authorized to access.

Clicking on a program name brings you to a listing of directories and files for the program. The home page and all subsequent pages have a search box at the top of the screen and tell you what program you are currently browsing in. You also have the option to move to any other program you are authorized to access.

All pages also have a link to Logout, return to the Home page and update your user profile (to change your email address or choose a different default language).

Clicking on one of the folder links brings you into that folder (directory) where you see sub-directories and files in that folder.

All files within a directory will show the name of the file, the date it was added to the site, the program that the file is in, whether the file is confidential or public, and any description of the file that was entered when it was added to the site.

If the file is confidential, when you click the Download link you will see a popup window with a message reminding you that you are bound by your confidentiality agreement.

If you agree you select OK and a File Download box appears giving you the chance to Open File in Current Location or Save to Disk.

Choosing Save to Disc brings up a Save As window that lets you navigate your hard drive and choose a directory where the file will be saved.

Choosing Open from Current Location will open the file in a new window (Excel for example) and have the option to use the File menu to save the file to your hard disk if you want to, or simply close the file and go back to browsing the web site. To view a file in a particular type (Excel for example) you must have that program installed on your hard drive.

Entering a word or phrase in the Search box brings up a results page - in this example only one file was found. Similar to Browsing files we see the file name, date added and an option to Download.

In addition to seeing files, you will see any images or links that match your search words as well.

You have the option to view images (and then download from the view screen) or if you can see by the thumbnail that you have selected the right image, choose the Download link. (You only see files and images that you are authorized to access.)

Administrative Useage

In the Admin area you only see a list of the items/options that you have access to modify.

Manage Users:

To Edit a user click View/Edit Users (on the Main Admin Page) to see a list of all current users (grouped by Program) then click the name of the user you want to modify. An Edit window appears to allow you to change name, contact info, password, program access and employee type.

To Add a user, click Add Users (on the Main Admin Page) and the Add window appears with a random password pre-entered. You can over write the password now or leave it as is and let the user change it themselves at a later date.

Note: You cannot delete the user Admin.

Manage Programs:

To Edit a program name, click View/Edit Programs (on the Main Admin Page) to see a list of all current programs, then click the name of the program you want to modify. An Edit window appears to allow you to change the name of the program.

To Add a program, click Add Programs (on the Main Admin Page) and the Add window appears to allow you to enter the name of the program.

Notes: You cannot delete a program if there are files and/or directories associated with it. When you add a program the "Links" and "Images" folders are automatically created.

Manage Images:

To Edit an image, click View/Edit Images (on the Main Admin Page) to select the program that the image belongs to. Click the name of the program you want to see images and/or any sub-directories assigned to that program.

If you see a list of sub-drectories, click the name of the sub-directory to view images associated with it. A list of images appears and you click the Edit link next to the image you want to modify.

An Edit window appears to allow you to change the name of the title, description, the users who can see the image or to upload a new image in it's place.

To Add an image, click Add An Image (on the Main Admin Page) to see a list of programs you can add the image to. Choose a program then click the Select Program button. The Add window appears to allow you to enter the title, description and who the image is viewable by. To upload an image you must first have created a "thumbnail" size of the original large image (the new thumbnail should be between 100 and 200 pixels in width).

Next to the input box for Small Image, click the Browse button. A Choose File dialog box will appear that will allow you to browse your hard drive (or the network if you are connected to one). Navigate to the thumbnail image you have created and click to select.

Next to the input box for Large Image, click the Browse button. A Choose File dialog box will appear that will allow you to browse your hard drive (or the network if you are connected to one). Navigate to the original image you want to upload and click to select.

Once you have selected both Large and Small Images, click the Add Image button... depending on your connection speed and how large the Large Image size is, this could take several minutes to complete. The button will say Processing Your Request until the upload is commpleted.

Note: You must have a small and a large image to upload or an error message will appear prompting you to choose both images.

Manage Image Sub-Directories:

To Edit a sub-directory name, click View/Edit Image Sub Directory (on the Main Admin Page) to choose from a list of programs. Click the name of the program whose Images directory you want to modify. A list of sub-directories appears with a link to Edit. Click the Edit link of the sub-directory you want to modify. An Edit window appears to allow you to change the name of the directory.

To Add a sub-directory, click Add An Image Sub-Directory (on the Main Admin Page) and the Add window appears to allow you to enter the name of the sub-directory.

Note: You cannot delete a sub-directory if there are images associated with it.

Manage Links:

To Edit a link, click View/Edit Links (on the Main Admin Page) to choose from a list of current links. Click the name of the title of the link that you want to modify. An Edit window appears to allow you to change the title, description and who the link is viewable by.

To Add a link, click Add A Link (on the Main Admin Page) and the Add window appears to allow you to enter the title, description, URL and who can view the link.

Manage Languages:

To Edit a language name, click View/Edit Languages (on the Main Admin Page) to see a list of all current languages, then click the name of the language you want to modify. An Edit window appears to allow you to change the name of the language.

To Add a program, click Add A Language (on the Main Admin Page) and the Add window appears to allow you to enter the name of the language.

Note: You cannot delete a language if there are files and/or directories and/or users associated with it.

Manage Directories:

To Edit a directory, click View/Edit Directories (on the Main Admin Page) to choose from a list of programs. Click the name of the program that the directory you want to modify is associated with.

A list of associated directories appears for the program you have selected.

Next to each directory is an Edit button that will bring up an Edit window to allow you to change the name of the directory.

Clicking a main directory will bring up any sub-directories (and files) that are associated with it.

From the page you can choose to Edit a file, Move it to a new location or Delete it. You can also add a directory or a file.

To Add a directory, click Add A Directory (on the Main Admin Page) to choose from a list of programs. Click the name of the program that you want the directory to be associated with.

A list of current directories appears and you can click Add Directory or continue to navigate through the directory structure to find the proper directory to place the sub-directory in. From any page you can choose to add a directory, sub-directory or file.

Notes: You cannot delete a directory that has sub-directories and/or files associated with it. You cannot delete a sub-directory that has files associated with it.

Manage Files:

To Edit a file, click View/Edit Files (on the Main Admin Page) to choose from a list of programs. Click the name of the program that the file you want to modify is associated with. A list of associated directories appears for the program you have selected.

From any page you can choose to add a directory, sub-directory or file. When you see the file you want to modify, click the Edit link next to the file. An Edit window appears to allow you to change the title, keywords, description and who can view the file. You can also move the file to a new program and/or directory within the same program.

To Add a file, click Add A File (on the Main Admin Page) to choose from a list of programs. Click the name of the program that you want the file to be associated with.

A list of directories appears and you can click Add File or continue to navigate through the directory structure to find the proper directory to place the file in. From any page you can choose to add a directory, sub-directory or file.

System Resources:

To view available system resources (such as how much memory is left to add files to) click View System Resources (on the Main Admin Page) and a page appears with information about how much memory is available and how much is in use.