manage your department's documents better

Top 5 Tips: Getting the Most Out Of The New Library

We released our new Library Module on February 10, 2015. It’s a marked improvement over the previous Library and we’re here to help you get the most out of the updated features.

Here are the top five tips to help you manage your department’s documents better.

1. New Icons

There are bigger and better icons to give the entire Library Module an improved user experience (UX). Here’s a quick overview of the new icons (click image to enlarge):

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2. Drag and Drop

This feature gives you the ability to quickly move files from one category to another. Simply “right click” the Title Bar of the document you wish to move. While continuing to hold down the right mouse button, drag the document to a new category. Release the right mouse button to drop it in the new category, and the file will be moved.

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Important: Files will always auto-sort alphabetically within a single Category.

3. Document Review Date

NFPA 1500 requires periodic review of many fire department documents. The new Library now allows you to easily set a document’s next review date:

  1. Click on the Edit File icon.Screen Shot 2015-07-22 at 3.27.12 PM
  2. In the pop-up window that appears, enter the Next Review Date in the field provided.
  3. Click the Done button.

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The Next Review Date will now appear in the document title bar. Additionally, all documents within a category can filtered by Next Review Date:

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Cool Report: Use Report #1670 – Next Review Date for Category by Subcategory for Date Range to quickly pull a list of documents needing review.

4. Collapse & Expand Categories

The new Library lets you collapse and expand categories. You can 1) Expand or Collapse all categories with a single click or 2) Choose individual categories:

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5. Document History

Now you easily view a document’s history and even open an earlier version of the file. Just click on the History icon to display a pop-up window listing the document’s entire history including category changes, revisions, and download dates.

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Bonus Tip: Quick Search

It’s now easy to find documents in your Library. Just below the Category Title Bar in the Name field, begin typing a string of characters in the title of your document. Potential matches will appear in a dropdown box. When you see the name of the document you’re looking for appear in the list, click on it and the system will take you right to it.

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