HosPortal provides a mechanism to upload, share and download documents under the Documents menu.

This article covers:

  1. Adding (uploading) a document

  2. Viewing and downloading documents

  3. Deleting documents

  4. Creating folders

  5. Managing folder permissions.

Note that the default visibility and access to documents is defined by the permissions set for the folder it is contained in.

File sizes and types

There is no restriction on the types of files you can upload and download.

HosPortal does not have a strict limit on file size. Instead it limits upload and download times to 30 seconds, and will fail if any document takes longer than that. As a guide, you should plan for files to be less than 15 megabytes each.

Add a document

To add a document to an existing folder, select the appropriate folder name (B) and then click '+Add' (A).

Enter any description you want on the file to be uploaded, and any abstract that users will be able to read without downloading the file (C). Click the Attachments button to upload a file (D). Click Save when finished (E).

Once it is uploaded you can review the data and descriptions associated with the document, edit the description or delete the document (F). This summary page also shows who can access the document (G), which is defined by the permissions on the folder it has been loaded into.

If no edits are required, click Exit (F).

View or download a document

To view or download a document, click on the document within the relevant folder which will then present the document description and summary. Select either Download or View (H). Note that View is possible only for some common file types, such as PDF.

Delete a document

To delete a document, click on the document within the relevant folder which will then present the document description and summary. Select 'Delete' (F).

Create and manage folders

To create a new folder, or edit an existing folder, select 'Admin' from the main documents page (A in the screenshot above). You will then see the folder management page below:

Create a new folder

To create a folder, select the parent folder that you want the new folder to sit under. If you want the new folder to be in the root directory select the first folder called 'Document' (J). Enter the name of the new folder and select Save.

Set and manage permissions of a folder

To define who can see a folder, select the folder and click 'Edit' (K). The folder summary will show who that folder is visible to (L). The default is that a folder will inherit the permissions of the folder it is contained in. You can reduce the roles that can see the subordinate folder but cannot add new roles.

For example, if a folder is visible to Consultants and Fellows, any folders under that will be visible to both groups unless you de-select one of them.

  • You can make that subordinate folder only visible to Consultants, or only to Fellows.

  • You cannot then make the subordinate folder visible to Registrars, because the parent folder does not allow Registrars. If you want to make the subordinate folder visible to Registrars you need to first edit the permissions on the parent folder.

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