Admin - Resources

Overview

The Resources section sets out all the Resources or artefacts that the business needs to operate and deliver value to our clients. Think of it as the repository of any document template, article, website or training video the business uses.

We currently support:

• Resource Documents
• Resource URLs
• Syntaq Forms

Resources are added and managed from the Admin - Resource page and are made available to the business within:

• An Offering / Matter Component
• Project Task / Step
• Contact Documents
• Organisation Documents
• Matter Documents
• Project Documents

Permissions

As a user with Resource permissions, you will be able to Add, Edit and Delete Resources from the Portal.

To access Resource Documents, you need to have the following permissions.

• ResourceDocument.View
• ResourceDocument.Create
• ResourceDocument.Edit
• ResourceDocument.Delete

To access Resource Urls, you need to have the following permissions.

• ResourceUrl.View
• ResourceUrl.Create
• ResourceUrl.Edit
• ResourceUrl.Delete

Resource Document

View Resource Documents

To access all available Resource Documents, click on the profile icon and select Administration to open the Administration Menu, and click on Resource Documents.

You can browse all Document Resources from the Resource Documents page; search using the search bar or apply the filter to find Resources that have specific Metadata.

We have adopted a flat file structure (i.e. no folders) to better manage the resources. We will outline how searching and Metadata tagging work to ensure you get the best results from this new structure.

Search Resource Documents

This high-level overview of how search works.

• After the upload we store detailed information about each document.
• Search crawls the lists and libraries and adds the site columns and values to the search index.
• In the search index, site columns are mapped to managed properties.
• When a user enters a query in a search box, the query is sent to the search index.
• The search engine finds matching results and sends them to a search results page.

When you upload a document to the Portal, we index the entire contents of the document so that Search is not simply looking at the file names but also the document content. You can further tailor your search experience using Metadata tagging.

We currently have the following Metadata that can be associated with Resources to help further.

• Business Area
• Document Type
• Offering
• Offering Category
• Law Area
• Legal Template Type
• Document Status

Add a Resource Document

To make a Resource available to be linked to a Contact, Organisation, Matter or Project it first needs to be added to the Portal. To do so, click on the profile icon and select Administration to open the Administration Menu, and click on Resource Documents. Then you can simply drag and drop a document into the table.

Alternatively you can click the + Upload button. Once you do so, you will be presented with an upload modal. You can select one or more documents to upload.

The uploaded documents will inherit the name of the documents that you selected. If a document contains the same name as a previously uploaded file a number (#) will be appended to the document name so that you can differentiate between the uploaded files.

When uploading a new Documents you will not be limited to any file format, however we will limit the ability to edit it in the Portal based on those supported by Microsoft, including:

• .docx
• .xls
• .ppts

Copying a Resource Document to an Entity

To link a copy of a Document from the Resource pool to a Contact, Organisation, Matter or Project, a user can go to the Documents section of the relevant entity and click on the Resource button.

This will open the Select Resource modal where the user can search or filter the list of Resources you have defined in order to find a document to add.

When the user clicks on the Resource, it is automatically added to the Documents page for the entity. This document can now be edited by the user in relation to that Contact, Organisation, Matter or Project without affecting the core Resource Document.

Edit a Resource Document

To edit a Microsoft native Resource Document, click on Resource Documents from the Administration Menu. Search for the Resource Document you wish to edit then simply click the Pencil on the right-hand side of the Resource Document.

Clicking the pencil locks the document for editing by others and will present you with two edit options;

• Edit Online: this will load the document into the browser window.

• Edit in App: this will launch the document into the Microsoft Word App.

These options will be familiar to you as we are using the same edit features available in Microsoft OneDrive or Sharepoint.

Once a Resource Document has been edited you need to ensure you click on the green tick which confirms you have finished editing the Resource Document and makes it available for other users.

If you wish to edit files like PDFs, or GIF's you will need to upload a new version to the Portal. To do this, search for the Resource you wish to edit, click the Pencil on the right-hand side of the Resource and upload a new version of the file.

When a Resource Document is opened for editing you will also see that the Document icon in the icon menu is activated. When a document is open for editing there will be a blue spinning ring around the icon. You can see which documents are active by clicking on the icon and selecting the Active filter.

Collaborating on a Resource Document

You can collaborate on a Resource Document, to do this you will need to ensure that the user has a valid Microsoft 365 account.

To Collaborate on a document, you will need to edit it. You can then use the "Share” feature in Microsoft Word to invite users to edit/ collaborate on the Resource Document with you.

Remember once you have completed editing the document you need to click on the green tick to make the Document changes live and available to other users.

Rename a Resource Document

You can rename any Resource Documents uploaded to the Portal by simply selecting the Document that you wish to rename from the Resource Documents list. Once you click on the Document you wish to rename, you will be presented with a right-hand menu.

Click on the Pencil icon to Edit the name of the Resource Document in-line.

You can then click the green tick, or hit Enter for the changes to be applied.

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Clicking on the red cross will revert the name of the Resource Document back to the original.

Document Version History

As you edit Resource Documents and commit back to the repository you will see new versions of the Document being created. We create a new version on all the following events.

• Document edited
• Document name changed

Restoring an earlier version

To restore an earlier version of a Resource Document, click on the document you wish to restore, then click on the Restore button for the version you wish to restore.

When you click Restore a new Version is created using the Version you selected to restore.

Delete a Resource Document

To delete a Resource Document click on the ellipse of the Document you wish to delete. Click on Delete in the menu.

When you delete a Resource document from the Resources page it is no longer available for users to use.

Search a Resource Document

We can search for a specific document using the search tab at the top of the Resource Documents page. To do so you need to type in a search key and the list of Resource Documents will appear based on the search.

Type of data you can search by includes:

• Document name
• Document content

When a new Resource Document is uploaded we will run a backend job using Tika, this process will index all the content of the document and make this available to you in the search box. Pretty awesome right?

In addition to search you can filter any Resource Documents using the filter function.

Clicking on the filter icon will display a list of all tags that are available for a Document. When you click on a tag or multiple tags the search will operate using an “and” condition. When you click the Match Any checkbox, the search conditions will be updated to an “or” condition.

Applying Metadata to a Resource Document

Metadata is crucial to understanding the various properties of our Resources. Some key Metadata needs to be applied to all Resources when uploading them to the Portal.

Applying the correct Metadata is important as it ensures that the Resources we upload will be searchable and easy to find based on our search criteria.

When you create a Resource Document you will be asked to apply Metadata from the following categories.

• Area Capability
• Business Area
• Document Type
• Law Area
• Legal Template Type
• Offering Category

The additional Metadata that is collected as part of any Create, Edit or Delete operation includes:

• Created
• Created by
• Modified
• Modified by
• Version #

To apply Metadata to the uploaded Resource Document, click on the Resource Document you want to apply the Metadata to. You will be presented with a right-hand menu, then simply click the tag icon beneath each category and select the relevant values.

You can also edit the Metadata applied to any Resource Document uploaded to the Portal by simply selecting the Document that you wish to Edit from the Resource Documents list. Once you click on the Resource you wish to Edit, you will be presented with a right-hand menu which will have the Metadata that has been applied to the Resource.

Download a Document

To download a copy of a Document you have been working on, search for the Resource Document you wish to download, click on the ellipses on the right-hand side of the desired Document. Then click Download.

Resource URL

View Resource URL

Resource URLs are Resources that are managed from the admin centre.

To access all available Resource URLs, click on the profile icon and select Administration to open the Administration Menu, and click on Resource URL. You can browse all Resource URLs from the Resource URL page; search using the search bar or apply the filter to find URLs that have specific metadata.

Adding a Resource URL

on the profile icon and select Administration to open the Administration Menu, and click on Resource URL. Click on the Add URL button on the top right-hand corner. Add name, description and URL and click on the Confirm button.

Rename a Resource URL

You can rename any Resource URL added to the Portal by simply selecting the URL that you wish to rename from the Resource URLs list. Once you click on the URL you wish to rename, you will be presented with a right-hand pop-modal.

Click on the Pencil icon to Edit the name of the URL in-line. You can then tab out of the field, click the green tick, or hit Enter for the changes to be applied.

Deleting a Resource URL

In the Resource URLs page, find the URL you wish to delete.

Click on the ellipse on the right-hand side of URL name and click on delete to delete the Resource URL.

Applying Metadata to a Resource URL

Applying the correct Metadata is important as it ensures that the Resource URL we upload will be searchable and easy to find based on our search criteria.

As with Resource Documents, when you click on the Resource URL you can apply Metadata from the following categories.

• Business Area
• Document Type
• Document Category
• Law Area
• Offering Category