Important Note: This article discusses classic functionality. For information on the modern applicant experience, refer to the Applicant Experience Knowledgebase article.
The Document Center tool is available to administrators who have document center permissions, enabling them to manage the documents that are needed on their site. The Document Center is a central repository of documents for the site. You can manually create, upload, edit, and publish many different kinds of documents using this tool.cl
Important Security Note:
- Documents accessed via the Document Center include files that are uploaded to the Document Center and documents that are created via the WYSIWYG editor directly in the Document Center. These documents should not be considered secure because anyone with the URL of the document can access the document without needing to be logged into your site. Additionally, if a link to the document is created on a public website page or program brochure, Google and other search engines can index that file. Even after deleting the file from your Terra Dotta site, search engines can continue to show the cached file in search results. Be very careful not to upload files that contain sensitive data.
This article covers the following topics related to the Document Center:
Overview
You can upload documents in any format into the Document Center (for example, .ppt, .doc, .pdf, .html) or create a new document using the WYSIWYG Editor. You can then link to this document from anywhere on your site. When you edit or change a document in the Document Center, all links that reference that document will automatically point to the updated file.
To access the Document Center, go to Site > Document Center. The Document Center page is displayed with a list of all your existing documents:
In the Document Center home page, click "New Document" above the document listing. This brings you to the "Add Document" page with the following options.
Option 1 - Creating a new document using the WYSIWYG editor. This option allows you to create a document within the Document Center itself instead of importing an already-created document. To start, type the name of the document into the Document Title field. Then, type your content into the WYSIWYG Editor. Click "Save" to add your document to the Document Center.
Option 2 - Uploading an existing file. This option allows you to upload almost any kind of file and save it to the Document Center. Type the name of the document into the "Document Title" field. Then, click "Browse" to select a file from your computer to upload into the document center. Click "Save".
When you return to the document listing page, the new document appears in it.
Note that you should use only one option or the other as you cannot use both at the same time. Entering any content in the WYSIWYG editor overrides all uploaded documents.
Creating friendly URLs
For option 1, simply add a friendly URL label at the same time you are creating the document. When you save the document, click the edit pencil to return to the document creator and retrieve the friendly URL.
Creating friendly URLs
For option 1, simply add a friendly URL label at the same time you are creating the document. When you save the document, click the edit pencil to return to the document creator and retrieve the friendly URL.
For option 2, upload the document and save it. Then click the document’s hyperlink to open the document in a new window. Copy the URL of the document, then go to Site > Site Builder, and click on the 'Friendly URLs’ tab at the top of the page. Click 'Add Friendly URL.’ Enter the URL of the document and the short label you wish to give to it, and click 'Save.’
A document can be updated or permanently deleted from the Document Center.
Editing a Document
On the Document Center home page, click the pencil icon located to the right of the name of the document you wish to edit. The 'Edit Document’ page is displayed.
If the document was a WYSIWYG document (option 1): Make changes in the Document Title field and customize the document content in the WYSIWYG Editor.
If the document was an uploaded file (option 2): Make the necessary updates on your computer and save the file. Click 'Browse’ to search your computer for the updated file. The previous document will be replaced in the Document Center by the new file. (Be sure to save a copy of the previous document on your computer if you require one for your records.)
To create a short URL to access the updated document, see the section 'Creating Friendly URLs' above.
To save the changes, click 'Save’ at the bottom of the page. You are taken back to the document listing page.
Note: When editing the content or file of an item in the Document Center, all existing links to that item point to the updated version of that Document Center item. This makes it ideal for content that is referenced from many locations throughout your Web site.
Deleting a Document
To delete a document from the Document Center, click the red 'X' located to the right of the name of the document you wish to delete. You get a dialog box asking you to confirm the decision. Click 'Ok’ to delete the document. Note: Hyperlinks to Document Center objects that no longer are in the Document Center should be removed from public site pages. Users will receive an "Access Denied" message when attempting to link to a removed document.
Deleting a Document
To delete a document from the Document Center, click the red 'X' located to the right of the name of the document you wish to delete. You get a dialog box asking you to confirm the decision. Click 'Ok’ to delete the document. Note: Hyperlinks to Document Center objects that no longer are in the Document Center should be removed from public site pages. Users will receive an "Access Denied" message when attempting to link to a removed document.
You can organize the available documents by grouping them into folders. To create a new document folder, click 'Manage Folders’ above the document listings. The Manage Folders page opens with a list of the existing folders:
To create a new folder, click the 'New Folders’ tab at the top of the page. Enter the name of the folder you wish to create and click 'Enter.’
To edit the name of an existing folder, click the pencil icon located to the right of the name of the folder. A new page opens where you can change the name of the folder. Click 'Update’ to save the changes.
To edit the name of an existing folder, click the pencil icon located to the right of the name of the folder. A new page opens where you can change the name of the folder. Click 'Update’ to save the changes.
To delete a folder, click the red 'X' located to the right of the name of the folder you want to delete. A dialog box appears asking you to confirm the action. Click 'OK’ to proceed.
Note: A lock icon located to the right of a folder indicates that it is not empty and therefore cannot be deleted. First, go back to the main Document Center page and remove any documents from that folder. Then, you can return to this page to delete the folder once it is empty.
To change the order of the folders, change the numbers into the text fields to the left of the folder names and click 'Re-order.’ The folders will be re-ordered. You can also change the order of the folders using the black up and down arrows to the right of the folder names.
From the main Document Center page, select the document you want to move by selecting the check box preceding the name of the document. Select the name of the folder to which you want to move the selected documents from the Move marked document(s) to drop-down list box at the top-right side of the page. The selected documents are moved to the corresponding folder.
Once your documents have been placed into folders, you can find them easily using the keyword search box at the top of the page. It will display the document name and the folder in which it is located.
Once your documents have been placed into folders, you can find them easily using the keyword search box at the top of the page. It will display the document name and the folder in which it is located.
WYSIWYG documents created in the Document Center can utilize the content merge functionality, allowing further customization/personalization of your site’s content. Merge fields added through the content merge drop-down will be populated when the document is attached to an application. The resulting merge can be attached to the application as a PDF file. This allows an administrator to create a form or letter using the content merge placeholders that can then be exported as a PDF and printed with all of the applicant’s information already populated.
For example, let’s say that you’d like to request a user’s insurance information and have it submitted in paper form. You can build out the form in the Document Center using merge fields to populate part of the data:
You can then attach the document to an application/a record through the Documents tab of a user’s application/record by selecting the existing file and selecting the “Attach as PDF” option. Note: This functionality is not available in Applicants > Search > Options > Batch attach file. For my example, I’ll attach my insurance form to a traveler’s risk management program application/record.
The user can then access the file through the “Attached Documents” panel of their application/record and, upon clicking the link, we be presented with a pre-filled PDF they can then print and finish.