2.4 Manage Documents

You can manage your college administrative documents (create, search, provide access to users etc) like documents related to students, teachers, staff, policies and procedures, academic notices, memos etc from this menu. To do this, follow the instructions below:

2.3.1          As soon as you log in to RTOmanager by default you will arrive at home page as shown in figure below.

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Figure 2.4a

2.3.2          Click icon indicated by red circle in figure 2.4a. You will go to page as shown in figure 2.4b.

Figure 2.4b

2.3.3          Select first level directory and enter document name that you want to search in figure 2.4b as indicated by blue circle. Figure 2.4b should now appear as in figure 2.4c.

Figure 2.4c

Note: You also have option to select second level directory to narrow your search as shown by blue circle in figure 2.4c.

2.3.4          Finally click button in figure 2.4c. All your files (documents) as per your selected criteria in figure 2.4c will be displayed as indicated by red circle in figure 2.4d.

Figure 2.4d

Note: you may click the respective blue links of the documents in figure 2.4d to open/view that particular document.

2.3.5          Now to provide document access to the group of users (for e.g. teacher, student, staff, agent etc) click icon in figure 2.4d. A pop up box appears on the screen as shown in figure 2.4e.

Figure 2.4e

2.3.6          Tick the check box for the group for whom you want to provide access for e.g. teacher, student etc as in figure 2.4e and click. Now the entire user group ticked in figure 2.4e will have access to the documents. Similarly, to revoke access, simply follow all the steps from the beginning and uncheck user group in figure 2.4e. You can also give the same permission to the users whom you give access to all sub folders and files e.g. you have a folder and within that folder you have another folder along with files, this option if ticked �allows you to give access to the users you select as shown in Figure 2.4e to all the content that is in that main folder, however if you would like to restrict only to access one of the folders or files simply uncheck this option.

Tips: To rename file/folder simply click icon in figure 2.4d. To delete file/folder click icon in figure 2.4d. To Archive any files simply click �icon. (Please note the Archive icon will only be visible to files e.g. jpeg not directoires e.g. folders.)

2.3.7          To upload any document, select the file you want to upload as shown in figure 2.4f.

Figure 2.4f

2.3.8          Once selected, click in figure 2.4f. Recently uploaded file will appear in the list as indicated by red circle in figure 2.4g.

Figure 2.4g

Tips: You may create your own folders/directories