Document Vault in a Nutshell

Imagine all of your club's important documents in one central place where the current Committee could always access them in years to come. The problem of crashing hard drives and lost USB sticks will be a relic of the past.

The Majestri Document Vault is the place to upload the files that matter (especially a Liquor License if you are lucky enough to have one). It's not all about safe-keeping though. It's also possible to link to documents from any page on your web site, plus in outgoing emails.

It's an extremely simple process and you probably won't even need to read this, but there are a couple of little areas that could do with explanation.

Where?

The Document Vault can be found in the Control Room under the Content tab:

Document Vault

What do you get?

Staying true to the "KISS" principle, we have kept this as simple and straight forward as we can:

Document Vault Screen

You can:
  • Upload a file using the button near the top of the screen,
  • Search for a file using the Search bar (once you have more than fit on your screen),
  • Open a file by clicking on the Open link, which will prompt you to save the document to your computer,
  • Re-upload the file by clicking on the Update link,
  • Modify the details about the file by either clicking on the file name link or using the pencil icon to the right, or
  • Delete the file from the vault

A Caveat

The Document Vault is best used for documents that are finalised. If you're looking to have active documents that you want a whole heap of people editing, then the Document Vault is not the best tool for that. We recommend Google Docs for that kind of document collaboration. If anything, you could upload the finished product of that collaboration to the Document Vault.

Another Caveat

To facilitate the uploading of files to your web site, we rely on a technology called Flash. Apple products (iPad, iPhone, MacBook anything) do not support Flash, so you will not be able to use any of those devices to upload any files to your site. It's a bit of a limitation, we know, and we hope one day to rectify this and build our own uploading infrastructure.

Uploading Documents

Not much to say here. Once clicked, the button that says Upload a File will ask you to select a file from the machine you're on. When you've chosen one, it will be transferred to your site and appear in the list.

Document Access

If you click on the name of a document in the list, you will get a Popup that looks like this:

image

The important field here is the drop-down list that lets you specify who can access the document? If you specify Everyone, it can be shared without restriction. You can freely link to it in emails or web pages. If you choose Committee, then anyone trying to access it will be asked to log into the system. If they are not on the Committee, they will receive an error message.