Document Manager Version 1

Document Manager is an i:Create Content Management System (i:Create) add-on that allows you to manage and upload a variety of reports, studies and plans to a centralized location on your website. These documents are visible to the public and they can easily search for a specific document.

Access Document Manager

To access the Document Manager from the back end of i:Create:

  • Select “More+” from the i:Create Utility Bar located at the top of the page
  • Select “Document Manager” from the dropdown menu

i:Create Utility Bar

This will take you to the “Document Manager Administration” page where you can add documents and organize them by subject for easy navigation and management.

Add subjects

You can create a custom structure in Document Manager by adding a variety of subject categories and subcategories. To add a category, click the “Documents” heading in the “Document Subject Structure.” Then, select the “Add Subject” button from the Document Management window.

Fill out all relevant fields:

  • Subject title
  • Select date or number from the “Document Options” area if you'd like to organize these documents by date or number on the public website
  • Add a “Form Top Text” or “Form Bottom Text” if you'd like to have text appear above or below the document on the public website

Once all the necessary information is complete, select the “Save” button to apply these changes and add your subject to the “Document Subject Structure.” For example, you may have created a Plans and Reports subject.

To create a subcategory subject:

  1. Click your new subject heading (e.g., Plans and Reports) in the “Document Subject Structure”
  2. Select the “Add Subject” button from the Document Management window
  3. Type the title for your subcategory in the “Subject Title field”
  4. Select the “Save” button to apply these changes

Your new subcategory subject will appear under your first subject. For example, you may add a subject subcategory called Strategic Plans to go under the Plans and Reports subject.

Move subjects

You can rearrange the order of subjects in the Document Subject Structure. To move a subject, select the subject you want to move, then click the up and down arrow buttons located at the top of the “Document Subject Structure.”

Add documents

To add a document to one of your subjects or subcategories:

  1. Click the subject or subcategory that you want the document to appear under from the “Document Subject Structure”
  2. Click the “Documents” button in the “Document Management” window
  3. Select the “Add New” button located at the top of the “Document Management” window
  4. Fill out all necessary fields (“Document Title,” “Document Summary,” “Document Description”)
  5. Upload the document to Document Manager by clicking the “Choose File” button
  6. Click the “Save” button to apply the changes

Your new document will now appear in the Document Management window for the corresponding subject.

Edit documents

To edit a document:

  1. Click the “Edit” button next to the document you want to edit from the Document Management window
  2. Make any desired changes to the file, title, description and summary fields
  3. Click “Save” to apply the changes

Delete documents

If you want to delete a document from the Document Manager, select the “Delete” button next to the document you wish to delete.

Public display settings

You need to set up the subject display settings and then display your document depository in order for these documents to appear on the public website.

Subject display

Once you've created a subject, you can select how it will appear to the public. Click on the subject you wish to publish and the Document Management window will appear.

Choose a “Subject Link” from the following options:

Selecting this option will remove the left navigation menu from the public page and replace it with the Document Subject Structure similar to the one in Document Manager. This file structure will only show subjects and documents that are below the subject area you've currently selected.

This option marks your subject as a French archive. If your website is bilingual, this can help organise how material is delivered to the public. You will still need to create separate subjects for French and English documents.

Select one of the following “Sorted By” options:

If you select this option, files will be presented alphabetically, based on the Document Title you input. Keep in mind this doesn't use the file name, just the Document Title.

If you select this option, documents will be sorted by date on the public website. To sort by date, you needed to select Date in the Document Options category when you created the subject.

If you select this option, documents will be sorted by number on the public website. To sort by number, you needed to select Number in the Document Options category when you created the subject.

The date and number options won't appear if you didn't select these options when you initially created the subject.

Display a document repository on your website

Follow these steps to display documents on your website:

  1. Select the Document Subject you wish to display from the Document Subject Structure
  2. Select and copy the subject link displayed at the bottom of the Document Management window
  3. Use Menu Manager in i:Create and add a menu using the copied Subject Link as the URL (some websites will use different formats for this URL—contact your GHD Digital Project Manager for details)
  4. Save and publish the menu in Menu Manager

Your documents from the selected subject will now be displayed in one central location on your website.