The EM-COP Document Store holds a wide variety of documents for EM-COP users. Doc Store administrators can upload and manage these documents via admin pages. The admin pages provide drop areas to easily upload a file to a specific folder in the Document Store and can be configured to suit a variety of requirements. They are accessed via icons on the EM-COP Desktop using a different password.
Admin access is restricted by a shared password. Each region has a different password. There is a separate shared password to access Admin for each of the municipalities within that region.
Each icon on the Admin page provides access to a corresponding drop page to streamline the uploading of files directly into the associated folder in the Doc Store. There are also additional buttons on the drop page to list and manage the files already uploaded. Icons at the top right side of the page give access to get Help, refresh the page and close the page.
The passwords are restricted to admin users undertaking file management. If you require access to admin, please contact EM-COP Support.
Updating online documents ▲
Some documents are directly accessible via icons on the EM-COP Desktop. These documents are generally saved in a display format such as pdf or htm. If the master document is stored in the Document Store, the drop area can also be configured with a button to download it. The master document will generally be a Word document (doc, docx), spreadsheet (xls, xlsx) or presentation (ppt, pptx). It could also be stored as a web document (htm, html).
The download button on the drop page is specially configured to download the correct master file and upload it back with the correct filename, including restriction to only upload allowable file types. An example drop page with a download button is shown in the screenshot below.
To update an existing document, go to the relevant Admin page and click the Download button to retrieve the master document as a zip file. When the zip file has downloaded, go to the download folder (or access within the web browser) and open the zip file to access the master file. This will be in an editable format. For formats other than htm/html, double click the file to open in the supported application. For example, a docx file would open in MS Word. Edit the file and save in the same format. This is the updated master file.
Where applicable, the file will also need to be saved in the right display format for the icon on the EM-COP Desktop. This will generally be in either pdf or htm format. For Word documents using htm as the display format, edit the file using web layout and save as both a docx file and as a Web Page, Filtered (*.htm, *.html) file. Word will also save an associated _files folder. For documents using pdf as the display format, save in the original format and again as pdf.
To upload, drag and drop the master file (eg docx file), the display format file (eg. pdf or htm file and associated _files folder) onto the drop area on the Document Upload page.
Open the web page from the icon on the EM-COP Desktop page to ensure the updates have loaded. You may need to refresh the web page. If images don’t display, check that the _files folder has been uploaded and if necessary, re-save all files and upload again.
Managing Folders ▲
The drag and drop pages for other icons have provision to manage folders and list and manage files stored in the folders. The icons shown will depend on the particular configuration for the admin page. The screenshot below shows an example Admin page with buttons to manage files and folders.
Creating a new folder ▲
Renaming or deleting a folder ▲
Uploading documents ▲
To upload a file, simply drag and drop the file onto the desired drop area. An icon will appear in the drop area for each file with a progress bar and a tick when completed. A wait indicator will show to the right of the drop area heading until all files have been uploaded.
Renaming, Deleting, Setting Dates on documents ▲
Click LIST FILES to see a list of the files currently in the folders and to make any required changes to the filename or file date. The description is formed from the filename with any underscores in the filename converted to spaces.
This list shows the current state of the files in the folders and may take a few seconds to generate depending on the number of files and folders.
The screenshot below shows the file list menu and first two tables for BSW Committee Governance.
This list is similar to the EM-COP menu but also contains links to rename, delete, archive and set date on the file. You can also access the archive folder for a table using the show archive link at the right side of the table header. See below for more information on archiving files.
When setting dates, enter the desired date in the format YYYYMMDD (see note below). For pdf, jpg, gif and png files, you can apply the last modify date stored within the file by holding down the Ctrl key on the keyboard when you click set date.
Note: YYMMDD can also be used. Other acceptable formats are DD-MMM-YYYY, DD-MMM-YY, DD-MM-YYYY and DD-MM-YY. MMM represents the first three letters of the month. These formats also accept forward slash ("/"), underscore ("_") or space (" ") instead of dash (“-“) as a separator. This makes it easier to directly copy and paste dates from the filename.
Updating a menu on EM-COP ▲
Where enabled, click UPDATE MENU to apply the changes to the menu in EM-COP. Access the menu from the corresponding icon on the EM-COP Desktop to ensure the changes have loaded. Please note that you may need to refresh the page - hold the Ctrl key when you click refresh.
The EM-COP menu shows the status when last updated. This may be different to LIST FILES which always shows the current state. However, the EM-COP menu will always display quickly for users.
Adding external links to a menu ▲
A link to an external resource such as a document on an external website can be added to a table in a menu. Click EXT LINK at the top right of the associated Drop Area. This will download the links file as a zip file. When the zip file has downloaded, open and double click the links.txt file to edit the file using Notepad.
Each line contains the four parameters required for a link, with each parameter separated by a comma. The first line in the file is a description of the parameters and must not be deleted. The links occupy the second and subsequent lines. The order of the links is not important.
The four parameters are as follows:
- The URL parameter is the full web address for the resource. It is best to test the address in your browser first, then paste the address into the txt file.
- The Description parameter is the description of the link to appear in the menu
- The LNK parameter is a three letter abbreviation for the link (eg PDF, WWW)
- The Date is an optional date in the format YYYYMMDD. If the date is not included, the link will show the date that the menu was last updated.
When ready, use Save As to save the links.txt file to the PC Desktop.
To upload back to EM-COP, drag and drop the links.txt file onto the same drop area on the Upload page. Click LIST FILES to check that the menu displays the expected links, then UPDATE MENU to commit the changes to the menu displayed on EM-COP.
Moving Documents between folders ▲
Archiving Documents ▲
Each folder has an associated archive folder. This is intended to hold previous versions or saved versions (eg. a docx version) of pdf documents in the main folder. To archive a file from the LIST FILES menu, click the archive link next to the document. A confirmation page will display. Click OK to re-display the menu minus the file. Click the show archive link on the right side of the table heading to display the archive.
The screenshot below shows an example archive.
To move a file back to the main folder, click the restore link next to the file. To go back to the main file list, click the back link on the right side of the table header.
Changing folder settings ▲
If enabled, the Admin drop page will have a SETUP button to the right of the NEW FOLDER button. This button provides access to a setup page that allows limited access to change settings for the drop page folders and associated menu
The screenshot below shows an example setup page.
The setup page allows you to change some of the overall menu parameters. The main parameters of interest are Menu Sort Order and Reverse Folder Order. The contents of the tables can be ordered by date or alpha, forward or reverse. You can also change the Menu title and Drop Area title. The Menu URL is the full web address of the menu. Click the SAVE button to save the changes.
Logging in to the EM-COP Document Store ▲
The admin menu will usually have an icon for Doc Store Login. This login is intended to be used as a contingency only and allows you to access the full folder structure similar to Google drive, Dropbox or Onedrive. Please contact EM-COP Support if you require access via this login page.
Please note the following:
- Upper and lower case is important in filenames - Test.doc, test.doc and test.DOC are all different
- Contents won't show in the menu if there is only one table
- The "Back to top" icon ▲ doesn't show on the first table heading
- The Document Store may take a few seconds to update so don't rush your changes