The CA Documents Manager Help
Using the List View
Only the documents you are permitted to access are listed (see access control below). You can browse for the document you seek and then click on its title to download it.
Click on the column heading to sort by the contents of that column.
Click on one of the fields to filter your view to matching documents, for example click on a committee name, or a meeting date.
You can click on one of the menu bar buttons to restrict or filter your view. Some of the buttons are visible only if you have privileged access, or if you have previously made a relevant selection:
- Show Only Public Documents
- shows what a regular CA Member has access to by hiding all committee-private documents
- Show Only Private Documents
- shows only the restricted access documents that you are permitted to view
- List Documents For All Committees
- visible only after selecting a committee, it removes the restriction and shows documents for all committees
- List All Document Types
- visible only after selecting a document type, it removes the restriction and shows documents of all types
- List All Dates
- visible only after selecting a date, it removes the date filter and shows all documents
Click on the icon to view the document properties and then to edit them or upload a new version of the document.
Access Control: Public and Private
Only logged-in CA Members may view documents.
Council members may view all documents, and committee members may view all documents produced for or by their committee. Note that Council members must explicitly enable privileges (using the menu button) to gain the access described.
A document tagged as Private can be seen only by members of the committee and Council, otherwise it can be seen by all logged-in CA Members (public).
- Public documents (default) may be viewed by any logged-in CA Member.
- Private documents can be viewed by only:
- members of the owning committee,
- members of the committee for which the document is produced (if any),
- members of Council.
A document may be produced by (or on behalf of) one committee for the consideration of another committee (an obvious example being a report from the Publishing Committee for the Management Committee).
The owning committee is the committee responsible for producing the document and the consideration committee is the one that will review it. In some cases these may be the same (a Council member may produce a paper for the consideration of Council; minutes of a meeting are usually from and for the same committee).
Embargo: Keep it to the Committee for Two Weeks
A newly uploaded document may have an embargo date, before which only the owning committee may view it. Such documents are marked with a icon. This may be used for minutes, or a report to another committee, so the document may be checked before becoming available outside the responsible committee.
If an embargo is imposed, the document will remain committee private for two weeks from the date of first upload (it is listed, but cannot be read outside the committee). Subsequent updates to the document will share the original embargo date, unless it is cleared for immediate publication. If the document is not updated, it will simply become available outside the committee as specified after the embargo expires.
This may be used to upload a document, notify the committee sending a link to the document and ask for comments - no comments received, no action needed! Minutes of meeting are fine examples - 'agreement by lack of dissent'.
Deleting and Replacing Documents & Linking to Versions
Once created, a document may be replaced by the person who last uploaded it or by any member of the owning committee.
All versions of a document are retained, but only the most recent is readily accessible, other versions may be viewed through the document's properties.
The link to access the document may be used in web pages, but only specify the version where it is essential, for example to link in a particular edition of Laws or Rules. The link is of the form /?d=1234 - and when required adding &Ver=2 specifies version 2.
Previous versions may be deleted. An entire document and all its versions may be deleted, but it is not completely removed and remains accessible to the administrator and can be brought back.
Document Properties & Editing Them
All actions that change the document or database are logged. The document's properties are set when it is first uploaded and can be edited subsequently by clicking the icon and then the Edit Details button.
For the convenience of locating them, documents produced for or by a meeting should carry the date of the meeting (e.g. agenda, papers and minutes) in the meeting date field, otherwise it may be left blank.
The types of documents that may be uploaded is limited for security reasons - more can be considered on request. Allowed types are:
- Portable text (PDF, RTF, TXT),
- MS-Word (DOC, DOCX, DOT),
- MS-Excel (XLS, XLSX, XLSM)
- Images (JPG, JPEG, JPE, GIF, PNG, EPS)
- Power Point (PPT, PPTX)
Note that when creating a new document, most fields do not need to be completed - for example the "title" may be left blank in almost all situations since the committee and type of document is specified elsewhere. The default title is:
<Serial-Number (if set):> <Committee-Owner> <Type-Name> <Committee-For> <Meeting-Date-ISO> -R<Version if not 1>
Most documents are related to a meeting - the meeting date, not the current date, should be used in the meeting date field, so that all documents for that meeting are grouped together.
Documents fall into one of the following categories or types:
- Discussion Paper - a proposal or information for a meeting or committee members
- Report - the output from a committee or individual - possibly for discussion, but intended for circulation
- Other (avoided wherever possible)
Website Documents are content that cannot be represented as a web page and users must download to read or use. They are managed in a very similar way to Committee Documents, except there is only an owning committee. Website editors may create and replace documents owned by committees of which they are a member.
PDFs are discouraged except where they are exclusively intended to be printed or where exact format is essential to the understanding of the content.