As an admin of HosPortal, you can set up folders and manage access privileges for users. You can also upload, manage and share documents with users.
Adding a document
Select the folder. You can see the folder name in this breadcrumbs bar;
Click on "Add file" button;
Upload a file
You will see this window popup after clicking the "Add file" button. You can drag and drop a file or you can click on the "Upload file" link to browse for a file and click open to start the upload process;
The progress of the file being uploaded will appear here;
Once the file has been uploaded, this button will be enabled. Click "Done" to close this window;
Note: There is no restriction on the file size or file type. However, in case you find that a file does not complete an upload, please check your internet speed and/or limit the file size and try again
Adding/Editing a description
The description can be added or edited once the file has been uploaded by clicking on the three vertical dots (D). If this is a new file the option that will appear is 'Add description'. If a description has been added then it will appear as 'Edit description'.
Deleting a file
The file can be deleted by clicking on the three vertical dots (D). Click on Delete file.
Moving a file
The file can be moved from one folder to another. Click on the option (D) and choose 'Move file'. A window showing all folders will pop up. Choose the new location and click 'Save' (E).
View/download a file
To view a document, click on the document within the relevant folder. The file will open in another window. Note that View is possible only for some common file types, such as PDF.
To download a document, click on the Download icon (F). The file types such as XLS or DOC will be downloaded automatically.
Set and manage permissions of a folder
To see the permissions on a folder, select the folder and 'Click to view permissions' (G). The default is that a folder will inherit the permissions of the folder it is contained in. A site admin can edit the folder's permission and add more users or roles.
Subordinate ('children') folders cannot have broader permissions than their higher-level folders: their permissions need to be the same or narrower than their parent folder.
To change the permissions select the 'Edit folder' button (H).
Permissions are of 3 types (I):
View: Can view and download documents in that folder, but not upload them.
Edit: Can download from and upload documents into that folder.
Admin: As for Edit, but can also administer the permissions on that folder, edit the folder settings and create sub-folders.
Permissions can be applied to entire roles (J) or individual people (K). If a permission is applied to a role then any new users attached to that role will automatically gain that permission. If there are any users in a role who have been excluded from that permission then it is assumed that the permission applies to users and not the entire role, so any new users will need to have their permissions managed independently.
In the example in the screenshot, any Anaesthesia Registrars now or added in future will have view access on the folder. George Cole has Edit permissions, and Erica Edwards has
Admin permissions, both of which have been applied to them personally and will not apply to any new Registrars.
Visibility
The default visibility and access to documents are defined by the permissions set for the folder it is contained in.
File size limits and file types
There is no restriction on the types of files you can upload and download.
HosPortal does not have a strict limit on file size. However, the upload and download times are limited to 30 seconds and will fail if any document takes longer than that. As a guide, you should plan for files to be less than 15 megabytes each.- not sure about this bit