Library guide (for Category and Volume Librarians)

 

Introduction - the golden copy concept

Library makes it easy to quickly find the current copy of company information. As a Librarian, you have ownership (perhaps shared with others) of a particular Library Volume.

Library is not intended to replace file shares or for "document collaboration". If you are working to create and refine a document, either by yourself or as a small team of people, Library is probably not the best place to keep your work-in-progress content.

Library is also not a place to fill up with messy archives of old files. Don't allow it to become a "dumping ground". Leave archives in your traditional file shares, which you can link to from your Library Volume. A great Library Volume is organized and curated so that people can find the current copy of what they need quickly.

Library is intended to be a go-to place for the reference information that employees need from time-to-time. A place where you can quickly find the current copy of forms, budgets, policies and the like. It solves the problem of searching in your file share for "budget" and finding 5 different files all marked something like "budget final". In Library, the budget is quick to find and for sure the final, reference version.

Library is intended to hold the golden copy of each key piece of information on your company.

 

Table of contents

Category Librarians

1. Your role as a Category Librarian
2. Editing Categories
3. Creating Category Librarians
4. Managing Volumes
   
      Volume Librarians
   
   
5. Your role as a Volume Librarian
6. Volumes
7. Creating Folders
8. Uploading Items (documents, files)
9. Updating Documents
10. Using Library with Google Drive (or OneDrive)
11. Recommended Documents
12. Using Links
13. Using Sign Off on Library items (requires Tasks)
14. Organizing your Volume
15. Downloading consumption data
16. Exporting a Library Volume
17. Moving Library items from one Volume to another
18. Editing thumbnails

 

1. Your role as a Category Librarian

After being assigned as a Librarian for a Category, Category Librarians can edit that Category, create and manage Volumes within that Category and assign Librarians to those Volumes.

As a Category Librarian, it is very important that you ensure each Volume is assigned a Librarian best suited to manage and maintain the content within that Volume.

 

2. Creating Category Librarians

Only System administrators can manage Category Librarians.

1. Navigate the Library view and click on "Browse".
2. Once you are on the browse table, please click on the desired category.
3. You will see the info icon on the top right side of the view and please click on the icon.
4. Once the side panel opens, as system administrator you will notice the "Edit" button active for "Category Librarian". Please note, the other edit buttons can be active/inactive based on your user being a category librarian for that category.
5. Please click on the edit button and add the desired user, and then Continue your changes

3. Editing Categories

To edit a Category

 

1. Click on Library in the Main Navigation.
2. Select Browse from the column on the left and then select the Category that you want to edit.
3. Next, click on the i-icon in action bar (see above).
4. On the Info menu, go to Category and click Edit to change your Category's name and/or description.

 

4. Managing Volumes

To create a new Volume

1. In Library, select Browse from the column on the left and the select your Category.
2. Next, click the “+” in the action bar (see below) to open the Add new Volume dialog
3. Enter a name for your Volume and click the Save button
4. The new Volume will appear at the top of your selected Category.

 

Adding/removing Volume Librarians

By default, Category Librarians are made Volume Librarians for any Volumes they create. To remove yourself and/or add additional Volume Librarians:

1. Open a Category and then find the Volume you want to add/remove Librarians to. 
2. Open the Volume's action menu (via the "three dots" icon that appears when you hover over the Volume) and select Edit Volume Librarians. (NOTE—this same action menu can also be accessed from the Volume's Info menu).                                                                                                                             
3. Now use the List Selector to locate and add who you want to make a Volume Librarian (this can be an individual person, a Team, or a combination of both)
4. To remove someone as a Volume Librarian, open the Actions menu that appears to the right of their name in the List Selector and select Remove.

 

Volume Settings & Actions

In addition to assigning Volume Librarians, Category Librarians can also do a variety of other actions via the action menu, including:

• Edit Visibility (viewing permissions)
• Block downloading for all users (excluding that Volume's Librarians)
• Move to other Categories (of their own)
• Delete Volume

 

Uncategorized Volumes

If a System Administrator deletes one of your Categories, then any Volumes that were contained within it will be moved to the Uncategorized Category. You can access your Volumes in Uncategorized and move them to any of your other Categories via the action menu option: "Move Volume to Category".

 

NOTE—Category Librarians can also add/remove Volume Librarians and access some additional settings from the from the Volume's Info menu (via the i-icon in the action bar, as described above).

 

5. Your role as a Volume Librarian

The goal of a Librarian is to provide relevant, up to date and organized information. Library enables you to provide quick access to key documents, forms, links and videos with the people in your organization.

Your Library Volume was set up for a particular topic -- as a Volume Librarian you are expected to the subject matter expert on this topic. As a Volume owner, it is up to you to keep its content current and organized.

5. Volumes

Info menu

If you open a Category and click on a Volume, you'll see an i-icon appear in the action bar. Clicking on this will open the Info menu, where Volume Librarians can edit the name and description of their Volume. There are other actions available (visibility settings, etc.) but they can only be accessed by Category Librarians).

Click on the "three dots" icon in the corner of the Info menu will open the action menu and display further options. Only the option that are not greyed-out will be available to Volume Librarians.

These include:

• Edit Volume Name
• Edit Volume Description
• Export Volume usage stats
• Download Volume to .zip

 

 

NOTE—Available Volume Librarian actions can also be can also be accessed from a Volume's action menu in the main view. These will only be visible for Volume Librarians.

 

 

7. Creating Folders

You can create whatever folder/file structure you deem appropriate for your Volume. Here's how:

1. With your Volume open, click on "+" (aka: "Add items") from the action bar at the top of the screen and select "New Folder" (using this menu is also how you can upload content or add links to your Volume)

     

 

2. Next, name your folder and click Create.

         

Note that new Library Volumes arrive with the first folder already activated and named "New folder". You can hover/right-click over this Folder to rename or delete it.

8. Uploading Items (documents, files)

About Item Contacts

Whoever uploads an item to your Library will automatically be listed as its Item Contact, should anyone have questions about the item or wants to report that it is outdated. 

NOTE—when someone leaves an organization, any items that they were the contact for will be reassigned to the next applicable user in the following priority:

• at the Volume level (Volume Librarian)
• at the Category level (Category Librarian)
• at the platform level (System Administrator)

 

To upload a file to Library (non-Google users)

1. Locate and click on the folder in Library where you want to add your document. 
2. Go to the action bar at the top of the screen and select: "+" (Add items) > Upload from computer.
3. Select the file you wish to add to Library . Your upload will begin and you will see the below screen. (If the upload is a big one, you can click the Minimize icon at the top right and then work elsewhere in the platform while the upload proceeds).
4. Once the upload is complete you can click the X on the upload pop-up to remove it.

 

To upload multiple files

You can also upload multiple files at once using your browser's native multi-select capability 

1. Create and/or navigate to a folder in a Library Volume.
2. Go to the action bar, click on: "+" (Add items) > Upload from computer.
3. Navigate to the folder that contains the files on your local computer and do one of the following actions:

• Press ctrl-a to select all the files in that folder.
• Click on a file, hold shift and click another file to select those two files and all files in between.
• Click on a file, hold ctrl and select other files to highlight multiple files individually

And then click Upload and all the selected files will upload.

TIP: You can also use the drag-and-drop method to copy multiple files or complete folders over from your hard drive right into a Library Volume (folders will retain any sub-folder structure as well).

Limitations

• There is no upload size limit, but uploading very large files can be time consuming and dependent on the capabilities of the user's setup.
• Filenames should always contain a file extension that reflects the real format of the document.

 Click here for a complete list of all file types supported by Jostle

9. Updating Documents

For Library to be effective, volumes must be kept up-to-date. Here are two options for how to update documents in Library:

If you have a master copy on your hard drive

1. Make your updates to the master copy in your hard drive.
2. Go to the copy of the document in Library, open its action menu and select "Upload updated version".
3. Select and upload your master copy from your hard drive.

NOTE—the uploaded document will overwrite all the content in the Library version except for the title.

If the Library copy is also your master copy

1. Go to the document in Library, open its action menu, and select “Download”.
2. Make updates to the downloaded copy on your hard drive.
3. Go back to the Library copy's menu and select “Upload updated version”.
4. Select and uploaded the updated copy from your hard drive.

About "Upload updated version"

When updating a document in Library , always use the "Upload updated version" feature from the action menu. If you delete a document from Library and then replace it with an updated version, any links to the original document will be broken. But, if you update via "Upload updated version", then your Library document will:

• Retain any original links.
• Retain its original title (using "Upload updated version" will overwrite all the content of a document in Library except its title).

TIP: If you wish to send an update notification to everyone who has permission to view an item, just click on its action menu icon (three dots) and select Notify viewers of update.

You can also pull up the action menu by right-clicking anywhere on an item.

 

PDF "different titles" issue

If you have a PDF file open in your Library, and notice that the file's title in the action bar is different from the title on the viewer (see image below), this is not a bug.

 

The action bar displays the title you named your file in your Jostle platform. The viewer, however, automatically pulls in the title from the PDF itself, specifically from File > Document Properties > Title.

 

So, if you notice a discrepancy and would like to update the viewer title, you'll need to change it in the Title field of the original PDF's Document Properties, and then go through the "Upload updated version" process to add the revised file your Library.

 

10. Using Library with Google Drive (or OneDrive)

If your Library is integrated with your org's Google Drive, then please refer to this article: Google-integrated Library guide for more information.

If you are not sure if you have a Google (or MS-integrated) Library, you can check by going to Add New menu and seeing if it contains a sub-menu to create either Google items or MS items.

 

 

For more information on integrated Libraries, please Library integration with OneDrive/Google Drive (for System Admins).

 

11. Recommended documents

Recommending key files in your Volume can help visitors quickly find the best document or video to start with. Here's how:

1.  Open the action menu/right-click on an item in Library and select "Recommend"

2.  A red "R" will now appear under the Recommend column (alternatively, you can hover directly under the Recommend column and click on the greyed-out "R" to instantly Recommend an item)

 

 

3.  In Tile view, the Recommend "R" will be a fixed visible feature, whether it's greyed-out or red.

 

To remove a Recommendation, open the action menu/right-click on an item and select "Undo recommendation".

 

12. Using links

You can create a Link object in any Library folder, which will open a web-based URL. To do this:

1. Copy the URL (web address) for your link destination from your browser.
2. Navigate to the folder you want to add the document to.
3. In the action bar, click on: "+" (Add items) > New Link which will open the screen shown below.
4. Paste the URL into the Web Address field.
5. Type a clear name for your Link and click Create.

 

NOTE—if your Library is integrated with Google Drive, you can also:

• Add links to editable Google Docs 
• Add links to any Google Forms (quizzes, order forms, etc)

However, it is not recommended that you link to files in your Google Drive as an alternative to importing copies of them to your Jostle Library. The contents of linked documents do not get indexed in Search, and will not show up as a match for any search made, no matter how relevant.

 

13. Using Sign Off on Library items (requires Tasks)

 

Volume Librarians on platforms that include the Tasks feature can also make use of Sign Off, which was formerly only available in News.

The Sign Off feature allows you to ensure that users in your organization have read and understood selected information in your Library, such as safety policies or documentation on emergency procedures. 

 

 

How it works

Once Sign Off is enabled on a file in your Library, a task will be automatically issued to everyone that file is visible to, alerting them that there is something they need to review and sign off on (unlike Sign Off for News, where users have to open an item in order to see that it requires them to sign off on it).

In order to complete the task, users will have to access the file connected to their task, read it, and then confirm they have read it. 

As a Volume Librarian, you’ll be able to manage Sign Off tasks, track their progress, and even download their completion records.

 

Enabling Sign Off on a Library item

1. In your Library Volume, locate and select the item (files only) you want to add Sign Off to.

2. Open the item’s action menu (three dots), scroll down and select Enable Sign Off.

 

 

3. On the pop-up screen, set the Due Date for the task and then click Save. Your Sign Off task will then be sent out to all recipients.

 

 

Managing your Sign Off task

You can manage your Sign Off task via the enabled item’s Info panel (from the item's action menu, select Info then scroll down to Sign Off).

 

 

Management options

• View the task’s completion progress 
• Download a status report 
• View the task
• Edit the task 

Edit options

• Change the due date of the task.
• Pause a task to hide it from everyone and stop the due date timer
• Activate a paused task to return it to everyone’s view and reset the due date

 

NOTES

Users who get added as viewers to a Library Volume that includes an item actively enabled with Sign Off will automatically be issued their own Sign Off task.

A Library item cannot be updated once a Sign Off feature has been enabled on it

If you delete a Sign Off item from your Library, it will delete any related tasks that were issued as well as the CSV completion report. Be sure to use the download link in the Info panel’s Sign Off section to save the completion records of your Sign Off items.

Sign Off is not available for Google Drive collaborative files. To enable Sign Off on such files, download a PDF version of the file in your Google Drive and upload that copy to your Library.

 

14. Organizing your Volume

You can use the Move function to move files in your Volume to a folder within that same Volume. Here's how. (NOTE—for info on moving items to another Volume, skip to the end of this section).

1. Open your Volume and check the boxes next to items you want to move.

2. Open the action menu for any checked item and select "Move".

 

 

3. This will bring up the Organize modal. Click on the folder you want to move the items to. It will be highlighted in color (orange in the example below).

4. Click the Move button.

 

 

Currently, some Volume Librarians can use this process to also move items between two of their own Volumes, not just within the same Volume. This feature is being rolled out gradually and should be applied to all Jostle instances sometime in 2023.

To check if you have this permission yet, go through the steps above to move an item. The workflow will be exactly the same, except those who have the permission will see they have additional options on the modal and a message indicating they can move their item to a Volume or a folder:

 

For those who don't have the upgrade yet, an alternate method is described in section 15, below.

 

15. Downloading consumption data

Volume Librarians can download data on how their files are being consumed, including the number of views and downloads, by clicking on "Export Volume usage stats" in a Volume's i-menu.

Alternatively, if you click on the "Sort by" arrow icon in the action bar, you will have the option to sort all the files in your Volume according to views or downloads, which will help you to quickly see which documents are being accessed the most.

16. Exporting a Library Volume

Librarians can export the entire content of their Volume to a zip file by clicking on Download to Zip in the i-menu of their Volume.

17. Moving Library items from one Volume to another (alternate)

If you want to move the entire or partial contents of one Volume into another, and don't have that action available yet in your Library (see section 13 above) you will need to download and re-upload the files.

Please note that you will also need to be the Librarian of the target Volume to be able to upload files to it. The following steps outline how to do this:

1. Navigate to the Library Volume that currently has the content.

2. Check the boxes to the left of the items you wish to move.

3. Access any checked item's action menu and select Download. The contents will be downloaded in a compressed zip file labelled 'libraryDownload.zip'.

4. Extract the contents from the zip file using your computer's files system.

5. Go to the destination Library Volume and from the action bar, click Add New > Upload from computer.

6. Navigate to the extracted files and select them to upload. An upload pop-up will appear onscreen so you can monitor the progress. 

Tip: As mentioned earlier in the article, if you wish to upload multiple items along with the folder they're in, you can drag-and-drop the folder from your hard drive directly into the Volume. (Otherwise you will need to create the folder structure in the new Volume before you start uploading the individual files. By multi-selecting files you can batch upload per folder.)

7. If you choose, you can now remove the content from the original Volume by selecting them and clicking Remove from the action menu.

18. Editing thumbnails

Volume Librarians can edit the thumbnail image that appears next to any of their files, folders, or links (by default it will usually be a shot of the first page or first image included in the file or folder). There is no size limit (larger images will be cropped) but browser limitations may cause issues when uploading larger files or certain image file types. To edit a thumbnail:

1. Right-click anywhere on the item or click on its action menu icon (three dots)

2. From the menu, select Info

3. On the Info panel click Edit 

 

4. On the next screen, click Add thumbnail

 

5. Select your image and when ready, click Set image 

6. After you have added your thumbnail image, you will now have the options to Change thumbnail and Remove thumbnail displayed on the info panel.