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 Volume 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 quickly find the current copy of what they need.

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. It's where all your policies, procedures, manuals, guidelines, and forms should live.

Who has Library?

If Library is enabled for your organization, it will appear as “Library” on the main navigation panel (when using the platform in English) and be available to all users, as described in this article. If Library is not enabled, System Admins can do this at Administration Settings > Views and Functions > Manage Views and Options. If it is not part of your current package, you can start a free trial at Administration Settings > Views and Functions > Try Other Views and Options.

 

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. Best practice is to assign Library Volumes to the appropriate subject matter experts.

2. Creating Category Librarians

Only System Administrators can manage Category Librarians. This helps ensure that the list of Categories stays organized and not too long. To change who the Librarian is for a particular Category:

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 Librarians".
5. Please click on the edit button and add the desired user, and then Continue to make your changes.

3. Editing Categories

System Admins can edit a Category by:

 

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 Name and/or Description.

Note that keywords or descriptions place in the Description field will help this Category be found when users are searching.

4. Managing Volumes

Category Librarians can create a new Volume by:

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 group, or a combination of both)
4. To remove a person or group 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 (that you are a Category Librarian for)
• Enable Scheduled Review
• 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. Any Category Librarian can access your Volumes in Uncategorized and move them to any of your other Categories via the action menu option: "Move Volume to Category".

5. Your role as a Volume Librarian

The goal of a Volume 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. You need to assume ownership for your Volume and keep its content current and organized.

Note that you can see all the Volumes that you are a Volume Librarian for via the My Volumes smart list.

5. Volumes

Volume 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 panel, 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 your Category Librarian).

As a Volume Librarian you can click on the "three dots" icon in the corner of the Info menu to 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

Item action menu

Users can also take actions on specific items in their Volume by clicking on that item's action menu in the Volume's table. These include the primary actions of Info (open the Info panel), View, and Download. They also include secondary actions such as Add to My Favorites, Email Link to Item, Copy Link to Item, Copy Link to Item Location, and Create Task from Item (if your organization has Tasks view enabled).

In the bottom section of the Item action menu, are things that only Volume Librarians can do, including Recommend, Edit Item Details (such as changing the items Name), Move, Upload Updated Version, Notify Viewers of an Update, Enable Sign Off (if your organization has Tasks view enabled), Set Next Review, and Delete.

 

7. Creating Folders

Volume Librarians can create whatever folder/file structure they deem appropriate for their 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.

         

8. Uploading Items (documents, files, videos)

About Item Contacts

Whoever uploads an item to your Library will automatically be listed as its 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)

Volume Librarians can upload a file to Library by:

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 popup show below. (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, or click "Clear successful batches" to remove the pop-up.

To upload multiple files

Volume Librarians can also upload multiple files at once using their 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 (dragged folders will retain their sub-folder structure).

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.
• Certain characters are not permitted in file names. You will need to update the file name as instructed in the error message.

 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 on 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 it's Name.

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 Name (using "Upload updated version" will overwrite all the content of a document in Library except its Name).

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 the item's row.

 

10. Using Library with Google Drive or Microsoft 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 Microsoft-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.

To make and item Recommended

Volume Librarians:

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

Volume Librarians can open the action menu/right-click on an item and select "Undo recommendation".

 

To view all the items that have been Recommended to you across all Volumes go to the Recommended smart list.

12. Using links in Library

Volume Librarians can create a Link object in any Library folder, which will open a web-based URL.

Content at the Link destination is not indexed for Search. So to make it easier for users to find your Link via Search, Volume Librarians should go to it's info panel, click on the top Edit, and add a Description. Add a paragraph or a list of keywords, all of which will be indexed so that the Link becomes finable via Search.

Creating Link object in Library

Volume Librarians can create a new Link in Library by:

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. Note that Sign Off is also available in News, where it does not require Tasks. (If Tasks is not enabled, System Admins can do this at Administration Settings > Views and Functions > Manage Views and Options. If Tasks is not part of your current package, you can start a free trial at Administration Settings > Views and Functions > Try Other Views and Options.)

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

How Sign Off works in Library

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). Users who get added to the visibility of the Volume later, will get the Sign Off task when they join.

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 and understood it. 

As a Volume Librarian, you’ll be able to manage Sign Off tasks, track their progress, and download their completion records. These show when each person was tasked to Sign Off, when they Signed Off, along with some useful metadata relating to how they are situated in the company, such as their Location. Use these reports to quickly provide high-integrity evidence for compliance audits.

Note that Sign Off works with files and videos only. It does not work with Tasks or with collaborative files in Google Workplace or Office 365. This is because with such items it is not always certain that the current version is the version people signed off on. Best practice is to consistently use Sign Off with PDF's to help your users understand their integrity.

Volume Librarians can enable Sign Off on a Library item by:

1. In your Library Volume, locate and select the Item 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 Sign Off on a Library item

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

Here Volume Librarians can:

• View the fraction of users that have Signed Off.
• Download a status report that shows full details.
• View your own Sign-Off task.
• Edit the Sign Off settings to:

• • Change the due date of the task.
  • Pause/Activate the Sign Off process.

NOTES

A Library item cannot be updated once a Sign Off feature has been enabled on it. This preserves the integrity of who signed off on what.

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.

14. Organizing your Volume

You can use the Move function to move files to a new location in that Volume or any other Volume that you are a Volume Librarian for. Here's how:

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.

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 column names in the Volume table, that column will sort. Click a second time to toggle the sort order. You can use this to quickly see which documents are being accessed the most.

16. Exporting a Library Volume

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. This is only available per Volume in respect that view permissions are set per Volume.

18. Editing thumbnails for Library Files, Links, and Folders.

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.