Resource library
Organization Management Module
The resource library is a storage space we created for organizations to house important materials such as documents, images, reference materials, and more. The purpose of the resource library is to help organizations organize their resources efficiently while maintaining control over visibility and access. For instance, files can be designated as public - making them accessible on the organization’s landing page - or private which ensures that they are only available in meetings.
Accessing the resource library
The organization's resource library can be found in the Organization Management module. First, you should select Organizations from the top menu bar.
You will be brought to a display of all organizations. Locate your organization's tile and select Manage.
Your Organization Dashboard will be displayed. Select Library on the vertical menu bar.
The resource library page will then be displayed, listing all existing file records. A search field allows you to find files by name, while filter buttons allow you to filter records based on their visibility settings. You may also add new files, update existing records, and remove files that are no longer needed.
Every file in the resource library is stored as a file record, so you can give it a name and description. You don’t have to re-upload a file just to edit the record—you can update details or even attach a new version to the same entry. File records are connected to meetings behind the scenes, so if a file needs updating, there’s no need to change the meeting itself, just upload the new file to the record.
Each file record includes the following details.
File Name - The name assigned to the file.
File Description - A brief summary about the file.
Last Updated - The date the file record was last modified (this refers to the record itself, not the file).
Public - Green means the file is public; gray means the file is private.
Public vs private files
Each file record in the resource library is classified as either Public or Private. Public records appear on your organization’s landing page, making them visible and accessible to all members. Private records, however, are only available within HeyPeers meetings (not Zoom meetings).
All file records are classified as private by default. This is indicated by the gray toggle field.
To make a file public, simply click on the toggle field to change it to green.
Ultimately both private and public files can be attached to HeyPeers embedded meetings, making them accessible for attendees during the session.
When scheduling a meeting, attaching a document enables group leaders to use the Doc button within HeyPeers embedded meetings to share files with attendees (this feature is not available for Zoom meetings). We recommend attaching documents when creating the meeting for seamless access.
Add a new file
To add a new file to the resource library, select the Add New Document button at the top of the page.
Find one of the acceptable file types to upload: .pdf, .doc, .xls, .csv, .jpg, .jpeg, .png (Maximum file size: 5MB)
A secondary Add New Document window appears. By default, the file name is set to the selected file’s name and extension. The Document Name field lets you create a more user-friendly display name, while the Description field allows you to provide a summary of the file’s content, function, or purpose.
Click on Upload Documents to create the new file record.
Now your new file record is visible in the resource library.
Peer Supporters, Facilitators, and Administrators of your organization can now access the document in the resource library. They can download files directly by clicking the hyperlinked Download link next to each listed document.
Editing an existing file record
To edit an existing file record, select the Edit button.
The Edit Document pop-up window is displayed.
This is a two-part form.
Top Half: Edit the File Record
The top half of the form allows you to edit the document name and description. If you've made any changes, be sure to click on Update Document to save your edits.
Bottom Half: Replace the Existing File
To replace the file attached to a file record, click the blue cloud icon in the lower half of the form. This will allow you to select a new file. Once selected, the file will automatically upload, and the pop-up window will close.
Deleting a file record
To delete a file record and its associated file, locate the record in the resource library and select Delete.
The site will prompt you for confirmation. Click OK to finalize the deletion.
