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FAQs

Introduction

This article is meant to assist you with your extendedReach “Shared Forms and Files”.
If you have a question not addressed here, you can search at the bottom of this article in
Related Topics or you can Contact Support.

Explanation and Purpose of “Shared Forms and Files”

“Shared Forms and Files” is a centrally located space for staff to access resources including web links and files. This single location storage allows for simplicity and accuracy when updating forms and files.

Accessing “Shared Forms and Files”

From your Workspace, “Shared Forms and Files” is located within Resources under Summaries on the left side of screen.

Image: “Workspace to Shared Forms and Files Screen”

Within “Shared Forms and Files”, click on “Expand All”. Or click on the small plus symbols to expand files or links individually.

Image: “Shared Forms and Files Access Screen”

Once expanded, the Shared Form or File Screen can be opened by clicking on the blue hyperlink under “Title”:

Image: “Shared Forms and Files View Screen”

Once expanded, the file or link can be downloaded by clicking on the blue hyperlink paperclip icon next to the title of the document under “Title”:

Image: “Shared Forms and Files Download Screen”

Adding a form or file to “Shared Forms and Files”

A User who wishes to Add a Shared Form or File must have the appropriate Security Settings to do so. To allow access, an Agency Administrator will check the “Manage Forms and Files” option under Security within a User ID. For more support with User IDs see Related Topics

A User who needs additional selections within the drop-down menus should notify their Agency Administrator. The Agency Administrator will find “Shared Category Files” under “Keywords”/“Other” within Organization Settings”/“Organization Preferences”.

From “Shared Forms and Files”, click on “Add Shared File”.

Image: “Shared Forms and Files_Add Shared File Screen”

In the General Tab, type in the Title and select a Category from the drop-down menu.

Image: “Shared Forms and Files_Add Screen”

Still in the General Tab, select the Type from the drop-down menu.

Image: “Shared Forms and Files_Add Screen”

Attach documents by clicking on the paperclip symbol.

Image: “Shared Forms and Files_Add Screen”

Double click on the file you wish to attach.

Image: “Shared Forms and Files_Attach File Screen”

With the new file attached, click on Save.

Image: “Shared Forms and Files_Save Attached File Screen”

Deleting a form or file from “Shared Forms and Files”

Should you wish to remove a form, file or link, simply click on the blue hyper-linked title.

Image: “Shared Forms and Delete Attached File Screen”

Click on Edit.

Image: “Shared Forms and Delete Attached File Screen”

Click on the trash can icon in the upper right-hand corner of the “File Attachment” screen.

Image: “Shared Forms and Delete Attached File Screen”

Click on Save at the top of the screen.

Image: “Shared Forms and Delete Attached File Screen”

Now there are no files or links attached to this Title, however the Title remains.

Image: “Shared Forms and Delete Attached File Screen”

Should you wish to delete the title as well, click on the title. Select delete and “OK”.

Image: “Shared Forms and Delete Attached File Screen”

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