OutreachSystems

Note: If you're looking for detailed instructions on the mechanics of uploading and managing attached documents, see the FAQ titled How do I upload and manage attached documents?. But if you're looking for information specifically on the many options of making these same attached documents available to eCenter users, you're in the right place!

WebCATS allows you to upload and store attached documents in several places:

• Client records
• Conference records
• Center records
• Dashboard

In addition, all of these types of attached documents can be made available to eCenter Direct users. Whether or not a document is posted to eCenter is dependent upon the selection made in the eCenter Availability field that is available whenever you upload or edit an attached document, as shown in the next graphic.

As discussed in the next four sections, the eCenter availability options, as well as where the document can be found on eCenter, varies depending upon where in WebCATS the document was uploaded from.

Posting Documents to eCenter Direct from Client Records

When you choose to attach a document to a client record, there is only one option for making the record available on eCenter and it is titled "Available to client". When you choose this option, all logged-in contacts associated with that client record will have access to the document. Documents posted to eCenter from client records are displayed on eCenter's "Library of Documents" page.

Posting Documents to eCenter Direct from Conference Records

When you choose to attach a document to a conference record, there are four options for eCenter availability, listed next in order of least to most restrictive:

Available to any eCenter user	Choose this option if you want the conference materials to be available to anyone browsing eCenter's training events calendar.
Available to any logged-in eCenter user	Choose this option if you want the conference materials to be available only to logged-in eCenter users (i.e. users that have a contact record in your WebCATS database).
Available only to conference attendees with a status of "Attended" or "Registered"	Choose this option if you want the conference materials to be available only to those logged-in eCenter users who are either listed as "Attended" or "Registered" in the conference record's attendee list.
Available only to conference attendees with a status of "Attended"	Choose this option if you want the conference materials to be available only to those logged-in eCenter users who are listed as "Attended" in the conference record's attendee list. In other words, you intend for the materials to only be available after the event has taken place.

Documents posted to eCenter from conference records are displayed wherever the event detail is found. For example, for a logged-in user who recently attended an event, any attached documents can be found from the contact's private "Your Events" listing, as shown next.

Posting Documents to eCenter Direct from Center Records

When you choose to attach a document to a center record, there are six options for eCenter availability, listed next in order of least to most restrictive:

Available to public users of eCenter	Choose this option to make the document available to anyone visiting eCenter, regardless of whether or not they have any association with your center.
Available only to logged-in eCenter users	Choose this option to make the document available to any user that is logged in to eCenter (i.e. has a contact record in WebCATS)—even if the user is not associated with a client record in WebCATS.
Available only to logged-in clients	Choose this option to make the document available to only those logged-in users whose contact records are associated with client records (not pre-client records) in WebCATS.
Available only to logged-in active clients	Choose this option to make the document available to only those logged-in users whose contact records are associated with active client records in WebCATS.
Available only to logged-in inactive clients	Choose this option to make the document available to only those logged-in users whose contact records are associated with inactive client records in WebCATS.
Available only to logged-in pre-clients	Choose this option to make the document available to only those logged-in users whose contact records are associated with pre-client records in WebCATS.

In addition to the six availability options found in the eCenter Availability field's drop-down menu, there is one other decision you must make when posting documents to eCenter from center records: whether or not logged-in users belonging to other centers in your program (assuming there are any) will be allowed to access the document. If you deselect the Allow eCenter users from other centers to access this document? checkbox, then only logged-in users whose contact records are owned by the center record will see the document.

As with documents posted from client records, all documents posted to eCenter from center records are displayed on eCenter's "Library of Documents" page.

Posting Documents to eCenter Direct from WebCATS' Dashboard

WebCATS administrators have the ability to attach documents to the dashboard that WebCATS displays immediately upon login. These documents can also be made available on eCenter using the same six options available for center records. As with documents posted from client and center records, all documents posted to eCenter from the WebCATS dashboard are displayed on eCenter's "Library of Documents" page.

For detailed instructions on the mechanics of uploading and managing attached documents, see the FAQ titled How do I upload and manage attached documents?.

Want more? Browse our extensive list of WebCATS FAQs.