Libraries

Compile and organize your company's crucial documents

Overview

The Libraries module in the Admin Portal is designed to make it easy for users to store, organize, and manage company documents, forms, and resources. Within this module, admins can create and configure various libraries to store crucial company documents. Users can easily access important resources like company forms, policies, and department-specific information.

All Libraries Tab

The All Libraries tab is the central hub for viewing and managing all active libraries on the site. Each library entry includes the library's name and description, providing a quick overview of its contents. Admins can easily activate or deactivate each library using the enable/disable toggle. For organizing content, the Manage Categories option lets admins create and manage categories within a library. The View Library option opens the library for browsing and adding items. Additionally, the three-dot menu offers further management options, including editing, deleting, managing auto-governance settings, and adding the library to the left-hand navigation for quicker access. This tab simplifies the process of managing all libraries in one convenient place.

Creating a New Library

To create a new library, click the Add New Library button located at the top right of the screen.

From the New Library pop-up menu, enter a Name (up to 100 characters) and a Description (up to 500 characters) for the library. Then, select an Icon and Color for the library.

For Library Type, MangoApps supports two types of library spaces:

Mixed Content: This library supports items such as forms, files, posts, wikis, links, and condition-based links.
Images & Videos: This library supports media formats including JPEG, JPG, PNG, SVG, MPEG, and MP4.

Choose the space which best fits then content to be contained. Due to the nature of the library spaces, file types cannot be combined between the space types.

View Mode allows admins to choose the layout for the new library space:

Compact View - Shows the library item title. Item description is not shown.
Large View - Shows library item title & description.
Grid View - Shows the thumbnail view of all items in a grid. Best for images and video libraries.

Who can add or remove items in the library?: Select which users can add or remove content from the new library. Options include:

Domain Admins only
Domain & Intranet Admins only
Domain admins, Intranet admins & specific users
Any Network User

Selecting 'Domain admins, Intranet admins & specific users' will bring up an additional look ahead field from which specific users can be entered.

Advanced Options

These options allow for additional customization and enhance the visual appeal of the library hierarchy. Use the toggle switches to enable or disable icon and category icon customization according to your preferences.

Icon image recommended size: 200 x 200 px.

Click Save to create the library.

Managing Individual Libraries

Each library provides options for easy management, including category creation, content viewing, and quick-access setup.

Manage Categories: Create and organize categories within each library. Libraries can have multiple categories to better organize content.

Adding Categories

To add categories, hover over the library, select Manage Categories, then click +Add New Category in the pop-up.

Once satisfied, click Save. Categories can be re-arranged by dragging and dropping within the Manage Categories pop-up window.

View Library: Click this option to view the library as it appears in the User Portal.

Additional features in the three-dot menu allow users to edit, delete, and set automated governance rules for the library.

Edit Library: Modify the library’s name, description, icon, and permissions.

Delete Library: Deleting a library space will permanently delete it and all categories under it from the domain. Linked items in the library will also be deleted. Other item types, like forms, documents etc., will remain where they originally reside and will not be deleted from within the domain.

Manage Auto Governance: Set automated governance rules for the library space.

Copy Library Link: Get a link directly to the library space.

Place a quick-access link to the library in the main navigation menu using custom navigation links.

Enabling/Disabling Libraries

Toggle the switch in the Enabled? column to show/hide individual library spaces. Disabling a library will hide it from the library module and the widget. However, the library can still be shared and accessed via a direct link or added to the navigation.

Tips for Library Management

Organize with Categories: Use categories to organize resources within each library, making content easier for users to find.
Enable Frequently Used Libraries: Only enable libraries that are actively needed to avoid clutter.
Use Left Navigation for Quick Access: Add key libraries to the left navigation for users who access them frequently.

Settings Tab

The libraries settings tab allows admins to change the libraries module label as it will appear in the User Portal. In order to change this label, the Translate module must be disabled within the Admin Portal.

This table also provides the ability to chose the default sort order for items within the module. Click the dropdown menu to choose between: