Document & Note Management: FAQ's

DOCUMENT FAQ's

What does the Document Management functionality cover?

The Document Upload functionality covers the below:

  • Ability for admins to add Document Upload sections to registration forms
  • Ability to upload profile picture via registration form
  • Ability to upload documents via registration form
  • Ability for admins to upload documents to member records 
  • Ability for admins to upload documents to organisations
  • Ability for admins to manage uploaded documents

What size does the profile image/photo have to be?

The recommended image size should be 200pixels x 200pixels and no bigger than 3MB.

What formats are accepted?

The document uploader allows you to upload a file in PDF, JPG or PNG formats only.

What is the maximum size a file can be?

The maximum file is no more than 5MB.

What types of documents can be uploaded for a Member?

The type of documents that can be uploaded are:

  • Birth Certificate
  • Passport
  • License
  • Medical documents
  • Certification
  • Qualification
  • Other

What type of documents can be uploaded for an Organisations?

The type of documents that organisations can upload are:

  • Bank Account
  • Insurance
  • Certification
  • Application
  • Other

What does editable/viewable by "Only this Organisation" mean?

When an administrator uploads a document to a members profile or an administrator edits a document that was uploaded by a member via the registration form, if they set the document to be editable/viewable by THIS ORGANISATION ONLY it means that only the organisation that included these document upload fields on the form can view/edit/delete the document that was uploaded.

For example, if the national creates the registration form that is shared down to state and club level but the club chooses to ask members via the form to upload a document and then adjusts the setting to be ONLY THIS ORGANISATION, then only the CLUB will be able to see these documents - it is their field- the national and state will not be able to.

If this option is selected when selecting who it is viewable by, then the editable by field will automatically default to the same.

What does editable/viewable by "any Organisation in the Hierarchy" mean?

When an administrator uploads a document to a members profile or an administrator edits a document that was uploaded by a member via the registration form, if they set the document to be editable/viewable by ANY ORGANISATION WITHIN THE HEIRARCHY it means that any organisation in the heirarchy can view/edit/delete the document that was uploaded.

For example, if the national creates the registration form that is shared down to state and club level but the club chooses to ask members via the form to upload a document and then adjusts the setting to be ANY ORGANISATION IN THE HEIRARCHY then the national, state, association in within that clubs hierarchy can see these documents. 

If this option is selected when selecting who it is viewable by, then you can choose either option when selecting who it can be editable by.

Note: this option is defaulted when a document is uploaded via the registration form.

Is there a limit on how many documents can be uploaded for members/organisations?

There is no limit of how many documents you can upload, however we recommend only uploading the necessary documents needed and delete old ones (previous seasons/years) that are no longer needed to ensure the most recent documents are stored.

Can I add more than one document upload question to the registration form?

Yes, you can have as many document upload questions added to the form as needed. Just make sure you create each document you need uploaded as a different question, as only one document can be added to a question.


MEMBER NOTE FAQ's

I can't view/edit/delete a member note. Why?

If you are unable to view/edit/delete a member note this may mean that the organisation that added the note has set this permission to only be viewed at their level and not higher/lower level so please speak to the organisation directly and they can change the permission or explain why it is set that way.

Is there a limit on how many characters can be used within member notes information?

No, there is no limit of characters, when inputting information into the member note text box - there is a limit of about 30 characters for the note title, however so keep this as basic as possible.

Can members add notes within a registration form?

No, this is more of an admin process if they need to add information against a members profile for a particular reason - if you wanted a member to add specific information about themselves then they can do this within the form - it will be best to create a question for this and it can be stored against the profile. If you create a member note question within the form it will not display within this member note section.

Can I report on member notes?

At the moment member notes can only be seen within the member profile and not yet reported on, however this functionality will be available within the coming months.

What does editable/viewable by "Only this Organisation" mean?

When an administrator uploads a note to a members profile, if they set the document to be editable/viewable by THIS ORGANISATION ONLY it means that only the organisation that added these member notes can view/edit/delete the notes..

What does editable/viewable by "any Organisation in the Hierarchy" mean?

When an administrator uploads a member note to a members profile, if they set the document to be editable/viewable by ANY ORGANISATION WITHIN THE HEIRARCHY it means that any organisation in the heirarchy can view/edit/delete the note that was added.