Who is this article for?

Full Users who want guidance on uploading documents to the Assurance Document Library.

Full User Type is required. Only a Full User with Create Document Rights can upload documents.

1. Assurance Document Library

The Document Library in Assurance can be used to store your organisation's documents online. Office file types can be uploaded. Documents can be accessed by anyone once Public Link Documents are enabled in the Organisation settings, and the selected document has been set to Publicly Downloadable.

2. Allowing Public Links to Download Documents

Follow these steps to allow documents you upload to be publicly downloadable outside of Assurance.

1. Select Administration on the navigation menu.

2. Select the Organisation button, under the General section.

3. Select the Edit button and select the Allow Public Links to download Documents box.

4. Select the blue Update button to apply your changes.

3. Uploading Documents to the Assurance Document Library

Follow these steps to upload documents to the Document Library in Assurance.

1. Select Resources on the navigation menu.

2. Select Documents from the dropdown menu.

3. Select the Upload Documents button.

4. Drag and drop your file to the area in the Upload Documents modal or select the Add Files button and select your file.

5. Select the relevant Document Category. This may match your subscribed modules that relate to the document (e.g. Registration, Child Protection, Student Duty of Care).

6. Select the Start Upload button to upload your file.

4. Setting a Document as Publicly Downloadable

1. Select the Key link for the document, to navigate to its Details page.

2. Select the Edit button under the Details tab.

3. Select the Publicly Downloadable box and then select the blue Update button to save your changes.

5. Copying the Permalink to a Publicly Downloadable Document

The Permalink allows the link to remain stable when the replace function is used. This means if you use these links in PolicyConnect, when the document is replaced, the links in PolicyConnect will display the latest version.

1. A document's Permalink is displayed under the Details tab. Select the Copy button next to the Permalink to copy it to your clipboard.

Using the Permalink
When viewing a document, it will be displayed using an S3 pre-signed link. You must use the Permalink as displayed in Assurance to access a publicly downloadable document. When sharing a document, ensure that you use the document's Permalink by selecting on the Copy button and pasting it in full. Users will not have access to the document if you share the S3 pre-signed link with them.

2. This link can be added anywhere externally that accepts a hyperlink. If the document is publicly downloadable, it can be accessed by anyone who clicks on it. If the document is not publicly downloadable, they will need to login to Assurance to access it.