Managing Resources (Video)

The following is a transcript of the video guide:

I’m going to walk through the managing resources portion of the KPA EHS website, so this is what it looks like for an administrator of a KPA EHS account to go in and upload documents like PDFs and Word docs and spreadsheets and PowerPoint presentations and whatever you need to upload for your employees to have access to within the system.
First we’re going to go to the KPA EHS homepage that I have logged into.
Just so you know what we’re editing and looking at here, on the left, employees, managers, pretty much everybody is going to have access to view this Resources link over here.
If I click on Resources, it is going to show me a breakdown of the categories at the very top.

I can view all categories or I can view resources listed by categories, which are basically like folders.
Then I can view the resources within those.
I see the resource name, what the version number is for the current resource.
If it’s been updated four, five times, its version 5.0 right here; and then when it was last updated over here is listed on the right.
This is an employee look at the resources.
Then whenever they are ready to view one, they click view, it’s going to download it and then open it on whatever their default reader is on their computer.
This is a PDF, and so for me, it opens up in the same browser window.

That’s what the employee look is like for the system.
Now I’m going to go to into the Control Panel, and since I’m an admin and I’ve been given permission in the Roles & Permission system, I can actually see a Resources button within the Control Panel.
I will click on that, and then what it’s going to do is it’s going to list all of the resources that I have within the system.
I can actually, if I want to, change the order that they show up in here.

I’m going to open up that other page that we were looking at, and I can see that JSA is at the top, and then we have New Hire Orientation.
I may say, really, New Hire Orientation ought to be at the top, I’ll drag it by the handle right there, move it up and then let go and save it.
Then now you can see that whenever I go back to this page, New Hire Orientation is listed at the top.
That’s how you choose the order of your resources.

But by default, when a site is new and you haven’t set anything up yet, this will be a blank page.
The first thing that you would want to do is go set up these categories by clicking Categories right here.
Again, the Categories are these basically folders that sit at the very top and let you group resources by their type.
You can make these be whatever you want, so in this demo, I have a Health & Safety category, Operational Procedures and then a Forms & Documents.

I could add a new category and just so it’s obvious that this is the one I created, I’ll call it My New Category.
Then I can choose what roles are able to view these documents.
I may just want it to be Admin only.
These are maybe sensitive documents.

Or I can make them viewable for everybody, and that’s what I’ll do, I’ll have them visible for everybody.
Now I’m going to go, once I hit Save, My New Category is listed right there.
If I refresh this page, I still don’t see it because I haven’t added any actual resources.
I just basically have an empty folder sitting right there.

I’m going to go ahead and show you what it looks like to edit one of those real quick.
Say I wanted to change what roles had access to that, I could actually just change it over here and hit Save, and that’s how you go in and edit a category But basically, you’re going to create two or three or four categories and then you probably won’t touch them again for a long time.
Back to my Resources page, this is the page where I can go in and actually upload resources or edit these resources.
I’ll start out by uploading a new resource into our new category that we created.

The new resource, I’m going to go ahead and attach it right here.
These are the different types of files that you can attach.
I will go to my Resources folder listed right here and we’ll have a Best Practices resource that we’re going to upload.
I will upload it right there.

Now it’s been uploaded to the site.
I can click it if I want to view it to remember what I upload right there.
Then I can just enter the information about these resources.
I’ll have it be called Best Practices and that’ll be the name that will show up on the website.

I’m going to assign it to My New Category.
I can choose whether this resource is available off-line or not.
When an employee installs the app, and I can make it where one of the first things the app does in the background, if it is on a Wi-Fi connection, it’ll actually go ahead and download this PDF so that later, if the employee is in a place where he doesn’t have Internet access and he needs access to this document, it would be downloaded for him and available off-line.
Within the app, the employee can actually view.

There’s a little checkbox that’ll show up next to all the resources that have been downloaded and available off-line on their device.
This isn’t a very important document, and I don’t want to fill their phone up with a bunch of data that is not necessary, so I’m not going to have this one be available off-line.
Then I’m going to enter the version number.
This is first first one I’ve done, so I’ll just call it version 1.

It was created, let’s say, on August 7, and then I’ll just say this is the first version to describe the changes.
That’ll make more sense in just a second.
I’ll hit Save right there, and now my new resource is right there sitting at the top, ready for me to put it wherever I want.

It’s not top worthy, and so I will click it and drag it, and I’ll just move it part of the way down the page here.
Now if I go back to my Resources page and refresh it, I can see, now I have My New Category showing up right there.
I could change the order of those categories as well in that category page.
If I click on that, sure enough, I can see my new Best Practices document version 1.0 that was updated on August 7 listed right there.
That’s what it looks like to create new resources.
You may also find yourself where you need to upload a new version, maybe there’s a new version of the New Hire Orientation that they added a section to or fixed some typos or whatever.
I will click on Edit right there, and then I could change the title of this document, change what category it’s in, make it available off-line, but I could also update the document and add a new version.

I would just attach a file right there, like we did before.
I would list what the new version is, so maybe this is version 1.5.
I would choose what date this version came into being, or came active, and then I can describe what the changes were.

We can say “Added section 4.8 and 5.3,” or whatever it is that changed in the document.
Then whenever I hit Save, that new version is what will be available to everybody instead of the current version, which is 1.4.
Describing what the changes were is what is useful in this log, so you can actually view a log, a revision log of the resources that you have within your account.
I can see chronologically what were the changes and updates made.
The latest update was, this Behavior Based Safety document was updated by Jana Diaz, and I can see the version that she uploaded and what the description of the change was right there.

Whenever you’re creating these resources for the very first time, it is likely they you’ll have 20 or 30 or 50 or 100 resources and doing them one by one can be a little taxing.
We have a upload multiple option as well.
I’ll click on the add multiple, and basically, you can add multiple resources in one category.
If you want to do a few categories, you would just do this a few times, two or three times.

Right now, in our new category, I’m going to add some new files.
I could drag-and-drop my files into this box right here, or I can just click the box and it will take me to my file picker.
I’ve already uploaded Best Practices, so now I’ll upload my other documents into this category.
Right away, it starts uploading them.

Once they’re done spinning, now they’re done uploading, I could click to view them.
Then it’s going to use that file name for the actual file to name the resource right there.
Then I can hit Save or if I decided this wasn’t a very good name, I could add more information on the name right there or rename it altogether.
I could also delete it and say that one really shouldn’t have been in there in the first place.

I didn’t mean to upload that.
Then I’ll hit Save, and now we should see four new documents in our Resources section, in My New Category.
I’ll click there, we’ve got our original Best Practices, and then we’ve got our new ones there.
Then of course, you can go in and manage those resources however you’d like, changing version numbers and whatever you need to do.

That should give you a quick idea of what it looks like to manage and view and edit the resources and categories and logs.
If you have more questions, definitely check out the other guides in the video section or feel free to contact us and we can definitely help out as well.