Overview
The Document Library houses files that can be added to any project or attached as part of a response. The following file types can be uploaded to the Document Library:
- Images (BMP, GIF, JPG, and PNG)
- Microsoft Excel
- Microsoft Word
- Microsoft Project
- Microsoft PowerPoint
- Microsoft Visio
- PDFs
- Text Documents
- ZIP
The maximum file size that can be uploaded from local storage is 100 MB. However, files with larger sizes can be uploaded via Cloud Storage.
Note: It’s not possible to upload a duplicate copy of the same file, even if the file is saved with a different name. The system scans the contents and formatting of the file and compares with existing files. If all content and formatting is identical to an existing file in the Document Library, even if it has a different file name, the system will not upload the duplicate copy.
Uploading Documents
To upload documents in the Document Library, follow the steps below:
- Click Documents from the left navigation pane.
- Click the Add Files icon from the top right corner.
Note: If Business Units are enabled, you will be prompted to associate the document with a primary business unit and share it with other business units. - Click Add Files, or drag a file, to add it from local storage. Alternatively, if any cloud services have been enabled, they can be selected from the list on the left.
- The file will then appear in the Document Library.
Note: Files with the link icon indicate that the item has been linked elsewhere within the Responsive app.
Clicking on the link icon will show specifically where the file is linked, such as the Answer Library.
Managing Document Versions
Up to 20 versions of the same document can be uploaded to the Document Library. To upload a new version of an existing document, follow the steps below:
- Click the More Options icon associated with a file and select Upload New Version.
- Click Add Files, or drag a file, to add it from local storage. Alternatively, if any cloud services have been enabled, they can be selected from the list on the left.
- To upload the new version of the document, click Upload Again.
- The new version will then appear from the Manage Versions menu.
At any time, click the More Options icon next to a version and select Make Current Version to make it the current one.
Versions can also be managed by clicking on the More Options icon next to a document and then selecting Manage Versions.
Using Document Library Files in a Project
Documents from the Document Library can be added directly to a project by following the steps below:
- Go to the Project Dashboard of a project, select the Documents tab, then click Add Files.
- Select Document Library from the left menu, then select the checkboxes next to the files to be added. When finished, click Add.
Note: If Business Units are enabled, only files for your business unit will be displayed.
The file will then be added within the Documents tab of that project.
Note: Attachments added to responses within a Project will not also be added to the Document Library.
Other Document Library Features
Preview: To preview a document, click the associated preview icon.
Search: Search for documents based on keywords. Advanced search can be used to search documents based on comments, tags, owners, collections, and more.
Searching Responsive’s Document Library will return images that contain the searched keyword.
Menu Options
The following options are available from the Menu in the top right of the Document Library:
- Bulk Updates: Update business units (if enabled), tags, owners, and collections for selected files in bulk.
- Export Metadata: Metadata can be exported as an Excel file to your local computer.
- Bulk Share: Files can be shared with multiple users.
- Export Used History: Export information describing how the documents have been used within Responsive.