What is the Document Manager?

The Document Manager allows you to create documents that can be shared amongst users, coworkers, or students. This feature is used directly in conjunction with the Free Text Questionnaire feature as it collects all of a user’s answers from the questionnaire in order to create a document for them which can be easily accessible within your app.

These features can be used for a wide variety of document types, but in this article we’ll use the example of workplace safety to give you an idea of how they’re used together. Because the Document Manager and Free Text Questionnaire work so closely together, you’ll need to follow these steps in order for them to function properly. 

Create An Instance Of The Document Manager

If you don’t already have at least one instance of the Document Manager in your app, you’ll need to create one. This is so that you can tie it to the Free Text Questionnaire(s) that you’ll be using to gather users’ answers. Here’s how to create an instance of the Document Manager (if you already have an instance of it in your app, you can skip this section):

Step 1: Go to the Feature Marketplace

Step 2: Locate the Document Manager in the Marketplace

Step 3: Click On The Add (“+”) Button

Step 4: Give it a Title and click “Add” again

This will create an instance of the feature, but in order to access it in your app, you’ll need to either add it to a feature such as the Folder feature, the Side Menu, or the Footer. After you’ve made it accessible in your app you can leave it be for now as you’ll need to set up the Free Text Questionnaire(s) that you’ll be using to gather users’ answers.

Set Up Your Free Text Questionnaire(s)

Next, you’ll want to set up the Free Text Questionnaire(s) that you’re going to use to capture users’ answers. The Free Text Questionnaire is a version of the Questionnaire feature that allows you to include the option for users to enter in their own answers to questions. In this article we’ll go over how to set up the Free Text Questionnaire to communicate with the Document Manager, so if you would like to learn more about how the Questionnaire feature works as a whole, we recommend that you check out our dedicated article on it which you can find here.

Now that you know how to use the Questionnaire feature, let’s go over how to set up the questions in your questionnaires to work with the Document Manager.

How to set up the Free Text Questionnaire to work with the Document Manager

When you’re setting up the questions for your questionnaires, you’ll see a section at the bottom of the page called the “Answer Template”:

In this section you’ll need to fill out how you want user’s answers to display in the document that’s created in the Document Manager feature. Using a workplace safety quiz as an example, we have the following question:

In the “Answer Template” field we’ll put the following text:

When the user answers the question their answer will replace the {answer} in the text that was inputted into the Answer Template field. So if a user selected “7-9 hours” for that question once they’ve completed the questionnaire the document will show their answer like so:

You’ll need to do this for all of your questions in that questionnaire as this is where you’ll dictate how users’ answers are displayed in their documents. Once you’ve set up all the questions that you want to ask in the questionnaire, you’ll need to pair it with the Document Manager that you want to use to compile those answers in.

How To Pair The Free Text Questionnaire With the Document Manager

Now that you’ve created your questionnaire, you need to pair it with the Document Manager that you’re going to use with that questionnaire. While you should only need to use one Document Manager in your app, this is extremely important to do especially if you have multiple Document Manager features in your app. 

To pair the Free Text Questionnaire to the Document Manager go to the “Settings” tab at the top of the Feature Editor:

Once there go to the “Action Items” tab

Next, select the “Add Action Item” button and an action item will appear.

After that’s done click “Edit Action/Link”:

A window to “Add/Edit Action” will appear. From the top drop-down menu, select “Link to App Content”:

In that same window you’ll see a search box where you’ll type in the name of the Document Manager feature that you created:

In the search results, select the Document Manager feature and click “Save”.

This will ensure that your questionnaire will point to the correct Document Manager feature in the case you have multiple Document Managers in your app. Now that the Free Text Questionnaire is set up and paired with the Document Manager feature, we’ll go over the Admin side of the Document Manager.

How To Set Up The Document Manager

Let’s go over the different sections of the Document Manager Admin control panel:

Language Settings

The Language Settings section allows you to change the verbiage of the various phrases used within the Document Manager:

If you choose to change any of these phrases, make sure to click the “Done” button in order for those changes to take effect.

Categories

The Categories section is where you set up all of the Categories and Subcategories that help organize the different subject matters that users can create documents of.

Here’s how to create a Category:

Step 1: Click the “Add Category” Button

Step 2: Give it a Name and an Icon

You will be taken to the “New Category” page where you’ll need to give the Category a Name and an Icon, both are required.

Step 3: Select “Add Subcategory”

After you’ve given the Category a Name and an Image you’ll need to add at least one Subcategory to it. Every category requires at least one subcategory, otherwise it will not show up to users.

Step 4: Give your Subcategory a Name

Once you’re in the Subcategory page you’ll need to give it a name which is required.

Step 5: Select “Add Questionnaire”

Now that you’ve given your Subcategory a name, you’ll need to assign a Questionnaire to it. This is why we recommend you set up your Questionnaires before you set up your Document Manager.

Every subcategory requires at least one Questionnaire assigned to it, but if you have more than one Questionnaire that fits that Subcategory’s subject, you can assign multiple Questionnaires to that one Subcategory.

Step 6: Click on “Add Feature” and Assign the Questionnaires to that Subcategory

When you get to the Add Questionnaire page, click on the “Add Feature” button.

When you click on the “Add Feature” a list of features will appear where you can choose the Questionnaire(s) that you’d like to apply to that Subcategory. 

After you’ve selected the Questionnaire(s) that you’d like to assign to that Subcategory, click “Apply”

Step 7: Click “Save” at the bottom of the Add Questionnaire page

Congratulations! Your questionnaire has been added to your subcategory! 

Step 8: Click “Save” at the bottom of the Add Subcategory page

Congratulations (again)! Your subcategory has now been added to your category!

Step 9: Either add another Subcategory or click “Save” at the bottom of the New Category page

Now that you’ve set up a Subcategory, you can either add another Subcategory to the Category, or finish by clicking the “Save” button at the bottom of the page.

You can always add, edit, or remove Subcategories from the Category at a later time.

You’re done! You have created a new category! As we mentioned before, you can assign multiple Questionnaires to a Subcategory, so keep that in mind when setting up the Document Manager. 

Using our work safety example, let’s say you have the Category of “Work Safety” with the following Subcategories:

  • General Safety
  • Electrical Safety
  • Construction Site Safety

Within the “General Safety” Subcategory you could have a couple of Questionnaires of general work safety topics, and more specific Questionnaires in the other Subcategories. Next let’s go over how your users interact with the Document Manager in your app.

How Users Use The Document Manager In Your App

When users open the Document Manager for the first time it will look a little empty:

From this screen they can either create a new Entity or search for pre-existing ones that have been created by other users over time. An Entity is what houses the documents that users have created from the Subcategory that chose in the New Entity creation process.

To create a new Entity or search for a pre-existing one, users do this by clicking on the green “+” button:

Which will display this window:

Creating A New Entity

When a user wants to create a new document they’ll fist tap on the “Create New” button.

This will take them to a screen where they can give the document a subject:

They can either set this as Public or Private. If they set it as Public, then users will be able to locate it when searching in the Document Manager, but if they set it as Private, only they and those that they choose to share it with will have access to the document.

Once they have filled out this information they’ll click “Next”:

This takes them to an address screen where they can include an address in the information of that document, though this isn’t required.

Once they are done with this screen, they’ll tap “Next” again. Doing so will take them to a screen where they’ll see all of the categories that you’ve set up for the Document Manager:

After they select a Category, they’ll then be asked to select a Subcategory:

This will create a new Entity. As the user creates new Entities they will see them appear in the Document Manager’s Home Screen:

Creating A New Document In That Entity

Now that the user has created an Entity, they can begin creating documents in that Entity. To do this they will first tap on the Entity that they want to create a document in:

Once they’re in the Entity they can tap on the green “+” button to create a new document:

This will take them to a screen where all of the questionnaires that were assigned to the Subcategory that the user pointed the Entity to:

Once the user taps on a questionnaire they will then go through the process of taking the questionnaire. After they’ve completed the questionnaire they’ll be brought to this screen where they’ll see all of their questionnaire answers compiled into a document:

They have the option to upload an image that will be associated with that document above in this field:

Once they’ve completed their review of the document they’ll tap on “Save” which will save that document to the Entity. To return back to the Entity all they need to do is tap on “Go Back To Home”:

Whenever they want to view these documents again, all they’ll need to do is tap on the Entity which will bring them to all of the documents associated with that entity.

If they set the Entity as Public, then other users will be able to search for that Entity using the Search option. If they set it as Private, then only that user, and anyone that they choose to share it with will have access to it. If a user wants to change the Entity’s status, share it, edit it, or delete it they can do so by tapping on this icon:

Searching For Other Users’ Entities

When a user wants to follow other users’ entities they will tap on the green “+” button, then they’ll select “Search For Existing”:

This will take them to the search page where they can search for other users’ entities:

Once the user locates the entity that they’d like to follow all they need to do is tap on the blue “+” button to the right of the entity that they want to follow:

After they have selected the entity that they’d like to follow they’ll see those entities under the ones that they’ve created in a “Following” section:

Following an Entity will allow a user to see additional documents associated with that entity as the entity’s creator adds them. If a user would like to stop following an entity all they need to do is tap on the entity that they want to unfollow:

Then tap on the blue “-” button in the top right corner of the Entity:

They’ll then be asked to verify that they want to unfollow the entity:

This will remove that entity from the “Following” section of the Document Manager for that user.

Congratulations! You now know how to set up the Document Manager feature and how it’s used in your app. If you would like to get in contact with one of our App Specialists to learn more about adding this feature to your app, we encourage you to reach out to us at:

sales@buildfire.com

Where one of our App Specialists will be more than happy to discuss this with you.

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