Document library

Who can do it

The Director, the Librarian and the Tenant Admin keep the library, in Manage › Document Library: they create the top folders, upload, and decide who sees and who edits each folder. The Director and the Tenant Admin are asked to Confirm it's you before Manage opens (see Confirm it's you).

When a folder gives edit rights to a group, the members of that group manage that folder from Resources › Documents: subfolders, uploads, renaming, order, deleting. They can't change who sees it.

Every member browses the folders they may see, reads and downloads the documents, and acknowledges the ones they are asked to.

The library only shows when your choir has the Document library feature switched on, in Manage › Settings › Features. Your choir may also have its own roles, under other names, that allow the same.

How to

Build the library

1. In Manage › Document Library, tap New folder for a top folder. Inside a folder, the same button makes a subfolder.
2. Open a folder and tap Upload. Pick the file, check its title, description and format, and tap Upload.
3. Tap Folder details to Rename the folder, Move it, or choose its Document order: Manual, Name or Newest. With Manual, tap Reorder to drag the documents.
4. Open a document and tap Edit under Details to change its title or description, or move it to another folder.
5. To delete one document, open it, tap the More button (three dots) beside its title, then Delete document, and confirm. You need the right to delete documents, or to edit its folder.
6. Delete folder deletes its subfolders and documents too. Tounes tells you how many and asks you to confirm.

Choose who sees and edits a folder

1. In the folder details, under Access, tap Choose groups beside Who can see. With no group, it's Everyone in the choir.
2. A subfolder can narrow who sees it, never widen it: Tounes shows Also limited by a parent folder. Members who can't see a folder don't see it at all.
3. Beside Who can edit, choose the groups that may manage it. With none, it reads Directors only. Tounes warns you when a group can edit a folder it can't see.

Ask members to acknowledge a document

1. Open the document. Under Acknowledgement, tap Edit and switch on Members must acknowledge it.
2. Choose Who must acknowledge it: the whole choir, a section or a group (active members only), and a due date or No due date. Tap Save. Everyone you name must be able to see the folder.
3. Members find it on Home under To acknowledge.
4. Replace file publishes a new version, which its audience acknowledges again. Earlier sign-offs and files are kept.

Read, download, acknowledge (every member)

1. Open Resources › Documents and open the folders. A search finds documents in every folder. Home also shows Recent documents.
2. A PDF opens right in Tounes. Another format opens outside the app: tap Download.
3. Asked to acknowledge? Open the document first, then tap Acknowledge. Your sign-offs show above it, with their dates.

On the web and in the apps

On a computer, Download opens a new browser tab that saves the file to your Downloads folder. If a pop-up blocker stops it, Tounes says "Could not open the download.": allow pop-ups for Tounes and try again. In the iPhone and Android apps, the phone's browser downloads the file. On a phone, a link to a document opens the Tounes app when it is installed.