Once the sync with SharePoint / Google Drive is active, you can manage the imported folders through the Documents tab.
Important: Existing document viewing permissions set in Sharepoint or GDrive are not taken into account. So you need to set permissions again in the Spencer back-office.
Accessing connected document libraries
Under the Documents tab, you will find a list of the connected document libraries (If you don't see your document library, ask your IT team to setup the connection (setup info can be found here). When you select a document library, three options will appear: Details, Audience, and Search.
1. Details
In the Details section, you can restrict the folder to a specific division and choose the available languages for that folder.
2. Audience & Search
The Audience section allows you to set folder permissions and add additional folders as needed.
The Search section enables you to search for specific documents within the folder. Here you can create share-links to documents which you can share with your employees.
You can also do this in the front-end of the platform however by visiting the documents tab in your app itself and click the share button over there.
Users will always require access to your app in order to view the documents. So it is a safe way to share files.
Document access is always read-only from Spencer
3 options
Public : this folder (and all subfolders!) will be visible for all users in your platform
Restricted + set audience : This folder (and all subfolders!) will be available for the users in your target audience only
Private : Set specific folders on private to hide them from the platform. This is useful if you want to share higher level folders but hide one of the underlying folders.
You can target your document library also by language via the details tab.
This will only show your documents to users who have set their language to your selected doc library language as well. This can be interesting if you don't want to overload your employees with many version of the same policy in multiple languages.
Publications & Documents
When creating an article, you'll find a dropdown menu under the attachment field that displays documents from the linked document library. Please note that the sync is one-way. This means that while you can select documents already available in SharePoint or Google Drive to attach to your article, any new documents or attachments you add that aren't already stored in these platforms will not be automatically uploaded to either SharePoint or Google Drive.
Important: The permissions and restrictions set for documents are only applied under the Documents tab visible to end users on the web interface. However, when you attach a document to a news article, the targeting parameters of the news article are leading. Example: if your document is targeted in the Document tab to “Marketing team” and you attach this document to a news post sent to everyone in the organization. The document will be accessible to everyone in the organization via the news post, and only for the marketing team in the documents tab.