How to Upload and Organize Documents

Learn how to use the Govenda document library to upload, organize, replace, and manage your board materials and files.

Accessing the document library

Go to Documents in the navigation menu. You'll see your organization's folder structure.

Creating folders

1. In the Documents area, click New Folder or Create Folder.
2. Enter a folder name.
3. By default, folders are visible to all users. To limit the folder to specific groups, enter the groups into the Limit to Specific Groups area.

4. The folder will be created within your current location.

   

Uploading a document

1. Navigate to the folder where you want to upload the file.
2. Click Add Files.
3. Choose Upload a File and 
4. The file will be uploaded and converted for viewing.
5. If Native File Storage is disabled, Word, PowerPoint, and Excel files will be converted to PDF.

Supported formats: PDF, Word (.doc, .docx), Excel (.xls, .xlsx), PowerPoint (.ppt, .pptx), images (.jpg, .png, .gif, .bmp, .tiff).

Maximum file size: 1 GB for general documents.

Replacing a file

If you need to update a document with a newer version:

1. Navigate to the file you want to replace.
2. Click the 3-dot menu and select Modify.
3. Click the Replace document button.
4. Upload the new version.

Note: If the file is currently being edited in Office Online, you'll see "Latest file is currently being edited, and cannot be replaced at this time." Wait up to 30 minutes for the lock to release. 

Organizing documents

• Move documents between folders by clicking the 3-dot menu and selecting Move. Expand the folder structure and select the destination folder. 
• Rename documents by clicking Modify and editing the file's details.

Notifying Users of New Uploads

1. Select the file(s) you want to notify about.
2. Click the Notify button from the toolbar.
3. Select the groups or users who will receive the notification.
4. Enter a custom email subject and body for the notification.
5. Click Send Email.

Note: You can only select files to notify users about. If you are unable to click the Notify button, you may have a folder selected.

Tips

• Password-protected PDFs can be uploaded but may cause issues in board book compilation — consider removing the password before uploading.
• Keep files under 1 GB — larger files may fail to upload on slower connections.
• Don't navigate away from the page while uploading — the upload may fail.