Rock U - Documents - Entity Documents

Transcribed Video Content

Signed forms, paperwork, and certifications. It's easy to have a bad habit of storing these sorts of things in email and other places. Using entity documents in Rock, you can pick documents that attach directly to an entity a person, a group, or more, and then everything will fall in the right place. Let's look at how to set up entity documents now. To get started with entity documents, we'll head to admin tools and then click settings, start typing document and document types will pop up. Now we've got a few of these document types set up already. If you wanna create a new one, you'll simply click this plus button, but let's look at one that's already been created. First of all, you can limit these document types who they're available to with security. That can be really helpful if there's a type of document that's sensitive. But let's look at the meeting information document type. And right off the bat, you can see this is a group document. We're gonna click edit, and here's what it'll look when you're editing or adding a document type. We've picked a name for it, a file type, which this just determines what kinds of files can be uploaded here. We just want it to be anything. Then this is very important, you can pick from any entity in Rock to decide what this document will be attached to. So you'll probably commonly add group or person documents, but you can pick from all sorts of entities. In this case, we'll do group. You can pick whether the file that's added here is going to be determined as an image. You can pick whether it's manually selectable, meaning that, the document type, if it will be an option when manually adding or editing documents for the entity, you can pick the icon CSS class, whether it's custom or you pick from our icon picker between all kinds of tabular icons, then you can pick the max number of documents that can be added for an entity for this document type. In addition, you can, in the advanced settings, if you wanna get really specific about where this document can be added, You can pick an entity qualifier column. In this case, it could be group type ID, for example, and you can pick a group type ID that you want to be allowed to add this document type to. You can also use Lava to get really specific about what this document name looks by default using merge fields and things that. So it can take the context of the group in this case to make a really rich personalized name for the document. We're going to cancel here, and we have this document type set up. I'll show you where we can view it. We'll go to group viewer under people, and we already have a document block set up. This won't be here by default. I'll show you how to add it. If you go to the admin toolbar, you can click the page zones button. We're just adding it to section a down here. If you click on it, you just click plus. Then in page type, you just search for documents, and you'd save this. Now once that pops up, there's another bit of configuration you'll want to do because if you don't have the context set up, nothing will pop up here. So in the block settings for documents, you'll wanna go down to context and make sure the entity type is set to group, meaning it will be pulling the information about what group you're looking at and it can use that information to, attach documents. So now we have the block set up here. As you can see, we've added documents before. You can easily view what that document looks , download it, secure it if this specific document is sensitive, and you can also easily delete documents this. Then whenever you want to add a new one, just click plus. And for document type, we'll pick meeting information, which is what we just looked at. Let's just name this document meeting. You can pick a description if you'd , then you can click to select file or you can drag one in. I'm just gonna pick our meeting document, save, and you'll see there we go. Now we have a document attached to this entity. Super helpful. Now I'm gonna show you another way out of the box in Rock that you can attach documents to the most commonly used entity, which is people. So we are going to go look at Ted Decker's profile. And you'll notice when this loads up, the person profile has a few different tabs up top, and these all come out of the box. There's actually one named documents. And if you click on it, what this tab is actually doing is showing signature documents and entity documents that are connected to the specific entity. So in this example, we have Ted's ministry document, a letter of recommendation for Ted Decker, and this block looks pretty similar to the group block, but we're just getting documents that are specifically for Ted Decker. We can also easily add one if we already have a, document type for the entity of person set up such as a giving statement. You can easily name it, and you can add a document here and then attach it to Ted's profile. Documents belong on the record, not in some folder somewhere. So make sure to start setting up these document types and you will be able to store things in a place where people can actually find them.