Share documents with the team

In Documents your institution shares files with its people: regulations, circulars, schedules or documents for a single person. Each document has a visibility that decides who sees it, and it can be addressed to one or more ensembles. People find them in “My documents”, on the web and in the apps, as explained in Your documents.

Upload documents

Go to People › Administration › Documents.
Drag the files onto the area at the top or click Upload. You can upload several at once.
In Upload document, check each file’s name and choose its Category and Visibility.
Click a file’s arrow to add a Description and choose its Groupings. If it’s Personal, choose the Recipient there.
Click Upload all.

The documents appear in the list and, from then on, in the “My documents” of whoever can see them. Nobody gets a notice: if it’s important, tell the team.

Who sees each document

Public: everyone with a current contract at your institution.
Permanent: only people with a permanent contract, not those hired for a project.
Management: only the people who manage the institution’s documents.
Personal: only the person chosen as recipient.

If you choose ensembles, only people in those ensembles see it, and someone without an ensemble only sees documents that have none. When someone’s contract ends, they stop seeing the institution’s documents.

On this screen you see all documents. To see only one visibility, use the tabs at the top.

Change a document

One at a time: click the pencil on its row, change what you need in Edit document and click Save. The ⋮ menu also has Rename and Change category.
Several at once: select them and use Actions › Assign category, Change visibility or Assign grouping. Assigning an ensemble replaces any they had. To make several documents personal, change them one at a time: each one needs its recipient.
Delete: in the ⋮ menu on its row, choose Delete, or select several and use Delete selected. It can’t be undone.

To search, use Search by name... or Advanced filters: category, ensembles and upload date. Download downloads the list in Excel: the selected documents or, if you don’t select any, those in the tab and the search.

Copy a document’s link

In the ⋮ menu on its row, choose Copy link. Link copied appears. The link asks you to sign in to Weikos and only opens the file for people who can see it in their list or who manage documents: it can’t be used to share it with someone outside your institution. Send that person the downloaded file instead.

Organise by category

Go to Settings › General settings › Administration › Document categories.
Click Add category, enter the name and choose a colour.
Click Save.

To stop a category from being offered, deactivate it on its row: documents that already have it keep it. It can only be deleted if it has no documents.

Documents of a project

Anything that only concerns one project, such as a route sheet or tour notes, is uploaded inside the project.

Open the project and go to Documents in its menu.
Choose Public or Private at the top: what you upload goes to the tab you’ve chosen.
Drag the files onto the upload area or click it. You can upload several at once.

Public documents are seen by the project’s musicians and conductors, on the web and in the apps; private ones only by people who can see all the project’s documents, such as technical staff. The menu of each document lets you Download, Copy link, Make public or Make private, and Delete. No notice is sent here either. The rest of the project is explained in Create a project.

If it doesn’t work

Someone doesn’t see a document. Check its visibility and ensembles: with Permanent people on project contracts don’t see it, and someone without an ensemble only sees documents without ensembles. They need a current contract with you and, if they have different roles in several institutions, they should choose at the top the role they have in yours.
You can’t edit or delete a document, or an ensemble is locked. Your role only works with your ensembles: you edit, delete and upload the documents of your ensembles, and the personal ones for people in your ensembles. Institution-wide documents and those of other ensembles can be checked but not changed, and other ensembles can’t be selected or removed. If none of yours is selected, Your role only uploads documents for its ensembles: select at least one shows and it can’t be saved; if the change touches an ensemble that isn’t yours, Your role only works with the documents of its ensembles shows.
A musician doesn’t see a project document. It’s in Private: find it in that tab and choose Make public in its menu.
The copied link doesn’t open the file. Whoever opens it has to sign in to Weikos and be able to see that document. Send someone from outside the downloaded file.
Download doesn’t download the list. Your access role doesn’t include exporting documents. Talk to the person who manages your institution.
A file doesn’t appear in the window when you drag it. It’s too large. Make it smaller, for example by saving it as a compressed PDF, and upload it again.
The file is rejected with «Datos no válidos». Only PDF, JPEG, PNG, WebP, GIF, HEIC/HEIF, Word and Excel are accepted. Convert the file, usually to PDF, and upload it again.
Error creating document appears when uploading a personal document. The recipient is missing: open the file’s arrow and choose them.
It won’t let you delete a category. It has documents. Deactivate it so it’s no longer offered.
A category doesn’t appear when uploading. It’s inactive: activate it in Document categories.
Upload is greyed out. You have All selected at the top with contracts in several institutions, or several contracts in this one without choosing one. Hover over it to see why and choose, in Contract, one from the institution where you want to upload.
You work with several institutions and see another one’s documents. At the top, in Contract, choose a contract from the institution you want to manage.
You don’t see Documents in Administration. Your access role doesn’t include it. Talk to the person who manages your institution.

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