Start a conversation Sign in
Start a conversation
  1. Xenegrade
  2. Understanding the Data
  3. Courses and Sections

Documents

This article explains how to upload, classify, describe, and store MS Word or PDF files for a specific course or course section within XenDirect. The documents added are for internal use only and can be accessed by users, but not by clients. It also includes steps for uploading, deleting files, and managing document storage.

Navigation:

Main Menu → Services → Course Info (view + Documents)
 Main Menu → Services → Sections  (view + Documents)

Applies To: Enterprise, Plus, Basic


Important: Course/Section Documents vs. Client Documents

Documents uploaded to a Course or Course Section are accessible only to administrative users in XenDirect.

If you want a client to access a document through WebReg MyAccount, you must upload the document to their individual Client Profile and enable Allow WebReg Display.

Uploading a document to a Course or Course Section does not automatically make it available to registered clients.

Overview of Document Management

The Documents tab allows users to upload and store MS Word or PDF files associated with a Course or Course Section.

Documents uploaded at the Course or Course Section level are intended for internal administrative use only. They cannot be viewed or downloaded by clients through WebReg, even if the client is registered for the associated course or section.

To share documents with clients through WebReg MyAccount, documents must be uploaded individually to each client's profile and configured for online display.

Document Information:

  • Title: The name of the document as determined by the user.
  • Description: Details about the document as determined by the user.
  • Date: The date the document was uploaded or the date relevant to the document.
  • Type: The type of document uploaded (The available list is not user-defined).
  • Allow WebReg Display:
    • Documents uploaded to a Course or Course Section are for internal use only and will not display to clients in WebReg.

      To make a document available to a client through WebReg MyAccount, the document must be uploaded directly to the Client Profile → Documents tab, and the Allow WebReg Display option must be enabled.

      Documents uploaded to a Course or Course Section are not automatically transferred or made available to clients who register for that course or section.

    • Suggestion: It is recommended to add a notice in the course description or reference the document in the automated email confirmation to inform clients about the document's availability.
    • Note: The Web Options setting for [Enable MyAccounts Uploads] must be enabled for this feature to work.
  • File:
    • Browse and upload the file using the Browse button.
    • The file name is automatically assigned by XenDirect for storage purposes.
    • Important: When editing a document, uploading a new document will replace the previously stored document.
  • Storage Space:
    • If there is insufficient storage space based on the amount purchased, you will receive a prompt about the lack of available space.
    • Storage space includes all uploaded files and images.

How to Add and Delete Documents

To Add a Document:

  1. Go to the Documents tab within the desired Course or Course Section.
  2. Click the [Upload New Document] button to add a new document.
  3. Click the Choose A File button to search for the document (MS Word or PDF) on your computer.
  4. Enter the Title and Description for the document.
  5. Select the File Type from the available list.
  6. Upload the document by selecting it, and then click [Create].

To Delete a Document:

  1. Go to the Documents tab.
  2. Select the document you wish to delete.
  3. Click the [Delete] button.
  4. Confirm the deletion if prompted.

Key Notes

  • Documents uploaded to a Course or Course Section are for internal use only.

  • Course and Course Section documents are not displayed to clients in WebReg.

  • To share a document through WebReg MyAccount, upload it to the individual Client Profile under the Documents tab and enable Allow WebReg Display.

  • Documents must be uploaded separately to each client profile when sharing the same document with multiple clients.

  • Uploaded documents count toward the organization's purchased document storage allowance.

Conclusion

The Documents tab for Courses and Course Sections provides a way to organize and store documents for internal administrative use.

Documents that need to be available to clients through WebReg must be uploaded directly to their Client Profile and configured for online display.

Choose files or drag and drop files