How do I manage the hunting ground's documents?

Keep your hunting ground's documents in one place (house rules, prefectoral orders, minutes, plans) and share them with your members. In the app, they live under "Hunting grounds" then "Documents". The administrator and the hunting ground managers have every right over the documents. A syndicate member or a member has none to start with: the administrator or a manager gives them the **View documents**, **Add documents**, **Edit documents** or **Delete documents** permissions. ## On mobile ### Open the documents 1. **Hunting grounds** tab, tap the hunting ground. 2. "Administration" section, tap **Documents**. The entry only appears with the **View documents** permission. 3. Tap a folder to see its documents. The "Search for a document…" field searches the titles in every folder. ### Open or download a document 1. Tap a folder to see its documents. 2. Tap the document's line. A menu opens. 3. Tap **Open / download**. ### Import a document You need the **Edit documents** permission to see the button, and **Add documents** for the upload to go through. 1. In the folder list, tap **Import a document**. Inside an open folder, tap **Import into this folder**. 2. In the "Import a document" sheet, tap **Choose a file**. 3. Check the **Title**, which is required, and the **Destination folder**. 4. Tap **Import**. The document appears in the folder. ### Create a folder You need the **Edit documents** permission. 1. At the top right of the **Documents** screen, tap the new folder icon (a folder with a +). 2. In the "New folder" sheet, type the **Folder name**, 80 characters at most. 3. Tap **Create**. ### Rename or delete a folder Renaming needs the **Edit documents** permission, deleting needs **Delete documents**. The "Hunting documents" folder can't be renamed and can't be deleted. 1. In the folder list, tap the three dots to the right of the folder. They only appear if you have at least one of those permissions. 2. Tap **Rename** or **Delete**. 3. To rename, type the new name in the "Rename the folder" sheet, then tap **Save**. 4. To delete, tap **Delete** in "Confirm deletion". The folder's documents are deleted with it, permanently. ### Share a document You need the **Edit documents** permission. 1. In a folder, tap the document's line. A menu opens. 2. Tap **Share**. The "Share the document" sheet opens. 3. Choose the **Visibility**: **Private** or **Hunting ground**. 4. For a public link, tap **Generate a link**. A "Create a public link?" window opens: it reminds you that anyone with the link can read the document. On a **Private** document, it adds "even though it is private". 5. Tap **Create link** to confirm, or **Cancel** to drop it. 6. Once the link is created, tap **Copy** or **Share**. 7. To stop the link, tap **Revoke the link**. ### Edit or move a document You need the **Edit documents** permission. 1. Tap the document's line. A menu opens. 2. To change the title, the folder or the season, tap **Edit**, change the **Title**, the **Folder** or the **Season**, then tap **Save**. 3. To change folder directly, tap **Move**. The "Move to…" sheet opens. 4. Tap the destination folder. The document is moved straight away, with no confirmation. ### Delete a document You need the **Delete documents** permission. 1. Tap the document's line. A menu opens. 2. Tap **Delete**. 3. In "Confirm deletion", tap **Delete**. ## On the web ### Open the documents 1. Click **Hunting grounds**, then open the hunting ground. 2. In the "ADMINISTRATION" group of the left-hand menu, click **Documents**. 3. The **Library** tab opens. Click a folder to see its documents. ### Open or download a document 1. Click a folder to see its documents. 2. On the document's line, click the **Download** icon. ### Import a document You need the **Add documents** permission. 1. Click **Import a document**. 2. In the "Import a document" window, click the **Choose a file** area, then select the file. 3. The **Title** is optional: without a title, the file name is used. Choose the **Folder**. The **Season** is optional. 4. Click **Import**. The message "Document imported" appears. ### Create a folder You need the **Edit documents** permission. The **New folder** button also shows with **Add documents** alone, but creation is then refused. 1. In the folder list, click **New folder**. 2. Type the **Folder name**. 3. Click **Save**. ### Rename or delete a folder Renaming needs the **Edit documents** permission, deleting needs **Delete documents**. 1. In the folder list, hover over the folder, then click the **⋮** button (**Options**). 2. Click **Rename** or **Delete**. 3. To rename, change the **Folder name** in the "Rename the folder" window, then click **Save**. 4. To delete, confirm in the dialog box that opens. If the folder holds documents, the message says how many. They are deleted with it, permanently. ### Share a document You need the **Edit documents** permission. 1. On the document's line, click the **Share** icon. A window opens, titled "Share" followed by the document's title. 2. Choose the visibility: **Hunting ground (all members)** or **Private**. 3. For a public link, click **Generate a public link**. A "Create a public link?" box appears: it reminds you that anyone with the link can read the document. On a **Private** document, it adds "even though it is private". 4. Click **Create link** to confirm, or **Cancel** to drop it. 5. Once the link is created, click the **Copy** icon next to the link. 6. To stop the link, click **Revoke the link**. ### Edit a document You need the **Edit documents** permission. The web has no **Move**: change the **Folder** here. 1. On the document's line, click the **Edit** icon. 2. In "Edit document", change the **Title**, the **Folder** or the **Season**. 3. Click **Save**. ### Delete a document You need the **Delete documents** permission. 1. On the document's line, click the **Delete** icon. 2. Confirm the deletion. ## Good to know - Each file is 25 MB at most, on the web as on mobile. - On the web, the accepted files are PDFs, Word documents, Excel and PowerPoint files, and images. - On mobile, the accepted files are PDFs, images, Word, Excel and plain text. - A new hunting ground gets the "General", "Meeting minutes", "Regulations & orders", "Financial", "Harvest plans", "Insurance", "Statutes & minutes" and "Miscellaneous" folders. - The "Hunting documents" folder is automatic: you can't rename it and you can't delete it. - Documents attached to a hunt are edited from the hunt. In the library, you can only open or download them. - A document with **Hunting ground** visibility is read by the members who have the **View documents** permission. A **Private** document is read by its creator and by those who can manage the documents. - Anyone with the public link can open the document, with no account, even if its visibility is **Private**. The link stays valid until you revoke it. - On a **Private** document that has a public link, the share screen reminds you that the link stays readable by anyone who has it. Revoke the link to take their access away. - Storage depends on the plan: 50 MB for Discovery, 2 GB for Standard, 20 GB for Premium. See [Plans and quotas](article:plans-and-quotas). - On the web, a "Storage" gauge shows it. - On mobile, the gauge is called "Storage used". - A member removed from the hunting ground can no longer read, edit or delete documents they had added. ## Troubleshooting - "I can't see Documents": you don't have the **View documents** permission. Ask the administrator for it. - "Unable to load the documents." (web and mobile): the folder or document list couldn't be read. The screen then shows no list and no folder. Tap or click **Try again**. - "Storage unavailable for now." (web and mobile): the gauge couldn't read the space used. The folders and documents stay visible. Reopen the screen to reload the gauge. - "I can't see Import a document" (web): you need the **Add documents** permission. - "I can't see Import a document" (mobile): the button needs the **Edit documents** permission, and the upload needs **Add documents**. - "I can't see the icon to create a folder" (mobile): it needs the **Edit documents** permission. - "I see New folder but creation fails" (web): you need the **Edit documents** permission. The button also shows with **Add documents** alone. - "I can't see the three dots next to a folder" (mobile): you have neither the **Edit documents** nor the **Delete documents** permission, or it is the "Hunting documents" folder, which has no management options. - "I can't see Share, Edit or Move": these actions need the **Edit documents** permission. For a document attached to a hunt, they don't exist. - "I can't see Delete": this action needs the **Delete documents** permission. For a document attached to a hunt, it doesn't exist. - "Storage full: this file goes over the … MB included in the hunting ground's plan. Free up some space or move to a higher plan.": the plan's storage is full. Delete some documents, or change plan. - "Quota exceeded (… MB). Upgrade to a higher plan for more space." (web): same cause, spotted before the upload. - "This file is too large (… MB). The maximum size is 25 MB.": make the file smaller or split it. - "Link not created" (mobile): an alert appears when the link couldn't be created. Tap **Generate a link** to try again. - "Generation failed" (web): this message appears when the link couldn't be created. Click **Generate a public link** to try again. - "A share link no longer works": it was revoked. Generate a new one. - "My document is private, but outsiders are reading it": a public link is active on that document. Open **Share**, then **Revoke the link**. ## See also - [Plans and quotas](article:plans-and-quotas) - [Roles and permissions](article:roles-and-permissions) - [How do I manage the hunting ground's subscription?](article:how-do-i-manage-the-hunting-grounds-subscription)