Question : Should this be an uploaded Portal Document? Or mapped to my Share Drive?
(This applies only for groups who host their own portal - Rackspace users only have Portal Docs as their option, but should keep reading!)
Answer : Well - it depends.
But before I start, let’s just quickly make sure we understand Edit vs Replace.
Edit means just that. I edit THAT document. I make a change to THAT document. Excel files are often “edited” as people add data to the columns and rows. Word documents might get “edited” for typos or a quick policy clarification.
Replace means a WHOLE NEW document. The entire old document is invalid and an entire NEW document needs to live in its place.
Let’s also understand Location Sanity. How MANY places a document is linked in (Linked at? Linked to? Not sure about grammar...) makes a real difference. If it's ONE document that is used by lots of places, and lots of people, it makes sense to link to ONE spot - so that if it gets edited or replaced, they ALL get edited/replaced.
Document A is a boring, little-used word file that lives in the ShareDrive. In the OnSemble Employee Portal, it is only linked in one island, on one page. Yawn.
Document A needs completely replaced, once a year. Ok. Cool. Replace it and go change your old link to the new one. Easy. Even if it was linked in two or three places, as long as you know where they are, this is no big deal. Location Sanity : Low
Document B is a FREQUENTLY replaced document that lives in the ShareDrive. It also is only linked in one place. Ok. Cool. Replace it and go change your link. It is an extra step though... and depending on frequency, might quickly get to be a pain. (I have to be honest - I can’t think of many Docs that need total frequent replacement) But if you have one, this might be better loaded into the portal to save a step. See Document D. Location Sanity : Medium to High
Document C gets EDITED frequently (this is very real for many groups) *and* because it is SO popular, it is linked in SEVERAL places, on several pages, throughout the portal.
It doesn’t really matter if Document C is in the ShareDrive or loaded into the portal. **Properly Performed Edits don’t break links.** (Though if you’d like access to the edit history, the portal does that - the ShareDrive does not) Note: I said what I said - Properly Edited. Your crew needs to do it right. edit, not replace. Location Sanity : HIGH
Document D will be linked in a LOT of places - it’s a very commonly accessed document. You also know that (for whatever reason) it must be replaced, not edited periodically. (Weekly, monthly, quarterly, whatever)
Document D should be a Portal Doc. Check the old one out, check in the new doc. Links do not break, history is kept. All is good. Location Sanity : HIGH
Document E lives in the ShareDrive. It is linked in SEVERAL places - in fact, you’re not even sure HOW many places link to it (it’s that common) AND, unfortunately, it needs a full replacement.
For Document E, a find/replace ticket is the only real option. Find/replace locates ALL the URL of the old document and replaces it with the new. To be clear: Find/Replace must be performed by Passageways, in conjunction with your IT Support team. There will be a delay while this is coordinated. It's not an "easy" process, but it can be done. Thankfully, the only time we might NEED a find/replace ticket is Document E. Location Sanity : Total InSanITy
Good luck - and as always, email your CSM for help!
(Normally down here I thank whomever submitted the question, but in this case - it's all of you. Haha! Special thanks to Julia at Elk River and Katlyn at FSB)