Documents and links (known collectively as resources in SharpCloud) can be added to your items to provide further depth and to navigate you to other relevant locations, websites and documents held outside SharpCloud. These resources give you access to useful information from within the context of your story.
As well as the resource name, you can provide a description and assign a set of resource tags that allow you to more easily find the resources you are searching for.
Linking to or uploading documents
SharpCloud is not a document management system but there are times when it is beneficial to have a selection of documents available within your story items. The most obvious reason for uploading these documents (rather than just linking to them in their source location) is that they can be available to you when you use SharpCloud offline. Also, there are times when having the documents within the story allows you to keep the conversation focussed around these specific key documents rather than perhaps, providing a distraction by navigating out to a SharePoint library or other document repository.
What happens when you click on a resource?
Once added to your story, clicking on the resources in the resources panel will behave as follows:
- Clicking a URL link will navigate you to an internal or external location. Depending on your browser settings you may be asked to confirm you wish to navigate to an external location.
- Documents will be downloaded and can then be opened using your installed software
Navigating using resource URLs and click-events
You can use a URL link to link the current item to another SharpCloud story or item so providing the ability to link your stories together.
The use of URLs to navigate can either be done through the resources panel or through click events.
There are pros and cons of each option:
- Click events change the behaviour of an item when it is clicked. Instead of opening it instead navigates to a URL location set up in the item properties. In this way items can be turned into simple navigations that can take you any story, item, presentation, view or other location outside SharpCloud.
- URLs added as resources can provide this same navigation but from within the open item. So, whilst it takes more 'clicks' to navigate elsewhere, you are provided with full information about the item so that you can choose whether you want to navigate to another location.
Adding resources to an item
The quickest way to add resources to an item is to drag and drop them into the target area either on the item edit panel or the resource panel itself. This option is available for documents but not URLs which have to be added one at a time.
Adding documents through drag and drop
- Open the item edit pane and select the target item.
- Select the resources tab and you will see a list of current resources for the item and a target area to drag files into.
- Drag and drop one or more files into the target area and they are added to the list
Note: Make sure you drag the items into the target area not into the list area.
Alternatively, you can
1 Open the item and click the pencil on the resources panel to go into edit mode
2 Drag and drop files onto the target area and click OK to confirm when done
Adding documents and URLs one at a time
Within both the resource panel and the resource tab there is the option to add resources one at a time using the Add resources button. The button opens a screen in which you can select and specify the following:
- Type of resource - this can be a URL, a new file, an existing resource (that has already been added to the story) or a URL link to a related story
- Name and description - for file and URL resources
- URL - you are prompted to complete the full URL for the resource in the format http://www.
- File - browse to select the file to upload
- Resource tags - for file and URL resources you can add existing or new resource tags to help you find the resources
- Existing and Related story - selecting either of these options presents a list of the existing resources already added to the story, so allowing you to select one that you want to add into the current item, or a list of all stories that you have permission to, so allowing you to create a navigable link to another story without having to know its specific URL
Editing the resource name and description for existing items
Dragging and dropping resources in this way is a great way to add many resources quickly. However, you may also want to update the name, description and resource tags for the resource. Once a resource has been added you can edit its description from within the resource panel of an open item but you may find it better to go to the resources tab in the data grid where you can update all properties for all resources across your story, and also add other resources to the story.
Custom resource panels
Custom Resource panels are a special type of panel that allow you to display a subset of all the item resources on a second resource panel. Often several custom resource panels are used to split resources onto separate panels for documents, external links, links to other stories etc. Where custom resource panels are used it is common that the main resource panel is hidden.
To create a custom resource panel
- Open the item edit toolbar and select the Panels tab
- Click the custom resources button to add a new custom resource panel
- A new custom resource panel will be added to the item
- Click the edit pencil next to the newly added custom resource panel and this will open the panel in edit mode. Alternatively, you can click the edit pencil on the open custom resource panel.
- All resources that have so far been added to the item are listed. Tick those that you want to show on the panel.
- Optionally use the Add button to add new resources to the item. These resources will be added to the main resource panel and the current custom resource panel
- Rename the panel to reflect the content it is displaying - for example external evidence, detailed plans, related stories. It is recommended that you keep the name short to prevent it taking up too much space on the panel. Also add a description that helps to further describe the contents of the panel
Managing resources across your story
Once a resource has been added you can edit its description from within the resource panel of an open item but you may find it better to go to the resources tab in the data grid where you can update all properties for all resources across your story, and also add other resources to the story. After you have added resources directly to your items you will need to review them and update them from time to time.
The resources tab in the data grid provides a place where you can manage all your story resources in one place.
- Select the edit data option from the settings menu to open the data grid
- Select the resources tab
All the items that have been added through the resources panels of individual items are listed along with any other story resources that have not yet been associated with any items. From the screen you can perform the following operations:
- Update the resources - click the edit pencil to update the name, description, tags and URL for a resource
- Filter the resources - type in the filter field to narrow the view down to just the resources with that string in their name, description or resource tag
- Navigate to an item - next to each resource, the items in which the resource is included are listed. Click on any of the item names to navigate to the item.
- Add a story resource - click the new story resource button to add a new resource to the story. The resource is added to the story but is not yet added into any specific items.
- Delete a story resource - any story resources that have not yet been assigned to items can be deleted from this view. Resources attached to items cannot be deleted until they are first deleted (deselected) from the relevant item resource panels
No of resources as a summary attribute
The number of resources attached to an item is now available as a summary attribute and can be used as the Size by property in appropriate views. You can also include this calculated value property (rescount) in calculated values.
Bulk add URL resources through the data grid
Often when building your story, you want to include links to SharePoint sites, other business systems and external websites within the items so that users have quick links to useful additional content.
As well as adding URL resources one-by-one to the items you can bulk paste URL resources into the Data Grid.
To bulk add URL resources
1. Select the Settings menu and then Edit data>Resource URL tab
2. Click Paste and use Ctrl-V to paste your data into the grid
3. Choose whether to match on Name (default) or using an alternative ID
4. The Resource URLs will be shown in the data grid. Click OK to save
5. Open an item and you will see the newly imported URLs in the Resources panel
The name or ID of the item to which the resource is to be added. Can be left blank in which case the resource will be uploaded to the story but not associated with an item.
The display name for the resource
A description of the resource (optional)
The full URL
Tags to help when searching for resources (optional)