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Event documents

Documents gathers event files and those linked through resources such as its venue, teams or templates, according to links and your permissions.

The module must be active. Viewing, adding and editing require different permissions. The destination folder also determines access to the file.

Find a document

  1. Open Documents in the event.
  2. Browse folders or the flat view, or use search.
  3. Check the source column to understand the link.
  4. Open the file to preview it when supported, or download it.

A document can be linked to several contexts without being duplicated. Editing or replacing its source can therefore affect several uses.

Add a file

Select Add a document, drop the file and check its destination folder. Complete its title and requested fields, then Add. Wait for upload confirmation before leaving.

To reuse an existing file, manage its links in the document library or the relevant object’s linked documents area. This avoids importing several copies of the same plan.

Remove from event removes the direct link; the file stays in the library. A document inherited from a team or venue is managed at that source. Removing that source link can remove it from other events relying on it, including their history: review the displayed impact before confirming. This does not hide the document only in the event you have open.

Replace file creates a new version of the source document, according to your permissions. Check version history to distinguish versions. A finished event may show the version frozen when it closed; the screen indicates this.

A download is a local copy. Check the version in EventOps again before using it for another edition.

In the mobile app

Tap + to add a photo or file. On iPhone and compatible Android devices, Scan a document combines photographed pages into a PDF. On Android, stay connected the first time to download the Google Play services scanner. If scanning is unavailable, add a photo or file instead. Complete the requested fields before selecting files; the same details apply to the whole batch. Each file can be up to 15 MB.

A Waiting upload stays on this phone until it is sent. After confirmation, Open lets you read the document. If one file is refused, the others can continue: check the reason and retry the failed file.

In the iPhone PDF reader, use the magnifying glass to search the document’s text. A PDF containing only photographs may have no searchable text. For another format, Open with… offers a compatible app.

Before going offline, check how many documents are available on the device. Preparation downloads authorized files within the event’s configured window. Keep after the event, in the document details, extends retention when the organization allows offline use. A known access revocation or signing out removes the relevant copies.

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