Create a document repository

Hello,

You may not have realized, but GroupSwim can serve as an excellent document repository for your group.  There are three ways to add documents:

1. Attach them to a discussion
2. Upload them directly
3. Email them into a group (you’ll need to turn “email-in” on for each group where you want to use this feature)

When you add files to GroupSwim, we automatically tag and index them.  You can click on “Files” at the main page level to see all files in your site or go into individual groups and list them in the same way.  Anytime you search for anything, the results will include files, discussions and emails.

Each file that you add gets a dedicated page. We provide the following features:

1. Describe the file and provide any necessary context for your users.  You can also update the status of the file here i.e. if there are new versions being developed, etc.
   1. If you email a document into GroupSwim, the body of the email will go in the description section
2. Change the name of the file.  The default is the actual name of the file (issuelog1.doc) when you add it, but you can rename it to make it more meaningful (Project Issue Log 1)
3. Upload new versions of the document.  We maintain version control so you can see previous versions, download them, or delete them
4. Review the document on the web.  We use an API from Scribd that allows you to view, search, zoom in and out, and sort documents right from the web.
5. Subscribe to a RSS feed of the file to monitor it for changes and updates
6. Create discussions about files.  This is useful for sales presentations or other kinds of documents where capturing the reaction or efficacy of a document is helpful
7. See related documents, discussions, and emails that GroupSwim automatically suggests

We hope this email helps you get more value from GroupSwim.