onlineberatung.digital · Beratungsraum

Storing documents and showing them in the appointment

How to store PDFs, sort them into folders and show them in the appointment. Everyone sees the same page, only you turn pages.

What it is about

“Documents” holds your slides, infographics and templates. In the appointment you show them next to the whiteboard and the other surfaces. Everyone in the appointment sees the same page, only you turn pages.

The “Documents” page: on the left My documents and Shared in the centre with folders and the storage used, on the right two documents with View, Replace, Rename, Move and Delete.

“Documents” only appears if the platform operator has switched it on for your centre.

My documents and Shared in the centre

  • My documents: Only you see them, not even the lead.
  • Shared in the centre: All counsellors of the centre see them, can show them and can upload something themselves. Only the person who uploaded a document and the lead can change, replace or delete it.

Client data does not belong in the library. Whatever belongs to a case goes into that case’s documentation.

Uploading

  1. Click “Upload” and choose a PDF.
  2. Give it a name and choose the folder.
  3. Confirm that you are allowed to show the file in counselling.
The “Upload document” window with file, name, folder and the tick that you are allowed to show the file.

Only PDFs work. Save PowerPoint as a PDF first, animations are lost in the process.

Your browser turns each page into an image and uploads the images. The PDF itself stays on your device. The images are stored encrypted. A document can have at most 500 pages. A PDF with a password does not work, save it without one first.

Replacing, renaming, moving

  • Replace: The new file takes the place of the old one. The old one is then gone, there are no earlier versions.
  • Rename and Move: You can put documents into folders. Folders have one level only. Only the person who uploaded a document moves it between “My documents” and “Shared”.
  • Delete folder: The documents are kept and afterwards sit directly in the area.
  • Search: The search field looks through all folders by name.

Showing in the appointment

  1. Open the appointment and click “Documents” at the top. The others do not see any of this yet, they stay on their surface.
  2. Click “Show” next to the document. Now everyone sees the first page, including guests with their link.
  3. Turn pages with “Back” and “Next” or the arrow keys. Under “Pages” you jump straight to a page.
  4. “Stop” takes the document away and the others see their previous surface again.
In the appointment, the “Documents” surface: the list “Show a document” with a search field and a “Show” button next to each document.
A slide being shown in the appointment, below it the bar with Back, 2 of 4, Next, Pages and Stop.

If you switch to the whiteboard in between, everyone goes with you. When you click “Documents” again, it continues on the same page.

What clients and guests get

They only see the page you are showing right now, and only in the appointment. They cannot turn pages and cannot download anything. They do not see the document’s name.

What clients see: the slide across the whole screen, “Page 2 of 4” at the bottom, the video stays on top.

No device can prevent a screenshot. So do not show anything nobody should keep.

Storage

The bar on the left below the folders shows how much of your storage is used. Every centre has 100 MB included. The lead books more.

When you leave the centre

Your documents under “My documents” are deleted. What you stored as shared stays with the centre.

Is something missing or out of date? Write to us.