The Library is intended to provide all the information that is relevant for everybody in the organisation. Put here all the data that you normally share through a file share, a mapped drive, a server directory etc.

Adding content to the Library

For adding documents to the Library or editing existing ones, a special permission is required. Only authorised users can publish contents in the Library that will then be visible to all users. These users are called “Library publishers”.

From within a workspace

Any user of a workspace can send a document from their workspace to the Library. This can make sense when the information of this document is considered relevant for all users of the intranet.For security reasons, a document must first be published inside the workspace before it can be sent to the Library. This is to ensure that no contents that are not meant to be visible for all users get published accidentally.On a published document, you have the option “Publish to Library” inside the menu of additional options:

A click on it will open a little pop-up window where you can choose the destination:

In the selection menue, pick the desired section of the Library:

After a click on the “Publish” button, you see a notification on the document that a copy exists in the Library:

However, information pushed to the Library from a workspace is not automatically visible to all. A Library publisher still needs to make such a document publicly visible via the CMS (see Publishing Library Content below).

From the CMS

User who are Library publishers see a little “Plus” icon on the Library:

A click on it will open the Content Management System (CMS) view. Here, you can add new Library sections and folders (1st and 2nd level of the structure) as well as new documents:

Once a new document has been created, you can continue to edit it via the “Edit” link in the sidebar on the left. You might want to add tags (under the tab “Categories”) or adjust the title and description.

Publishing Library Content

Once you are satisfied and want to make the document available to all users, be sure to publish it:

For futher reading about editing in the CMS, please refer to The Plone documentation.