The Documents section in HorizonWebRef.com allows officiating organizations to upload, manage, and share files with their members. This section is a powerful tool for distributing important documents, but it is crucial to understand how to manage it effectively to ensure smooth operations within your organization.
Access and Permissions
Only users with Assignor, Scheduler, or Administrator permissions within an officiating organization can upload, edit, and delete files in the Documents section. All other user types, such as general officials, coaches, or league personnel, have read-only access to documents, meaning they can view the files but cannot modify them.
Uploading Files
To upload a file, follow these steps:
Navigate to the Documents Page:
Log in to your HorizonWebRef.com account.
Use the main navigation menu to go to the Documents page.
Add a Document:
Click the Add Documents option at the top of the Documents page.
Choose the file you wish to upload.
Select the folder, also called the directory, where the file will be stored. The main Documents folder is referred to as the "root" directory. This is the default folder before entering any sub-folders.
Decide whether or not to notify users of the new upload. By default, an email notification will be sent to relevant users. You can deselect the checkbox if you do not wish to send a notification.
Understanding the "Root" Directory
The term "root" refers to the main folder of the Documents section. All sub-folders are located inside this "root" directory. When uploading a document, if you don't select a specific sub-folder, the document will be stored in the root directory.
Creating Sub-Folders
To organize your documents effectively, you may want to create sub-folders:
Navigate to the Desired Folder:
On the Documents page, navigate to the location where you want the sub-folder to be created.
Create a New Folder:
Click the Create New Folder option at the bottom of the page.
This action will create a new sub-folder within the folder you are currently viewing.
Built-In Sub-Folders
The software automatically creates specific sub-folders if your organization has users with certain permissions:
Coaches Documents
Athletic Director Documents
Location Personnel Documents
League Personnel Documents
These folders are generated automatically when there is at least one user with the corresponding permission in your organization. For example, the Coaches Documents sub-folder will be created if at least one user has Coach permissions.
Access Restrictions
Coaches, Athletic Directors, Location Personnel, and League Personnel can only access documents within their respective sub-folders. They cannot access the root directory or other sub-folders.
Assignors, Schedulers, and Administrators have access to all folders and sub-folders, including those restricted to other user types, for administration purposes.
General Members and Observers can only access documents in the root directory and cannot access any sub-folders dedicated to specific user types.
Managing Files
Moving or Renaming Files
To move a file to a different folder or rename it:
Use the Edit Option:
Locate the file you wish to edit.
Click the Edit option next to the file name.
From here, you can rename the file or change the folder/directory where the file is located.
Deleting Files
To delete a file:
Use the Delete Option:
Find the file or folder you wish to delete.
Click the Delete option next to the file or folder name.
Important: Deleting a file or folder is permanent and cannot be undone. Once deleted, the document is not recoverable.
Note: Built-in system folders cannot be deleted.
File Size and Storage Limitations
The maximum per-file size for uploads is 15 MB. Larger files are not accepted and should be shared through the Videos section instead.
The base subscription provides 50 MB of total document storage for the organization, which is sufficient for small file sharing. If your organization needs more storage, additional space can be purchased via the System Settings page as an Add-On Service.
Allowed File Types for Document Uploads
When uploading documents to the HorizonWebRef.com platform, it is important to ensure that the files are in an acceptable format. The system only supports specific file types, which are determined by both the file extension and the MIME type.
What is a MIME Type?
MIME stands for "Multipurpose Internet Mail Extensions." It is a standardized way to indicate the nature and format of a file. When a file is uploaded, the MIME type helps the software determine what kind of file it is (for example, whether it is a PDF, a Word document, an image, etc.) and ensures that the file can be safely processed and opened by the appropriate applications. In simpler terms, a MIME type acts like a label that tells the system what type of file you are uploading.
Supported File Extensions and MIME Types
The following file extensions and their corresponding MIME types are allowed when uploading documents to the platform:
PDF Documents
File Extensions:
.pdfMIME Type:
application/pdf
Microsoft Word Documents
File Extensions:
.docx,.docMIME Types:
application/msword,application/vnd.openxmlformats-officedocument.wordprocessingml.document
Microsoft Excel Spreadsheets
File Extensions:
.xlsx,.xls,.csvMIME Types:
application/vnd.openxmlformats-officedocument.spreadsheetml.sheet,application/vnd.ms-excel
Microsoft PowerPoint Presentations
File Extensions:
.pptx,.pptMIME Types:
application/vnd.openxmlformats-officedocument.presentationml.presentation,application/vnd.ms-powerpoint
Rich Text Format
File Extension:
.rtfMIME Type:
application/rtf
OpenDocument Formats (LibreOffice)
File Extensions:
.odt,.ods,.odpMIME Types:
application/vnd.oasis.opendocument.text,application/vnd.oasis.opendocument.spreadsheet,application/vnd.oasis.opendocument.presentation
Plain Text Files
File Extension:
.txtMIME Type:
text/plain
Image Files
File Extensions:
.png,.jpg,.jpegMIME Types:
image/png,image/jpeg
Google Slides
File Extension:
.gslidesMIME Type:
application/vnd.google-apps.presentation
These are the only file types that are currently supported for document uploads on HorizonWebRef.com. If you attempt to upload a file with an unsupported extension or MIME type, the system will reject the file to ensure compatibility and security. Please make sure that your documents are in one of these supported formats before attempting to upload them.
Conclusion
By following these guidelines, you can effectively manage the Documents section within HorizonWebRef.com, ensuring that your officiating organization’s files are organized, accessible, and well-maintained.