Functional Gov Document Management

Date: September 29, 2020 | Categories: ,

There are several topics covered in this post. If you prefer to download and save a PDF version of this post, feel free. It was last updated October 2020. To see examples of the Functional Gov Document Management system in action, visit: https://sample.coursevector.com/municipal/

When to use Functional Gov for document management

Table of Contents

Uploading a New Document

1. Log into WordPress.

2. Click on the Documents > Add New item in the menu.

Functional Gov add new document
Functional Gov add new document

3. Choose the document type and date, select or upload the document, set the tag (if applicable) and publish the document. These steps can be done in any order.

  • There are several preset document types, including Agenda, Council Agenda, Council Minutes, Form, Minutes, Newsletter, and Ordinance.
Functional Gov Set Document Type To
Functional Gov Set Document Type To
  • If you need to add a new type, you may do so in the “Types” area of the plugin. (See Adding a New Document Type.)
Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel
  • Select the date on which the document was published. For Meeting Minutes, set the date to the date on which the meeting occurred. For Ordinances, set the date on which the Ordinance was approved or enacted. For a Newsletter, it is probably okay to set the date to today’s date (the date on which the document is being published).
Functional Gov Select Document when adding new document
Functional Gov Select Document when adding new document
  • Select or upload the document. As of September 2020, the only acceptable document type is PDF. Clicking the “Select a Document” button will take you to the media library. There you have the choice to either upload a new document or select an existing document. If you’ve made a mistake and selected the wrong document, just click the “Select a Document” button again and choose a different document.
Functional Gov Set Document Date To when adding new document
Functional Gov Set Document Date To when adding new document
  • Sometimes you may have a special document that you’d like to set apart from the rest. This is done with tags. Type in the Tag (Special, Reorganization, Cancelled are a few common tags), and then click Add.
Functional Gov Add Document Tag when adding new document
Functional Gov Add Document Tag when adding new document
  • Publish the document.
Functional Gov Publishing New Document
Functional Gov Publishing New Document

4. If you haven’t already done so, set up a page on which to display this type of document. (See Page Setup.) Otherwise, the pages that you’ve set up will auto-populate with your documents.

Page Setup Using the Gutenberg WP Editor

1. Log into WordPress.

2. If you have an existing page, edit that page. If you need to set up a new page, click “Add Page”.

3. Choose the correct block (by clicking the + on the screen) from the choices as follows:

Functional Gov Selecting Gutenberg Block
Functional Gov Selecting Gutenberg Block
  • List
Functional Gov Published List View
Functional Gov Published List View
  • Bulleted List
Functional Gov Published Bullet View
Functional Gov Published Bullet View
  • Grid
Functional Gov Published Grid View
Functional Gov Published Grid View

4. You can change your mind on the block type even after you’ve selected it using the Block Settings section on the right when the block is selected.

Functional Gov block editor controls
Functional Gov block editor controls

You have control over:

  • The display of the documents on the screen, whether lists, bullets, or a grid.
  • The document type displayed in this block. (You can display more than one document type on a page in separate blocks.)
  • The document year.
  • Whether the documents are displayed by date or title. (If you need to display the document’s title, see Display by Title.)
  • Whether the documents are ordered in ascending or descending order.
  • Whether the documents open in a new tab.
  • Whether the excerpt is displayed.

5. When you have the page set up the way you like it click “Publish” if it’s a new page or “Update” if it is an existing page.

Display By Title

1. Log into WordPress.

2. Make sure the category that you wish to display is set up to display by title. Remember, the default display is by date.

  • Click on Documents > Types.
Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel
  • Edit the category you wish to display by title. (This is not recommended for Meeting Minutes and Agendas that should be titled by the date on which the meeting occurred.)
Functional Gov Document Title Template With Controls Under a Document Type
Functional Gov Document Title Template With Controls Under a Document Type
  • Set the “Document Title Template”.
Functional Gov Document Title Template Closeup of Tags Available
Functional Gov Document Title Template Closeup of Tags Available

By default, it is %doc_type% – %month_name% %day_name%, %year%

To show the title is should be something like %doc_type% – %doc_name%, %year%

  • Click “Update” at the bottom of the Document Type editing screen.
Functional Gov Editing Document Types
Functional Gov Editing a Document Type

3. Click on the Documents > Add New item in the menu.

Functional Gov add new document
Functional Gov add new document

4. Choose the document type and date, select or upload the document, set the tag (if applicable) and publish the document. (See Uploading a New Document.)

5. If you haven’t already done so, set up a page on which to display this type of document. (See Page Setup.) Otherwise, the pages that you’ve set up will auto-populate with your documents.

Edit the Excerpt Per Document

1. Log into WordPress

2. Click on the Documents > All Documents item in the menu.

Functional Gov add new document
Functional Gov add new document

3. Choose the document you wish to edit by clicking “Edit”.

Functional Gov Document Title Template With Controls Under a Document Type
Functional Gov Document Title Template With Controls Under a Document Type

4. Scroll to the bottom of that document page. Edit the Excerpt as you wish.

Functional Gov Edit Excerpt Per Document
Functional Gov Edit Excerpt Per Document

5. Click “Update” at the top of the document screen. (Instead of “Publish” on an existing document, this button will say “Update”.)

Functional Gov Publishing New Document
Functional Gov Publishing New Document

Edit the Excerpt Per Document Type

1. Log into WordPress

2. Click on Documents > Types.

Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel

3. Edit the category you wish to display by title.

Functional Gov Document Title Template With Controls Under a Document Type
Functional Gov Document Title Template With Controls Under a Document Type

4. Set the “Document Excerpt Template”.

Functional Gov Document Excerpt Template with list of acceptable tags
Functional Gov Document Excerpt Template with list of acceptable tags
  • By default, it is Click the title to view the %file_extension%.

5. Click “Update” at the bottom of the Document Type editing screen.

Functional Gov Editing Document Types
Functional Gov Editing a Document Type

NOTE: This change does not work retroactively. It only works for documents moving forward.

Adding a New Document Type

1. Log into WordPress

2. Click on Documents > Types.

Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel

3. Right from this screen you can add a new document type by

  • Typing the Name of a new document type.
  • Clicking “Add New Document Type” at the bottom of the screen.

You can edit the Parent Document Type, Description, Document Title Template, Document Excerpt Template, and Document Name Template right from this screen as well before you click the “Add New Document Type” button. If you wish to edit these items after the fact, see Editing Document Type.

Functional Gov Editing Document Types Controls
Functional Gov Editing Document Types Controls

Editing Document Type

  1. Log into WordPress

2. Click on Documents > Types.

Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel

3. Edit the category you wish to display by title.

Functional Gov Document Title Template With Controls Under a Document Type
Functional Gov Document Title Template With Controls Under a Document Type

4. You can control the following right from this screen:

  • Name
  • Slug
  • Parent Document Type
  • Description
  • Document Title Template
  • Document Excerpt Template
  • Document Name Template

5. Click “Update” at the bottom of the Document Type editing screen.

Functional Gov Editing Document Types
Functional Gov Editing a Document Type

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