Functional Gov Document Management

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 September 2021.

When to use Functional Gov for document management

Table of Contents

Uploading a New Document

You can watch this video or scroll down for written instructions with screenshots.

NOTE: PDFs are the only acceptable document type. Word Documents, and other types of documents, are not supported by this plugin. If you are having trouble with documents not publishing, please make sure you’re uploading PDFs only.

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.

Functional Gov Set Document Type To
Functional Gov Set Document Type To
Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel
Functional Gov Select Document when adding new document
Functional Gov Select Document when adding new document
Functional Gov Set Document Date To when adding new document
Functional Gov Set Document Date To when adding new document
Functional Gov Add Document Tag when adding new document
Functional Gov Add Document Tag when adding new 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
Functional Gov Published List View
Functional Gov Published List View
Functional Gov Published Bullet View
Functional Gov Published Bullet View
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:

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.

Functional Gov Document Types List and Control Panel
Functional Gov Document Types List and Control Panel
Functional Gov Document Title Template With Controls Under a Document Type
Functional Gov Document Title Template With Controls Under a Document Type
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%

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

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

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:

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

Functional Gov Editing Document Types
Functional Gov Editing a Document Type

Public Alert

1. Log into WordPress.

2. Click on “Public Alerts” from the dashboard menu on the left.

Functional Gov Public Alert Menu Item

3. From there, you have several items from which to choose. (Please see the image above for a visual representation of these items.)

4. There are also several “Advanced Settings” from which to choose. (Please see the image above for a visual representation of these items.)

5. When finished, assuming you’ve clicked the “show message” box, click save changes. Your notice should appear on your website at this time. You may need to clear the website and/or browser cache to see the notice right away. If you want to disable the message, uncheck the “show message” box.

Functional Gov Public Alert Message

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