This guide covers advanced usage and best practices for the Documents feature in the Edlio Mobile App, helping you maximize the effectiveness of this powerful tool for your school community.
Advanced Folder Management
Optimize your document organization with these folder strategies:
Hierarchical Folder Structure
Create a multi-level folder hierarchy to organize documents logically:
Main Categories (Academics, Athletics, Administration)
Subcategories (Math Department, Football Team, HR Documents)
Specific Collections (Calculus Resources, Game Schedules, Employee Handbooks)
Special Purpose Folders
Consider creating these specialized folders:
Featured Documents: A collection of your most important current documents
Archives: Store older documents that still need to be accessible
Templates: House reusable document templates
Department Folders: Dedicated spaces for each department or team
Grade-Level Resources: Organized by student grade or age group
Optimization Techniques
Document Compression
Optimize file sizes for better performance:
For PDFs:
Use PDF optimization tools before uploading
Consider "Save as Reduced Size PDF" options in your PDF editor
Aim for web-optimized PDFs (typically under 5MB)
For images within documents:
Compress images before adding them to documents
Use appropriate resolution (72-150 dpi for screen viewing)
Consider JPG format for photos and PNG for graphics with text
For Office documents:
Compress any embedded images
Remove unused styles and formatting
Consider saving as PDF for distribution
Accessibility Considerations
Make your documents accessible to all users:
Use accessible document formats:
Create PDFs with proper tagging for screen readers
Ensure adequate color contrast
Include alt text for images
Follow accessibility best practices:
Use proper heading structures
Avoid relying solely on color to convey information
Include table headers for data tables
Provide text alternatives for charts and graphs
Test documents with accessibility tools before uploading
Push Notifications for Documents
Configure push notifications for important document updates:
In the admin panel, insert document(s) for select push notifications
When sending notifications:
Keep messages concise
Clearly indicate the document name
Explain why the document is important
Include a direct deep link to the document
Best Practices for Specific Document Types
Forms and Fillable PDFs
Tips for interactive documents:
Use PDFs that users can download to complete
Include clear instructions at the beginning of the form
Test forms on both iOS and Android devices before distribution
Consider using the Forms feature for proper submission
Policy Documents
Managing official policies effectively:
Include version numbers and effective dates in the filename
Maintain a changelog document tracking policy updates
Use consistent formatting for all policy documents
Consider creating summary documents for lengthy policies
Use access controls to ensure policies reach the appropriate audience
Instructional Materials
Optimizing educational resources:
Organize by grade level, subject, and unit
Include clear learning objectives
Make materials visually engaging
Consider accessibility for diverse learners
Link related materials together
Advanced Security Considerations
Document Watermarking
Add watermarks to sensitive documents:
Use the watermarking feature to add:
The recipient's name
Date of access
Confidentiality notices
Your organization's name
Watermarks can help:
Discourage unauthorized sharing
Track the source of leaks
Emphasize document status (Draft, Confidential, etc.)
Advanced Access Controls
Fine-tune document access:
Implement role-based permissions with custom roles
Set up temporary access for time-limited needs
Conclusion
By leveraging these advanced features and tips, you can transform the Documents feature from a simple file repository into a powerful communication and resource-sharing platform for your school community.
Remember that the most effective document management system balances organization, accessibility, and security while focusing on the specific needs of your users.