Document Management

Manage sponsor documents and file exchanges.

Overview

Document management enables:

• File sharing with sponsors
• Collection of sponsor materials
• Organized storage
• Easy access

For Organizers

Uploading Documents

Share files with sponsors:

1. Go to Sponsors > Documents
2. Click "+ Upload"
3. Select file
4. Configure:

5. Upload

Common Documents to Share

Managing Documents

View All

1. Go to Sponsors > Documents
2. See all uploaded files
3. Filter by type or sponsor

Edit

1. Click on document
2. Update details
3. Save

Delete

1. Click on document
2. Click "Delete"
3. Confirm

Collecting Documents

Track sponsor uploads:

1. Go to Sponsors > Received
2. View submitted files
3. Download as needed

For Sponsors

Accessing Documents

1. Log in to sponsor portal
2. Go to Documents
3. View available files

Downloading

1. Find the document
2. Click "Download"
3. File saves to device

Uploading Documents

When required:

1. Go to Tasks with file requirement
2. Click "Upload"
3. Select file
4. Submit

Upload Requirements

Document Organization

Categories

Organize by type:

• Contracts
• Branding
• Logistics
• Marketing
• Financial

Naming Conventions

Use clear names:

• SponsorGuide_2024.pdf
• BoothManual_v2.pdf
• FloorPlan_HallA.pdf

Version Control

For updated documents:

• Include version in name
• Note update date
• Archive old versions

Document Notifications

Automatic Alerts

Sponsors notified when:

• New document uploaded
• Document updated
• Action required

Manual Notifications

Send document-specific email:

1. Select document
2. Click "Notify Sponsors"
3. Customize message
4. Send

Security

Access Control

• Documents visible only to appropriate sponsors
• Package-based permissions
• Secure download links

File Safety

• Virus scanning
• Encrypted storage
• Secure transmission

Reporting

Document Report

Track document status:

• Uploaded documents
• Download statistics
• Missing submissions

Export

Download report:

1. Go to Documents
2. Click "Export Report"
3. Download CSV

Best Practices

For Organizers

• Upload documents early
• Keep files updated
• Use clear naming
• Set appropriate access
• Track compliance

For Sponsors

• Download important docs
• Upload on time
• Use correct formats
• Keep copies
• Ask if unclear

Previous: Sponsor Portal Next: Google Calendar Integration