Document Hub
The Training/QA Portal is limited to the Training/QA Coordinator.
Your account has access to the Library Portal, where all published policies, procedures and reference documents are available.
If you believe you should have access here, contact the Policy & Procedure Manager. This attempt has been recorded.
The Director Portal is limited to the four department directors — BIS, Community Solutions, Enrollment Center and Training.
Your account has access to the Library Portal, where all published policies, procedures and reference documents are available.
If you believe you should have access here, contact the Policy & Procedure Manager. This attempt has been recorded.
The Operations Portal is limited to the Policy & Procedure Manager.
Your account has access to the Library Portal, where all published policies, procedures and reference documents are available.
If you believe you should have access here, contact the Policy & Procedure Manager. This attempt has been recorded.
Manage published documents
Search, filter, and control the lifecycle of every published document. Preview opens the same document viewer used across the portals.
Submit Documents
Review and publish policies that have been formally signed and approved by department directors.
Reports
Data Systems
What these buttons do
- Test API Connection
- Checks whether the hub is talking to the Netlify cloud backend. If it connects, everything you change is saved to the shared cloud database everyone sees. If it can't connect, the hub quietly switches to Local Offline Mode and saves only in this browser until the connection is back.
- Verify & Sync
- Runs a health check on your files. It compares every document record against the actual PDF on the server, tells you where each file is coming from (live cloud storage vs. an older copy frozen into the last website deploy), and flags anything missing or out of date.
- Replace PDF in Blobs
- Swaps out a PDF on the live site. If you replace a file in your iCloud folder, the website won't notice — the original copies are "frozen" from the last deploy. This button uploads your new version under the same filename so it goes live immediately, with no redeploy needed.
- Download Blobs Backup
- Downloads a single zip of every uploaded file plus the databases (documents, settings, PINs). Because the cloud storage is the only copy of anything uploaded inside the app, this is your safety net — run it before big changes or before you step away.
Recent Archived Reports (.md)
Show Real-time Audit Feed Log
What these are
- Recent Archived Reports (.md)
- Opens the reports the system has already generated and saved, so you can go back and read a past status or activity report without re-running it. Think of it as your filing cabinet of past reports.
- Show Real-time Audit Feed Log
- The live running record of everything happening in the hub — uploads, director approvals, deletions, logins, resets. This is your audit trail; open it to see who did what and when.
What these do — and when to use them
Both actions permanently change stored data. The difference matters: one is a routine cleanup, the other is a last resort. Run Download Blobs Backup before using either one.
- Prune Storage
- Clears out large embedded file data that piles up inside your browser (usually files uploaded while cloud sync was offline) to free space and clear the red "storage" warnings. Safe: it only removes the heavy file data that's already backed up in the cloud — your document titles, links, and the full document list stay exactly as they are. Use it when: you see the red storage warnings, or after uploading files while the cloud was offline. Skip it when: everything's synced and there are no warnings — it's not needed day to day.
- Reset Database
- Wipes your local copy clean — clears all custom documents, the audit log, director PINs, and Inform USA data — and restores the 27 standard starter documents. This cannot be undone. Use it only when: you truly want to start completely over, or to recover from a broken/corrupted local copy. Never use it during normal work — it erases your custom entries. Always run Download Blobs Backup first.
Roster Sync
Rebuild the access roster from the Director's Headcount Report. This is the only thing that grants or removes access.
Choose this week's Director_Headcount_Report. The file is read in your browser; only a summary is sent to the server.
What Roster Sync does — and when to use it
This screen is the single source of who works at 211 and what they can open. Access is granted or removed here and nowhere else.
- Upload & Preview
- Choose this week's
Director_Headcount_Report. The file is read in your browser — only a de-identified summary reaches the server. You get a before/after preview (gaining access, losing access, unchanged, exceptions) and nothing changes yet. Use it: every week, as soon as a new headcount report lands. Safe: previewing never changes anyone's access. - Apply sync
- Commits the previewed roster. This is the one action that actually grants and removes access. A safety guard stops you if a sync would remove an unusually large share of accounts — the tell-tale of a truncated or wrong-week file. Use it: after you've checked the preview and the Exception Report.
- Undo last sync
- Rolls the roster back to the snapshot taken before the last apply. Use it: the moment a sync looks wrong.
What the Exception Report is — and why it matters
Every row the import could not use, and why. Nothing is ever dropped silently — if a person is not on the roster, they are on this list.
- What it catches
- A missing or malformed work email, duplicate Employee IDs, a blank or unknown department, or a row the sheet could not match. These are the people who will not get access until the file is corrected.
- Why it matters
- It is your proof that the roster is complete and correct — the fastest way to spot someone who should have access but was quietly skipped. Use it: before every Apply, and again afterward to confirm exactly who was left out. On demand: open it any time with the button above — the last report is kept, so it no longer disappears after upload.
For a departure you hear about before Monday. This removes the person from the roster, deletes their PIN and ends any open session immediately.
What this does and does not do
- Takes effect immediately
- The person is off the roster, their PIN is deleted and any browser tab they have open stops working on its next click.
- It is a stopgap, not a permanent block
- If they are still marked Active in next week's headcount report, that sync puts them back. The file has to catch up for the removal to stick.
A running record of every roster sync applied — what changed, and who applied it. Newest first; the last 50 are kept.
Why this matters
The roster is the baseline for who's who at 211. This log is the paper trail — proof of when access changed, by how much, and by whom. It is how you spot a bad import after the fact and answer "who was added or removed, and when?" during an audit.
Access Management
Who can open which portal, the setup codes that let them in the first time, and the master switch for the staff library.
Find a person — type any part of a first or last name. Pick them from the list; their email and department fill in automatically. Everyone on the roster starts at Tier 5 — Staff; this screen is only for giving someone more, or taking it back.
Directors, the Training/QA Coordinator and Operations cannot set their own PIN from the sign-in screen — they need a code from you. Send it from your own Outlook, over Teams, or hand it over in person.
Waiting on you
Codes still outstanding
Everyone on the current roster. Nobody can see anyone’s PIN, including you — only whether one has been set. “Reset PIN” clears it so the person can choose a new one themselves.
What each action does
- Reset PIN
- Deletes their PIN and ends their open sessions. They set a new one themselves from “First time here?” on the sign-in screen. Use this when someone forgets theirs.
- Unlock
- Clears the 20-minute lockout after five wrong PINs. Their existing PIN still works — use this when they just need back in now.
- Remove
- Takes them off the roster, deletes their PIN and any extra portal access, and ends their sessions immediately. If they are still Active in next Monday’s headcount report, that sync puts them back.
Whether front-line staff can open the Library Portal at all. This is one switch for everyone — it is not per-person access.
What this controls
- Library Portal: OPEN / LOCKED
- Shows whether front-line staff can currently open the Library Portal. Green OPEN means they can browse policies and procedures normally; red LOCKED means the library is closed to staff.
- Lock Library Portal
- Closes the staff library in one click — useful during a big update, an audit, or any time you need to hold access temporarily. The button flips to re-open it when you're ready. This affects the whole staff-facing library at once, so use it deliberately.