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 to Directors
Documents currently routed for department review. Select a document to preview its details and current approval status without leaving the Operations Portal.
Director-approved documents appear here with their signature verification. Publish them to the Library Portal or send them back for another review cycle.
Create a document that everyone, or one department, must read and sign.
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Reports
Data Systems
What these buttons do
- Test Azure Connection
- Checks whether the hub is talking to its Azure Functions and Azure Blob Storage backend. If it connects, authorized changes are saved to the shared Azure data store. If it cannot connect, the hub switches to Local Offline Mode and saves only in this browser until the connection returns.
- 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coming from (live cloud storage vs. an older copy frozen into the last website deploy), and flags anything missing or out of date.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 Azure Storage
- 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 Azure Storage Backup
- Downloads a single zip of every uploaded file plus the application data stores. Use it as an operator-controlled recovery copy before major changes. Azure versioning, soft deletion, and formal backups provide additional platform protection.
Recent Reports Archived in Azure
Show Real-time Audit Feed Log
What these are
- Recent Reports Archived in Azure
- Lists PDF reports generated by an Operations administrator and saved in private Azure Blob Storage. Authorized administrators can download a retained copy without re-running the report.
- 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
Local cache cleanup is available for browser maintenance. Central database reset is disabled and must be handled through an approved Azure recovery procedure.
- Clear Local Browser Cache
- 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.
- Database Reset Disabled
- The former browser button could overwrite synchronized cloud data. It is disabled for safety. Recovery process: contact the designated Azure administrator, preserve evidence, select an approved restore point, and document authorization. Never reset production data from an ordinary browser session.
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.
Type any part of a first or last name and pick the person from the list — their email fills in automatically — then click Revoke.
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.
Everyone on the roster in one place — who has signed up (set a PIN), what access they hold, when they last logged in, and every account action. Click a tile to filter; click a person to change their access, reset their PIN, unlock, or remove them. Nobody can see anyone’s PIN, including you — only whether one is set.
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.
Type any part of a first or last name, pick the person from the list — their email fills in automatically — then choose the credential type and issue the code.
Waiting on you
Codes still outstanding
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.