Document Library

Keep every link current with automatically updated documents

The Document Library module helps HE and FE recruitment teams manage and share files confidently, with smart links that always point to the latest version. Whether it is a campus map, course brochure, event guide, prospectus, or enrolment schedule, you can update a document once and keep every linked place current.

It works alongside connected Student CRM tools such as Campaign Manager, Enquiries, Applications Active, Prospectus Requests, and Event Manager, helping your team keep communications accurate without re-sending files.

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Document Library dashboard in Student CRM showing a central library of documents with smart short links

What is Document Library?

Document Library is a Student CRM module that helps universities and colleges store, manage, update, share, and track recruitment documents from one central library. It creates smart short links for documents, keeps those links pointing to the latest version, supports public and private access, and shows download activity so teams can see which materials are being used.

Key benefits

Everything you need to manage shared documents efficiently

Time-saving automation

  • Upload a new file version and all short links update instantly.
  • No re-sending or re-embedding; materials stay fresh automatically.
  • Keep links current across Campaign Manager, Enquiries, and other student communications.

Easy sharing

  • Each file creates a short, trackable link, such as dhdocs.com/AB12.
  • Use links in emails, buttons, forms, event communications, or webpages.
  • Share brochures, guides, maps, prospectuses, and application documents without attaching files repeatedly.

Unlimited storage

  • Store unlimited documents up to 50MB per file.
  • Supports PDF, DOC, PPT, XLS, CSV, JPG, PNG, and GIF.
  • Keep key recruitment, admissions, outreach, and event materials in one place.

Smart permissions

  • Public: create links anyone can access.
  • Private: restrict files for internal use only.
  • Control which documents are student-facing and which stay internal.

Performance insights

  • See download counts and visual charts with timestamps.
  • Identify popular materials and refine your content strategy.
  • Understand which documents are being used by students, applicants, or agents.
FAQs

Document Library FAQs

Common questions about using Document Library to store files, create smart document links, update document versions, control access, and track downloads inside Student CRM.

Can we track how often documents are accessed?
Yes. Download counts and charts show how often each file is viewed or downloaded, helping teams understand engagement levels and identify which documents are most useful.
What types of files can we upload?
You can upload most standard file types, including PDFs, Word documents, PowerPoints, spreadsheets, CSV files, and image files up to 50MB each.
What happens when we replace a document?
When you replace the old version with a new one, every smart link automatically points to the latest file, helping students and staff access the most current information.
Can document links be used in emails, forms, and webpages?
Yes. Document links can be used in campaign emails, enquiry replies, forms, buttons, webpages, event communications, and other Student CRM workflows.
Do we need IT support to use it?
No. Once your institution subscribes, your User Admin can add users directly. Document Library is ready to use from within Student CRM.
Who uses Document Library the most?
Document Library is most used by enquiries, admissions, international, recruitment and outreach, events, marketing, and partnerships teams. It is especially useful for teams that share brochures, guides, event materials, course information, or application documents.
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