SAGEinfo - Documentation

Getting Started

SAGEinfo is a shared archive for conservation documents, data, maps, reports, and published outputs. It helps students, partner organizations, and conservation staff keep files searchable while controlling who may see them.

Sign in: open Account and enter your username or email and password.
Find work: use Documents, or Published for finished public outputs.
Add work: open Upload if upload access has been granted.
Check access: Account shows your role and additional tools.

Need help? Ask your assigned manager or a SAGEinfo administrator. Include the page, file name, and exact message. Never send your password.

Account Roles

The interface calls the standard account role basic; some teams call this a contributor. A role sets starting access, and specific tools may also be granted or removed.

Role	Current abilities	Important limits
Basic / contributor	Use public areas and any search, upload, metadata, tag, or publishing tools specifically granted.	Protected search and upload are not automatic. May delete an own unapproved, unpublished upload; scoped deletion may also be delegated.
Manager	Approve and edit accessible documents; manage approved and banned tags; invite basic users; manage assigned users and tool access.	Sees users within the management scope. The manager role alone cannot publish or delete documents.
Administrator	Manage users, roles, invitations, assignments, audit information, tags, approval, publishing, metadata overrides, and document deletion.	Actions can affect many users or files and should be used deliberately.

If a control is missing, check Permissions and Tools on Account. Your role may be correct while the specific tool is not assigned.

Uploading Files

Batch details and shared tags apply to every selected file. Group files only when those details are correct for the whole batch.

Enter batch details. Organization and visibility are required.
Add a project where applicable. Project, location, and description are optional.
Select files. Drag files in or browse; multiple files are allowed.
Choose shared tags. Search approved tags or enter permitted new tags. They go on every file.
Choose Auto-Tag. Enable it for supported, document-specific analysis or leave it off.
Review. Confirm files, organization, visibility, project, Auto-Tag, and tags.
Submit. Stay on the page while storage and selected analysis run.
Review results. Check uploaded and failed totals and each file's details.
Correct the document. Add or remove tags, or edit title and metadata in Documents.

Know the tag types: Auto-Tags are based on one file. Suggested tags were not applied. Shared tags go on every file. New tags create catalog entries only with permission. Controlled tags record organization, project, location, type, or year.

Size and supported formats

Each file may be up to 100 MB. Supported uploads: PDF, TXT, CSV, HTML/HTM, XML, JSON, Markdown, DOCX, DOC, XLSX, PPTX, PPT, KML, PNG, JPG/JPEG, GIF, TIF/TIFF, BMP, WEBP, ZIP, and RAR.

ZIP, RAR, legacy DOC, and legacy PPT are stored but not analyzed. Images and scanned PDFs can use local text recognition.

Reviewing Auto-Tags

Auto-Tag helps with review; it does not replace it. Expand Review details for each file.

Result	Meaning	Action
Applied tags	Tags attached to this document, including approved automatic matches.	Remove inaccurate tags.
Suggested tags	Candidates not automatically attached.	Add only accurate suggestions.
Missing metadata	A required controlled category, commonly organization or document type, was not confirmed.	Add the approved fact.
Not applied	A candidate failed quality, permission, or catalog rules.	Read the reason; ask a manager if needed.

Use Add for an approved catalog tag and the remove control to detach one. Search approved tags first. Controlled organization, project, location, type, and year tags may be separate from topical counts.

Document-specific changes: add and remove affect only the selected document. Manual edits do not rerun Auto-Tag. Analysis may take several minutes; keep the upload page open. If it finishes later or times out, refresh Documents and review the saved file.

Tag Rules and Tips

Use specific, meaningful tags such as water-quality, not vague labels.
Prefer the approved catalog for consistent search, but still check every tag for accuracy.
A high-quality topic tag is clear, specific, and not a duplicate spelling.
Join multiple words with single hyphens: blue-river. Use letters, numbers, and single internal hyphens only.
Keep organization, project, location, type, year, program, and topic concepts distinct.
Banned tags are blocked catalog values and cannot be newly assigned or created while active.
New-tag creation is permission-controlled. If unavailable, select an existing tag or ask a manager.

Avoid duplicates: search first and reuse the existing spelling. Key workflows compare tags without regard to capitalization.

Finding Documents

Open Documents.
Search filenames, titles, descriptions, tags, notes, and source names by keyword.
Filter by source category, project, access level, type, stage, approval, upload-date range, or tags.
Multiple selected tags require every selected tag, so each added tag narrows results.
Choose results per page; sort by upload date, file name, or size; use Previous and Next.
Open View Details for title, organization, type, approval, project, size, and tags.

Only accessible documents appear. If protected work is missing, sign in and confirm document search is enabled.

Downloading Files

Use Download in Documents or Published. Protected downloads use your signed-in browser session. A protected address opened in another browser, private window, or device may show Access denied. Public files do not have the same sign-in restriction.

If download fails: return to the document page, sign in again, and use Download there. If it still fails, give the file name and attempt time to a manager or administrator. Do not share a protected link as a substitute for access.

Editing and Deleting Documents

Open details and choose Edit Metadata. The editor supports title, description, project, document date, catalog notes, and tags. Existing tags can be added or removed; new tags require separate permission.

Basic users: need metadata-edit permission to edit their own uploads. They may delete an upload they own only while it is unapproved and unpublished; scoped project/organization deletion may also be delegated.
Managers: may edit and approve accessible documents, but the manager role alone does not grant deletion.
Administrators: have broader deletion authority, including approved or published records, with confirmation safeguards.

Deletion is permanent from the user's point of view. Verify the document, ownership, approval/publication state, and request before confirming.

Access Levels

Level	Who can view	Use
Public	Anyone, including people not signed in.	Material cleared for broad access.
Internal	Signed-in users whose account can search protected documents and access the item.	Nonpublic collaboration material.
Private	The uploader and specifically authorized managers or administrators, subject to account permissions.	Sensitive drafts or tightly limited work.

Choose the most restrictive useful level. Publishing intentionally changes a document to Public.

Published Content

Published lists records at the published archive state, with keyword, type, source, and visibility filters, details, and downloads. Intake-job processing status and artifact archive state are separate; ingest, profile, normalize, and merge operations do not automatically update an artifact's archive state. Publishing promotes an approved artifact and makes it public.

Publication is controlled: administrators may publish approved documents. A basic user may publish only their own approved upload when specifically granted the tool. Managers can approve but cannot publish.

Invitations and New Accounts

Public self-registration is disabled. Accounts are created by invitation or an administrator.

Administrators can invite any supported role; managers can invite basic users assigned to them.
The inviter may include an organization, and the link has an expiration time.
The recipient supplies first and last name, email, organization, and a password of at least 10 characters.
After setup, sign in with username or email. A manager or administrator assigns needed tools.

For an expired, invalid, or unusable link, ask the inviter for a new one. Do not forward invitation links.

Recovery: signed-in users can change their password from Account, and administrators can reset one. A public forgot-password or username-recovery workflow is not currently available.

Contact Messages

The public Contact form stores each accepted message inside SAGEinfo. Successful submission means the message was durably received by SAGEinfo; email delivery is not required. An optional PNG, JPEG, or WebP screenshot is protected with the message and is not added to the public document archive.

Only administrators can open the Contact Messages inbox or its screenshots.
Messages move through New, Read, and Resolved states.
Permanent deletion removes the sender email, subject, body, and screenshot. A non-content audit event may remain.
Automatic retention deletion is currently disabled; messages remain until an administrator deletes them.

Administrators: use the Messages link in the authenticated header. The badge counts New messages only.

Common Problems

Problem	Cause and user action	Escalate when…
Access denied on download	Protected link or ended session. Sign in and use site Download.	The visible file still fails.
Analysis pending	Extraction or text recognition is working. Keep the page open, then refresh Documents.	No result appears after several minutes.
Unsupported type	Unsupported extension or mismatched content. Convert to a supported format.	A correct supported file is rejected.
Missing metadata	Organization or type is unconfirmed. Add approved controlled metadata.	The correct value is unavailable.
Auto-Tag needs review	Add accurate suggestions and remove incorrect applied tags.	A recurring problem affects many files.
Duplicate or invalid tag	Search the catalog; fix spaces, punctuation, category, or banned value.	A legitimate tag cannot be selected.
File too large	Over 100 MB. Reduce, split, or use a supported archive.	It cannot reasonably be reduced.
Session expired	Sign in again and repeat the action.	Sign-out repeats or credentials fail.
Page outdated	Refresh once; use a hard refresh if needed.	The page still differs afterward.
Failed upload	Check the per-file result, size, format, content, and connection; retry only the failed file.	A supported nonempty file repeatedly fails.
Permission denied	Check Account → Permissions and Tools.	The action is required for assigned work.

Practical Tips

Add a descriptive title after upload.
Select the correct organization and project.
Batch files only when shared metadata applies to all.
Review suggestions and remove incorrect Auto-Tags.
Avoid vague and duplicate tags.
Verify access before submission, especially Public.
Keep original files locally.
Refresh after delayed analysis.
Do not share credentials, invitations, or protected links.

Privacy and Security

Use Public only intentionally; use Internal or Private for protected work.
Protected downloads depend on your session; links do not grant access.
Never share passwords, sign-in codes, invitations, or session information.
Log out on shared computers.
Report incorrectly exposed content immediately.
Contact messages and screenshots are visible only to administrators.
Review metadata, approval, and access before public publication.

Administrator and Manager Notes

These functions are restricted; Account shows only controls available to the signed-in role and scope.

Function	Manager	Administrator
Invitations and users	Invite assigned basic users; view, enable, disable, and manage their tools.	Create users; invite roles; reset passwords; change roles/status; assign managers and tools.
Projects and organizations	Use metadata on accessible work; broader controls depend on scope.	Oversee assignments and delegated organization/project capabilities. General users should not assume project creation is available.
Tags	Create permitted structured tags; remove or replace tags; manage approved/banned values; delete unused definitions.	The same tools with administrative scope.
Documents	Edit and approve accessible documents; cannot publish or delete.	Edit, approve, publish, and delete; bulk deletion requires password confirmation.
Background work	See requested work progress where a status view is available.	Inspect work across users and audit activity.
Contact inbox	No access.	Read, update, and permanently delete stored public Contact messages.

Use global tools carefully. Tag replacement, deletion, and publication can affect many people. Confirm scope, ownership, access, and the request first.

Focused Guides

Getting Started Search Upload Tags Access Downloads Published Common Issues