Workplace provides wizards to assist you when adding each type of object. The wizards are almost identical, but they are discussed separately in this topic and in Add a folder. You can access these wizards from either an information page or from the Author > General Tools page.
The Add Document or Add Object wizards add a new document or custom object to an object store. When you add a new document or custom object, you need to set the location, document class, properties, and security for the document or custom object. The last step for adding a document is selecting the file to add unless you are adding a document from within an Office application or Outlook.
TIP Instead of using the Add Document wizard, you can select and use an entry template to speed up the process of adding documents. For more information about entry templates, see Work with entry templates.
In addition, to add a document using a wizard and via an integrated Office application or Outlook, you can also add a document to a folder.
To start the wizard
NOTES
NOTE Since offline Outlook folders are housed in .PST files, a proprietary Microsoft format, you cannot add email items stored in such files directly to object stores through using Workplace Application Integration. Instead, you must first move such emails back into your Outlook Inbox, or some other online Exchange-server-based folder, and then complete the add operation.
A confirmation page might be displayed at the end of the wizard. See Confirmation Prompt for more information.
Click one of the following wizard steps for more information:
When adding a folder from the Author page, you must first select a folder location. Generally, you must also select a folder when adding a document or custom object, but your site administrator can specify that a folder is not required. In that case, as soon as you select an object store, the next step, to set properties, becomes selectable and you can proceed without selecting a folder.
When working in the Browse page, your current folder location is selected automatically.
To select a folder
If you do not add a document or custom object to a folder, you cannot browse for the document later. To locate it, you must search for it.
The Set Properties page displays the default (base) object class and shows the properties assigned to that class. You can select a subclass created by your system administrator.
To change the object class
Click the Change Class link at the top of the page and select a class. To add classified documents to a record object store, select a classified document class.
To set properties
NOTE Custom objects cannot be specified as a parent document for compound documents.
If you are adding an Outlook message or text from an Outlook message, only the base Email class and its subclasses are displayed. If you are adding attachments, all classes are available.
Security settings determine the users and groups that can access the document or custom object you add, and they control the permissions granted to each group or user. You can also apply a security policy to control security settings for a document.
To assign a security policy for a document
To set or modify security
To complete the add document process, you must select a file.
NOTE This task does not appear if you are adding a document from within an Office application or Outlook because you must first select the document before starting the add process. The name of the file appears in the Summary section at the bottom of the Add Document page.
If File Tracker is available, you can select Delete Local File if you want the local copy of the document you are checking in to be deleted from your workstation after the document is checked in. Your site administrator determines whether or not you can override the default setting for this option. Close the local copy before you complete the deletion. You might come across instances where a file is deleted while it is still open. This can occur after you specified you wanted the local file to be deleted.
If your Workplace logon information does not match an IS account, you are prompted to log on with your IS account information. This information is saved as long you are logged into Workplace with your current browser session for subsequent interactions with IS.
You can add a new document to a folder using the Browse page or the Author page.
To add a document to a folder in Workplace
NOTE The Add Document action is also available from the folder's information page.
This profile determines the process in which your Outlook items are added to an object store. It is created in Site Preferences by your site administrator. Depending on the settings defined in Site Preferences, you might be able to change the settings in the profile.
NOTE Some of the options defined by your site administrator might be hidden, but you must still complete specific steps that are required by the hidden options. See your site administrator for more information.
The profile specifies whether the Outlook item is added using the Add Document wizard or an entry template. The Add Document wizard collects information needed to complete the add process. Entry templates are pre-defined with information that allows you to bypass some or all of the pages that appear in an Add Document wizard during an add process. In addition, if you are adding multiple attachments, make sure the profile you are using is assigned an entry template. The entry template speeds up the add process. It avoids having to use the Add Document wizard for each attachment you want added.
The entry template assigned to the profile can have any document class or subclass assigned to it. Depending on the class or subclass that is assigned, specific email properties, such as From, To, and CC, can be included once a .msg or .txt file is added to an object store. For example, when you add your Outlook items to an object store, specific email information, such as To and Subject, is automatically mapped from the email to the class properties when your file is added to an object store.
If you cancel an add procedure while using an entry template that automatically launches another process, such as a workflow, the add procedure is canceled, but the automatic process is still launched.
NOTES
In addition to an email class and subclass, the profile you are using can also specify a document class or subclass. Either class or subclass can include specific email properties, such as From, To, and CC, once a .msg or .txt file is added to an object store. The format in which the email address appears is determined by your SMTP address. For example, a full email address that appears in the From property field could be JaneD@ibm.com or Doe, Jane[jdoe@ibm.com].
The profile setting specifies whether links are created between your Outlook item and attachments. The link setting is determined by your site administrator.
NOTE If you add a message and attachment and your site administrator turned on your Links setting, your documents must be added to the same object store.
The Declare Record option is only available on systems configured for InfoSphere Enterprise Records.
This profile setting determines if an Outlook item with multiple attachments will be declared as a single record when Records Management is enabled. This setting is determined by your site administrator.
To add a document to an object store
Locate the Outlook item you want to add to an object store.
From the FileNet P8 menu, click Add. The Select Profile page appears, where you select the profile you want to use for adding the item. You can also modify some of the profile settings.
NOTE Since offline Outlook folders are housed in .PST files, a proprietary Microsoft format, you cannot add email items stored in such files directly to object stores through using Application Integration. Instead, you will first have to move such emails back into your Outlook Inbox, or some other online Exchange-server-based folder, and then complete the add operation.