Add a document
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
- From the Author page, click General Tools. Click Add Document to add a document or click Add Custom Object to add a custom object.
- From an Office application's File or Add-Ins menu, click FileNet P8 > Add > Add Document. You can choose whether to use the Add Document wizard or select an entry template.
NOTES
- When adding a document from an Office application, you must specify the document you want to add before starting the add process.
- The full path and file name for Office application components cannot exceed 256 characters. You specify a file name during the add process. The 256-character limit includes not only the file name, but also the path in which the file is stored.
- From Outlook or an Outlook item, such as a message,
contact, calendar and task, select a document or item. From the File or Add-Ins menu, click FileNet P8 > Add. Select a profile during the add process.
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:
- Select Folder (Author mode only)
- Set Properties (includes select class)
- Set Security
- Select File (documents only)
Select Folder
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
- Navigate through the object stores and the associated hierarchy of folders.
- Select the folder you want or click the Add Folder icon to add a new folder to your specified location.
- Click Next.
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.
Set properties
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
- Review properties associated with the object being added or checked in. A red asterisk identifies properties that require an entry to proceed.
- Enter or modify property values shown. Some properties can be edited directly in this page, while others require that you click the property name or a calendar control icon to edit the values. For help with any unknown properties, consult your site administrator.
- For classified documents, update the classification values as needed.
- Current Classification: Select the current classification of the document.
- Working Paper: Indicate if the document is a working paper. A working paper is a document or material accumulated or created in the preparation of finished documents and material.
- For compound documents, select Yes or No indicating the document you are adding will be a compound document. Click Add Child to add child documents that will be associated with the document you are currently adding. This document is referred to as the parent document. Click Show to view associated child documents with the parent document.
NOTE Custom objects cannot be specified as a parent document for compound documents.
- Click Next to continue.
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.
Set security
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
- If no security policy is currently assigned, click Assign Policy.
- Click Get info to view the information on any security policy listed.
- Click Select beneath the name of the security policy you want to assign.
- To change or remove an assigned security policy, click Unassign Policy.
- For more information on security policies and their application, see Use a Security Policy.
To set or modify security
- Review the existing security settings.
- To add new users or groups, click Add New.
The page opens
for you to search for specific names.
- Select the domain to search. Click the down arrow for , and then select the desired domain name from the list.
- Select the Users option or the Groups option to refine the list of names available for adding.
- Type one or more characters for the beginning of the names to search for. For example, to locate users named aalberto and amoss, type a. All user names beginning with "a" are returned. You can narrow the search by entering more characters. For example, aal would return aalberto and aallen, but not alemon or amoss.
- Click Search. After a brief delay, the
matching names are displayed.
- If the number of matching names is greater than the default for displaying, not all matches are displayed. You will need to change the search criteria and click Search again to see more results.
- When you are satisfied with the results, select the desired names from the list. You can use Ctrl+click or Shift+click to select more than one name in the list.
- Click Accept to continue setting the security for the selected names. The page opens again, with the new user or group name in the list of authorized users.
- If needed, change the access rights for a specific user or group.
- Click the user or group name in the Title column. The Set Security - Settings page opens.
- Select or clear the check boxes to allow or deny each permission level as needed. For more information, see Manage Security.
- Click Accept.
- Click Next to continue if you are adding a document. If you are adding a custom object, finish adding the custom object.
Select file
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.
To select the file
- Select one of the following options:
- Local File allows you to browse
and select a file on your workstation or network drive.
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.
- External File allows you to specify a URL path to a file that resides outside your Workplace environment. If the path you enter leads to a document that does not exist, a document with no content is added to Workplace.
- None denotes an external item that cannot be stored electronically but can be represented and tracked by a collection of properties (for example, a set of video training tapes).
- External Services adds a reference
to a document stored in another system, such as a FileNet Image Services
(IS) library. Your site administrator must configure the external system
connection and provide you with the library system information.
For Image Services integration, you must specify the following required
fields. For other external services, these fields can vary.
- Library Name: Enter the IS library's symbolic (domain) name (not the two-part IS library name). For example, if your library name is atlas:Pacific, enter atlas.
- Document ID: Enter the IS document ID number.
- Page Number: To specify the default page the document opens to, enter the page number. Otherwise, enter 0.
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.
- Local File allows you to browse
and select a file on your workstation or network drive.
- Finish adding the document.
Add a document to a folder
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
- From the Browse page, navigate to the specific folder (click its name to open it).
- Click Add Document below the path.
NOTE The Add Document action is also available from the folder's information page.
- If necessary, click Change Class to select a different class. Your class selection controls the properties associated with the document.
- Review and set the Properties associated with the new document and save your Properties settings.
- Review and set the Security assigned to the new document and save your security settings. For more help on Security, see Manage Security.
- Select your file using one of the following options:
- Local File - browse and select a file on your PC or network drive.
- External File - specify a URL path to a file that resides outside your Workplace environment, such as an external web page.
- None - denotes an external item that cannot be stored electronically but can be represented and tracked by a collection of properties (for example, a set of video training tapes).
- Finish adding the document.
Outlook profiles
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.
Add Document wizard and entry templates
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
- If the Outlook - Prompt to add email on Send site preference is enabled, you can add an email message to an object store when you send the message. If not, you must complete the add process after you send the email.
- If the Delete Local Copy site preference is enabled, the message is automatically moved to the Deleted Items folder after you add the message to an object store.
- The full path and file name for Outlook components cannot exceed 256 characters. You specify a file name during the add process. The 256 characters limit includes not only the file name, but also the path in which the file is stored.
Document classes and subclasses
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].
Links
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.
IBM InfoSphere Enterprise Records
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.
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