IBM FileNet P8, Version 5.1.+            

Select a document

You can add documents that are stored locally on your machine or you can add a document that resides outside of your environment, such as a web page, by specifying a path. Be aware that if the path you enter leads to a document, a document with no content is added. You can also add an external item that cannot be stored electronically but that can be represented and tracked by a collection of properties. A set of video training DVDs is an example of this type of document.

Tip: When you select a different type from the Type list, the options on the page change.

Delete Local File appears when your document is tracked. Select this option if you want the local copy of the document you are checking in to be deleted from your workstation after your add procedure is completed. Save and close the local copy before you complete the deletion. Your site administrator determines whether or not you can override the default setting for this option.

You might come across instances where a file is deleted while it is still open. This can occur after you specify you want the local file to be deleted.

Select an entry template

You can add a document to a folder with more than one entry template associated with it. You must then select the entry template you want to use from the Entry template list. If you are adding more than one document at the same time, and the File Type category has been set, you do not select an entry template. Instead, the documents are grouped by file type category and you can choose the documents you want to add.

Assign properties

Properties define information about the document you are adding, such as its location in an object store and the class and property values assigned to the document. If you add a document using an entry template, some or all of the properties might be predefined for you. You can add documents to a specific folder or directly to an object store depending on the Require folder selection site preference setting. The document's class controls the properties assigned to the document. See Work with properties for more information.

Note:
  • When you drag a single document, you can type a title for the document; however, when you drag multiple documents, each document's file name is assigned as the title of each document.
  • 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 unless the assigned profile is set to use only the email class.

Compound documents

You have the option of making the added document be the parent document of a compound document. In addition, you can associate child documents with the parent document. The compound document option is not available if you are adding a document using the dragging method.

Versions

By default, the document is added as a major version. A major version is generally available to all users.

Security

You can optionally modify the security access rights and permissions for the added document by expanding the security section. This option is not available if you are adding a document using Add Document action when the Advanced Add Document action is also available; instead, the document receives the default security access rights and permissions associated with its document class or the entry template used to add the document.

Classified documents

If Records Manager is installed, you can add classified documents to a record object store by selecting a classified document class. Update the classification values as needed.



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Last updated: July 2011


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