Add a document (Workplace XT)

You can select and add one or more documents to an object store. You use an add action or drag the documents on Drag files here to add. Use the Add Document or Advanced Add Document actions to add one document at a time. Drag one or more documents to add multiple documents at the same time.

You can also add documents directly from an integrated Microsoft® Outlook or Microsoft® Office application using Application Integration BCS. The add process allows you to specify which documents you want to add to an object store. It also assigns properties that define the information about the document.

To streamline the process of adding new documents, you or an administrator can design an entry template that provides default information. For example, you can use an entry template to automatically assign the document class and other document properties. An entry template can be associated with a specific folder. When you add an object to a folder with an associated entry template, the entry template is automatically used instead of the standard wizard. If more than one entry template is associated with the folder, you can select the entry template you want to use. See Work with entry templates for more information about entry templates. See Associate entry templates with folders for more information about associating entry templates with a folder.

If you are adding multiple documents to a folder that has one or more entry templates associated with it, Workplace XT allows you to work with your selected documents before you add them to an object store. For example, you can remove specific documents before adding your documents.

After you add a document to an object store, you can manage your document using actions available on the toolbar or from the Actions button. For example, you can check the document out of an object store, modify it, and then check it back into the object store. You can also automatically delete the local copy of the document you are adding when your document is tracked.

Add wizards

Your site administrator determines the actions available to you for authoring documents by setting the Authoring page display site preference. Depending on the site preference setting, you might have two sets of options (Add Document and Advanced Add Document, and Open and Advanced Open) or just one set of options (Add Document and Open). The advanced actions, if available, appear under the More Actions option in the toolbar or pop-up menu.

To start the add process

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 that does not exist, 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.

SCREEN READER 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.

NOTE  You select a document prior to adding it to an object store from within an integrated Office application using Application Integration BCS or Application Integration.

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 on document at the same time, 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.

NOTES 

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 or the Add Document action when the Advanced Add Document action is also available.

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.

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.

Cancel a drag process

When you drag documents, and then cancel the process after the documents started downloading, only those documents that were processed prior to your cancellation are added to the object store.