Adding Document Repository Content

Home » Support Library » User Guides » User Guide - Base Product » Adding Document Repository Content

Viewing and Updating Global Information

The Global Information Bar of a Document Repository is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration.

Editable sections in the Global Information Bar are the fields where the text is blue with dotted lines underneath (hyperlink).

1. Click the hyperlink to open a corresponding pop-up box to editing existing content.

Viewing and Updating Global Information

Change an Document Repository’s Name

1. Clear the current content and type in the change.

2. Click the check - icon button to finalize the action.

Document Repository

Change Document Repository’s Description

1. Clear the current content and type in the change.

2. Click the check - icon button to finalize the action.

Change Document Repository’s Description

Viewing Overview Details

The Overview Details section is the initial section that is displayed when opening a Document Repository.

When opening a Document Repository, sections automatically display only if they are enabled on the Preferences. You can open disabled sections from the Navigation Icons Panel or the Expanded Treeview in the Browse Panel.

The enabled sections that automatically display when you initially select the Document Repository are in read-only mode. To edit a Document Repository’s information, open the section from the link or expanded folder.

1. In the Expanded Treeview of the Browse Panel, click on the repository’s name or icon, or from the Navigation Icons Panel select the Overview - icon icon to open the Overview section.

Viewing Overview Details

Tip: Additional sections can be enabled by default on the Documents Preferences page.

Viewing and Updating Details

View Details

The Details section records information about the details directly associated to the Document Repository. It will show previous details and is available to add or edit details.

1. In the Expanded Treeview of the Browse Panel, click on the Details section title or icon, or from the Navigation Icons Panel select the Details icon icon to open the Details section.

2. The free-form text space is available for edit.

Details

Tip: The name and shortcut keys appear in a pop-up box when hovering over tools.

Edit Details

1. Enter (or edit) details in the text space. The section provides a full set of tools for formatting text, adding hyperlinks, and attaching a variety of file types.

2. When the entry is complete, click the Save (disk icon) button save icon.

Viewing and Updating Documents

View Documents

The Documents (or Attachments) section provides the space for associating documents to a Document Repository and individually managing each file.

1. In the Expanded Treeview of the Browse Panel, click on the Documents section title or icon, or from the Navigation Icons Panel select the Document - icon icon to open the Documents section.

documents

From the Documents section, you can

  • Create form-based documents
  • Add documents from shared drives and assign document types
  • Copy or move files from other cases
  • Organize the document collection using familiar folder structures
  • Track versions and reinstate to Active status
  • Assign document-level access permissions for each participant
  • Split and merge documents
  • Mark and annotate pages
  • Insert page layers to control document review and content release
  • Download, export, and print files
  • Designate a file as Document of Record

For descriptions and instructions, refer to the Document Management section of this document.

Filter Documents

1 .To filter documents, start typing in the filter box. As you type, attachment titles that match what you are typing will be displayed in bold. Any document titles that don’t match what is being typed become greyed out.

Filter Documents

Search Documents

1. To search documents, start typing in the search box. Once you have typed what you would like to search, press enter or click the search button.

Search Documents

Viewing and Updating Participants

View Participants

The Participants section records information about the participants directly associated to the document repository.

In the Expanded Treeview of the Browse Panel, click on the Participants section title or icon, or from the Navigation Icons Panel select the Participants - icon icon to open the Participants section.

View Participants

Add Participants

1. To add a participant, click the icon button on the section title bar. This will link to a pop-up window where a participant can be added.

Add Participants

Note: Required fields are outlined in red.

2. Complete the required fields and any additional fields and click Save when finished.

Edit Participants

1. To edit a participant, click the edit icon button, and you will be able to modify a previous entry.

Delete Participants

1. To delete a participant, click the delete - icon button, and the entry will be removed.

Filter Participants

You can filter participants based on type or name.

1. To filter participants, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Participants

Viewing and Updating Tags

View Tags

The Tags section provides the space for associating tags directly to the document repository.

1. In the Expanded Treeview of the Browse Panel, click on the Tags section title or icon, or from the Navigation Icons Panel select the tags icon icon to open the Tags section.

View Tags

Add Tags

1. To add a tag, click the icon button on the section title bar. This will link to a pop-up window where a tag can be added.

Add Tags

2. Complete the fields and select Add Tag when finished.

Delete Tags

1. To delete a tag, click the delete - icon button, and the entry will be removed.

Filter Tags

You can filter tags based on the tag, the date created, or the user who created it.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

filter tags

Viewing and Updating References

View References

The References section records information about the references associated to the Document Repository. It will show the reference number, titles and is available to create records of other relevant information.

1. In the Expanded Treeview of the Browse Panel, click on the References section title or icon, or from the Navigation Icons Panel select the arrow icon icon to open the References section.

View References

Add References

1. To add a reference, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add references

2. Search and select a reference. Then click Add, and the reference will be added to the task.

Delete References

1. To delete a reference, click the delete - icon button, and the entry will be removed.

Filter References

You filter references based on reference number, title, type, assignee, date last modified, or status.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter References

Viewing and Updating Notes

View Notes

The Notes section records information about the notes directly associated to the document repository. It will show previous notes and is available to add or update notes.

1. In the Expanded Treeview of the Browse Panel, click on the Notes section title or icon, or from the Navigation Icons Panel select the Notes - icon icon to open the Notes section.

View Notes

Add Notes

1. To add a note, click the icon button on the section title bar. This will link to a pop-up window where a note can be added.

Add Notes

Note: Fields marked with red asterisk are required fields.

2. Complete your note and click Save when finished.

Edit Notes

1. To edit a note, click the edit icon button, and you will be able to modify a previous entry.

Delete Notes

1. To delete a note, click the delete - icon button, and the entry will be removed.

Viewing History

View History

The History section records associated events that take place in relation to the repository.

1. In the Expanded Treeview of the Browse Panel, click on the History section title or icon, or from the Navigation Icons Panel select the bell icon icon to open the History section.

View History

Deleting a Document Repository

Delete a Document Repository

1. In the Action Panel, click the Delete Repository - button button, (as an authorized user) to delete the Document Repository.

Subscribing to a Document Repository

Subscribe to a Document Repository

1. In the Action Panel, click the Subscribe - button button to make available a list of all events related the Document Repository.  (Click Unsubscribeto cancel.)

Restricting a Document Repository

Restrict a Document Repository

1. In the Action Panel, check the Restrict -button check box to restrict view and modification permissions to you (as assignee) and to designated members of the owning group.