Adding My Document Repository Content

Viewing and Updating Global Information

The Global Information Bar of My 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.

Change a Document Repository’s Name

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

2. Click the  button to finalize the action.

 

Change Document Repository’s Description

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

2. Click the  button to finalize the action.

Viewing Overview Details

The Overview Details section is the initial section that is displayed when opening one of your 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  icon to open the Overview section.

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 your Document Repositories. 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  icon to open the Details section.

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

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 .

Viewing and Updating Documents

View Documents

The Documents (or Attachments) section provides the space for associating documents to your Document Repositories 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  icon to open the Documents section.

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.

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.

Viewing and Updating Participants

View Participants

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

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

Add Participants

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

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  button, and you will be able to modify a previous entry.

Delete Participants

1. To delete a participant, click the  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.

Viewing and Updating Tags

View Tags

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

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  icon to open the Tags section.

Add Tags

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

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

 

Delete Tags

1. To delete a tag, click the  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.

Viewing and Updating References

View References

The References section records information about the references associated to your Document Repositories. 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  icon to open the References section.

Add References

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

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  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.

Viewing and Updating Notes

View Notes

The Notes section records information about the notes directly associated to your Document Repositories. 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  icon to open the Notes section.

Add Notes

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

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  button, and you will be able to modify a previous entry.

Delete Notes

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

Viewing History

View History

The History section records associated events that take place in relation to your repositories.

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  icon to open the History section.

Deleting a Document Repository

Delete a Document Repository

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