Upload a file or document

1. Select the folder where you want the document to be stored.

2. Click Upload in the Documents toolbar.

3. Complete the fields in the window that opens:

   • Description: Enter a description of the files or documents to be uploaded.

   • File Type: Select the type of files you are uploading.

     System Administrators manage document the type codes that display.

   • Author: Either select the author of the document or select the option to add a new Author then enter the name of the new author.

   • Release Document Immediately: Select to make this document immediately available to everyone.

     If cleared, the document version is only visible to you. Follow View Revision History procedures to make the version visible to others.

   • Send email notifications?: Send a notification to anyone who is a member of the folder to which you are adding the document. This toggles a list of all members on the entity, a list of subscribers, and email fields. When you upload multiple files, the system sends only one notification email per entity.

     1. Select the members to send a notification to from Members of [Entity Name].

        Press and hold CTRL on your keyboard to select multiple values.

     2. Select the members of the entity to receive a notification then click > > to move them members to Recipients.

        Click < < to return members to Members of [Entity Name]

        Subscribers displays members who have subscribed to this folder. Subscribers are members who have asked to be notified when changes are made in the folder.

     3. Select Use HTML in email? to allow HTML code in your email message.

     4. Enter the Email Title.

     5. Enter the Email Message.

        If you selected Use HTML in email?, use HTML code to format your email message in this field.

   • File Name: Select the files you want to upload:

     1. Click Choose Files.

     2. Select the files you want.

        Press and hold CTRL on your keyboard to select multiple values.

     3. Click Open.

        Choose Files displays the number of files selected for upload. Hover over the number of files for a list.

4. Click Upload.

If the document is an image-only PDF—for example, a scanned image of a document—the document is converted so that it is searchable by the Lucernex Document Viewer. The conversion process is called Optical Character Recognition conversion, also known as OCR conversion. The time an OCR conversion takes can vary greatly. Larger documents do take longer to convert, but depending on the content included in the document, some documents may take longer than others.

Once an image-only PDF is uploaded, it will go through several stages, with status shown in the OCR Status column:

• Waiting: The document is currently in the queue to be converted.

• Converting: The system is actively converting the document to a searchable PDF. This stage may take between 15-45 seconds.

• Converted: The PDF is converted and ready to be searched.

• N/A: The document does not need conversion and already has OCR data.

  Unknown: No OCR version of the document is available. This could be due to a system error. You can still open the document and kick off the OCR process.

  Failed: OCR conversion failed.

Reasons for failure can include :

• The document is not a PDF file.

• The PDF is an older format that is not PDF/A compliant.

• The PDF contains only images and there is no textual information to convert.

• The PDF contains complex elements such as passwords, web links, and annotations.

• The PDF contains languages other than English.

• Image formatting issues such as, the image is not right-side up, is crooked, flipped, or the quality of the image is too low.

Click Reload to see the most current status of your documents.