Upload a Document

Ad Hoc Documents

Documents that are uploaded to a Library, without a pre-defined document container, are referred to as ad hoc documents.

You must have Edit / Update permissions on a Library to upload ad hoc Documents.

Templated Document Containers

Document Containers are pre-defined by an administrator on a Library template. These may be documents that are required by every project or site that is created. Administrators can apply permissions to template containers that are different than the Library permissions.

You can upload a document from various locations in a Library:

• Library toolbar

• pane toolbar

• Document container (empty or existing) menu stacks button or document type icon

Upload a document:

1. Select Upload New from one of the locations mentioned above.

   If a default Document Form is enabled, a new window appears containing the standard document form, as well as the custom document form at the bottom of the page. If no custom form has been enabled, the inline document form appears.

2. Click the Select button to select a file.

3. Enter a name for the document in the Name field.

4. Select a category and section from the Category and Section drop-down menus.

   Name, Category, and Section are required fields.

5. Complete any desired additional information on the form.

6. When complete, click Submit.

   Several versions of a document can be uploaded to a document container. If the document contains more than one file, the multiple-document icon appears next to the document name. Hover over the icon to see how many versions of the document have been uploaded.

Additional Document Functionality

Once a file has been uploaded, various actions can be performed on the document.  For example, you can upload or link to a new version of the document, mark a document as reviewed, approve the document or reject the file.  Furthermore, you may access the document's history or audit log for information about the changes to the document over time.

Other document actions include:

• View/Download

• Delete a document

• Link or move documents (link to the clipboard, or move the document to a different category/section.)

• Edit the name, suffix, description, and tags associated with a document.  (A tag is a way of categorizing tasks and documents.)

• Lock a document (this allows you to prevent other users from modifying the document until it is unlocked.)

• View a document's history

• View a document's audit log (opens in a separate browser window)

• View or Add Notes (opens in a separate browser window)

• Subscribe (see the Subscriptions section for more information on this topic)

• Add to Clipboard (see the Clipboard section for more information on this topic)

• Review, approve, or reject a document (if rejecting a document, a reason must be chosen from a drop-down menu)

  When a document is Rejected, the author of the document (only for the latest revision) is automatically notified by email of the rejection. This applies to documents uploaded in libraries, as well as document deliverables on a project schedule.