How to upload a document

Prerequisites

• You must be a contributor or higher in the group.

Step 1 Select upload location

Option A Upload to a group

When viewing the group homepage, discussions page, tasks page or the documents page:

1. Click the plus button on the far right of the toolbar.
2. Click the Upload document... option in the drop-down to open the upload document dialog.

3. In the Upload into field, the default is the main group folder – click one of the following to navigate to a different location to upload the new document:
1. icons and click a location in a drop-down, OR
2. icon and click a recently used location, OR
3. icon and navigate to a folder.

Option B Upload to a selected folder

From the documents page:

1. In the folders panel on the left, navigate to, and click the folder you want to upload into.
2. Click the plus button on the far right of the document toolbar.
3. Click the Upload option in the drop-down to open the upload document dialog. Your chosen location shows in the Upload into field.

Step 2 Add files to upload

You can either:

1. Drag and drop one or multiple files to the middle of the dialog, or
2. Click the Select files button, navigate and select one or more files to upload.

As you add files, they are listed at the top of the dialog.

A progress bar is displayed next to each file while they are uploading. Once uploaded, various options are available depending on the media type, which you can set in the next step.

Step 3 Set file options (optional)

For each file or group of files, you can decide how they are processed.

At right of each filename, you can click:

1. Import options button – click and choose one of the available options – No process is default.
2. Unzip button – click to unzip files from a ZIP file upon upload.
3. icon – you can then add a document title, document ID, apply existing labels, or add new labels by clicking the icon.
4. icon – click to remove a document from the current upload – click the Yes button to confirm the remove or click No to keep the document to upload.

Step 4 Set upload options (optional)

When at least one file is in the dialog, the general upload options, located beside the Select files button, let you apply the same operation to all files.

Upload notifications

To include an upload notification, click the icon then:

1. In the Upload notification dialog, you can:
1. Enter a subject for the upload.
2. Add labels.
3. Change the message settings – click the notification icons located at the bottom right.
2. Click the Save button or click Cancel to abandon the change to the notification for the upload.

Add workflow

To attach a workflow to the uploaded files, click the icon, then:

1. Enter details in the workflow dialog form.
2. Click the Save button or click Clear to NOT attach a workflow or click Cancel to abandon the change to attaching a workflow.

Advanced settings

To apply more advanced settings, click the icon for the following options:

1. Display upload confirmation – clear the checkbox to NOT receive confirmation of which files will be overwritten or created. This can speed up the upload, especially when importing DOCX files.
2. Overwrite metadata and document properties (title, docid, publication id/type, description, labels) – select this checkbox if you want to overwrite the metadata and properties of existing documents with the same filename, with the metadata and properties attached to the new document you are uploading.
3. Resolve references – resolve references to documents, images, and URLs in the document you are uploading. You can clear the checkbox if the referenced objects will be uploaded later and then, if you’re a manager, resolve references another time from the group maintenance page.
   
4. Validate with default Schematron – validate your documents.
   
5. Index – index your documents. Clearing this checkbox is not recommended, but indexing can be done another time from the Group maintenance page.

Click the Save button or click Cancel to abandon changes to the advanced settings.

To remove all files from the upload, click the red icon.

Display options

To change the display options, click the icons at the bottom right:

1. icon – shows the document filenames (default).
2. icon – lists the media type for the files.
3. icon – shows the files in a folder tree.

Step 5 Confirm

Click Continue to go to the upload confirmation options.

The dialog now shows the files in the folder they are being uploaded to, and color coding is used to indicate whether the file is new or overwrites an existing file.

1. Green filename – the file is a new file.
2. Red filename – a file with the same filename exists in the folder and is overwritten with the new file upon upload.
3. At the top right, click the buttons:
1. Show all – all the files in the upload display.
2. New – only new files display.
3. Overwrite – only filenames that are the same as existing filenames display.
4. None – no filenames display.

Step 6 Upload

When you are ready, you can then click these buttons at the bottom:

1. Back – to go back a step.
2. Confirm and upload – you see the progress of the upload and then confirmation of a successful upload.
1. To close the dialog, click the icon at top right or click the Close button at bottom left.
2. If a message displays saying there were errors or warnings, click the icon to view the details.
3. Cancel – abandon uploading the files.