Helpful Tips for Document Management ** For use on pages that are the 'File Library' page type ** |
To Print This Page!
Click the printer icon to the right of the Help link, above. Use your browser print function.
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To Open and Read a File
Simply click on the filename or the icon/thumbnail image.
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To Upload a File
If you have file upload privileges, you will see a blue link that says [Add a New File]. Click the link to get a pop-up form. Use the Browse button to locate the file on your PC. It's as easy as attaching a file to an email.
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To (a) Edit Category, Status, Notes, (b) re-upload or replace the file, or (c) delete the file
Click the [edit] link to the left of the row, then click 'Edit File Details' on the form that is displayed. Update fields as you wish and SAVE. (Note: you will not see the [edit] link unless you are the file's owner.)
You can attach a newer file using the Browse button (this replaces the existing file with your new one).
You can delete the file using the Delete button.
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To Check Out, Revise, and Check In a File
Get a current copy of the file and simultaneously mark it 'Checked Out.' This leaves the file locked so that others cannot access it:
-- Click [check out]
-- Right click on the filename to Save it to your PC
-- Click the Check Out button on the form.
-- When your page refreshes, the file will show as locked.
Now the document is on your PC, where you can open it with Word and revise it. Save your changes to the file on your PC, then follow the instructions below to upload/replace the previous version.
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To replace the file with your newer version:
-- Click the [check in] link to the left of the row.
-- Use the Browse button to find/attach your newer file on your PC
-- Enter comments if you wish.
-- Click the Check In button at the bottom of the form.
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NOTE! You cannot Check Out a file unless you are the owner, so you may have to 'Take Ownership' of the file before you check it out. You can Take Ownership if you are Administrator or Moderator in the system.
Instructions to take ownership of a file:
-- Click the [edit] to the left of the row.
-- Click the Take Ownership button
-- On the next form, just click SAVE.
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