Using the Add Files Window

The Add Files window is where you assign metadata to files and then complete the upload to Document.

Add Files for a Single Entity

1. Locate the entity you are adding the file for on the navigation panel.
1. Click the entity type on the navigation panel.
2. Select filters for the office and business unit, if needed.
3. Begin typing the name of the entity you are looking for in the Name Lookup box. As you type, the system displays possible matches. Click the correct entity when you see it.

If you still do not see the entity you need, click in the List Options section to refresh the list, and then perform the search again. If you still cannot find the entity, verify that the entity has been set up in Dashboard.


2. Clicknext to the entity name to expand the folder structure and select the folder where you want to add the hyperlink.

Note: Selecting the entity and folder in this way will pre-populate the Entity type, Entity name, and Storage folder fields on the Add files window.

3. Click Add Files on the button bar.
4. Edit the information in the Select entity and storage folder section to specify where the file should be saved, if needed.

Field	Description
Entity type	Select the type of entity you are uploading a file for.
Entity name	Begin typing the name of the entity. Document will display a list of entity names that match what you type. Click the correct entity name when you see it listed. Note: If the entity you need does not display, verify that the entity has been set up in Dashboard.
Storage folder	Click to view a list of available folders for the entity, and then click the folder where you want to store the file.

5. Edit the metadata for the file in the Set file properties section, if needed. If your firm assigned default metadata to the folder in the folder template, some of this information is populated for you.

Field	Description
Class	Select the classes to used for categorizing and setting the retention period for the file. Classes are set up at the firm level.
Subclass	Select a subclass, if needed. The available subclasses are based on the class selected. They are set up with classes at the firm level.
Document type	Select a document type, if needed. Types are another way to categorize files. They are set up at the firm level.
Year	Select the year to be used in the folder metadata. If you are uploading files to a year folder, you still must select a year. The year folder name is not used as metadata.
Workstream project	Select an open Workstream project to associate with the file. Completed projects associated with the file can be viewed by selecting Properties in the right-click menu. Note: This option is only available if your firm licenses Workstream, the entity is a client, and there are projects set up for the selected entity in Workstream.  Projects remain associated with the file, even after the project is closed.
Expiration and retention	The expiration and retention settings are determined by the class and subclass selected. They cannot be edited here.
Sensitivity level	Select a sensitivity level. The sensitivity level assigned to a file can be used to determine if a file can be sent via email. Sensitivity levels are configured during firm setup, and then assigned individually to files when they are uploaded to Document. See Securing Files Sent by Email for more information.
Keywords	Enter keywords that can be used as search criteria to help locate the file at a later date. Keywords should be separated by commas.

6. Select permanence, archive, and portal options.

   Field	Description
   Permanent	Select this check box if the file should never expire. Note: If you add a file to the Permanent folder, and your firm has configured the retention for files in this folder to be permanent by default, this option will be selected for you and cannot be changed.
   Archive	Select this option if the file should be moved to archived storage.
   Show extended files in Document	Select this option if you want files added to extended folders to be visible in Document Central. Note: This option is only visible if your firm has an extended storage area.
   Publish to Portal	Select this option if the selected entity has an associated portal, and the files you are uploading should be published to the portal. Note: This option is only visible if your firm licenses Portal.
   Portal edit mode	If you selected to publish to a portal, you can also select for the files to be either read-only or editable. Note: If you edit a file that is published to a portal, the version number is incremented when you save the changes to Document. This ensures that you always have a true version history for a file.
   Portal folder	If you selected to publish the file to Portal, you can select the portal folder the document will be published to.

7. Select the files to upload by doing one of the following:
   • Click Browse for Files. Select the file to be uploaded, and then click Open.
   • Drag the files from your computer desktop to the Entity tab in the Add Files window.
8. If needed, make changes to the metadata for individual files on the Entity, Retention, Portal, or Hyperlink tabs. The information on these tabs corresponds with the information in the top section of the Add files window. The Portal tab only displays if your firm licenses the version of Portal that integrates with Document.

Tip: You can make changes for several files at one time. To do so, select the check boxes for the files to be changed. Then, edit the properties at the top of the window as needed. Click Apply to Selected to apply the changes to the selected files.

Tell me about the buttons in this section.

Button	Description
Browse for Files	Click this button to navigate to and select the files to be uploaded.
Apply to Selected	Click this button to apply the currently selected properties to selected files only.
Remove Selected Files	Select files in the list to be deleted, and then click this button. The files are removed from the list.
Upload Selected Files	Select files in the list that are ready for upload, and then click this button to upload them to Document. Note: If a file you are uploading has the same name as an existing file, the system gives you several options for handling the situation. See Managing Duplicate File Names for information about the options that are available.
Add File to be Scanned	If your firm uses Document along with Scan, you can use this button to create a placeholder for a file that has not yet been scanned. Selecting this option creates a routing slip placeholder to the grid. See Adding Files Using the Scan Interface for more information.
Add File to Multiple Entries	Select files to be added to multiple entities, and then click this button.

9. Click Upload Selected Files. You can monitor the status of the upload in the File upload progress section. If the File upload progress section is collapsed, click the Expand icon to open that section. You can use the buttons in this section to pause the upload if needed. Paused uploads will resume uploading during the next online session.

Pause All	Click to pause all uploads in progress.
Resume All	Click to resume all uploads that were in progress.
Clear Completed	Click to remove information about completed uploads from the File upload progress grid.
Remove Selected Files	Click to delete the selected files.

Note: Uploaded files are scanned for viruses before being stored in Document.

10. Click Close.

Adding Files to Multiple Entities at One Time

To upload the file to multiple entities, click Add File to Multiple Entities, and then complete the Add to multiple entities window

1. Select to either copy or link to the file for each entity.
2. Select an entity type that you want to upload the file to.
3. Do one of the following:
   1. To upload the file to a specific entity, begin entering the entity name in the text box. When you see the entity you need in the Available entities list, select it and click the move right button.
   2. To upload the file to all entities of this type, click the move all right button.
4. Repeat these steps as needed until all entities that you want to upload the file to are listed.