Managing File Properties

You can view and change the properties and metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files in Document include class, subclass, document type, and keywords, among others. for a file in the Properties window. To view or make changes to a file's properties, do the following:

1. Locate the file in Document Central The main window where most Document tasks originate. Document Central contains several tabs that display lists of files, file groups, discussions, tasks, and recent entities..
• Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
• Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
2. Right-click the file in a document list and select Properties.

   Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH® ProSystem fx® for more information.

3. Click a tab to view or edit the properties on that tab. Some fields may not be editable. The tabs are:

   General. Contains basic attribute information for the file.

   Field	Description
   File name	You can edit the file name, but the file name extension cannot be changed.
   File ID	Displays the ID created for the file when it was uploaded to Document.
   File type	Displays an icon representing the program used to create the file.
   File size	Displays the total file size both in kilobytes and bytes.
   Year	You can select a different year for the file from the Year list.
   Storage path	Displays the location where the file is stored in Document.
   Entity name	Displays the name of the entity for which the file was uploaded.
   Entity ID	Displays the ID assigned to the entity when it was set up.
   Entity type	Displays the entity type for the entity.
   Created date	Displays the date the file was created.
   Modified date	Displays the date the file was last edited.
   Accessed date	Displays the last date that the file was accessed.
   Expiration date	Displays the expiration date assigned to the file, if any.
   Attributes	Select or clear the Attribute boxes as necessary. These boxes include: Permanent. Select this box to identify the file as having no expiration date. Archive. Select this option to move the file to archive storage. Publish. Select this option if the file should be published to the portal for the associated entity. If the entity does not have a portal, this option is not available. Read-only. Files published to a portal will be read-only when this option is selected. Clearing this option makes the file editable. This option is available only when you have selected to publish a file to a portal.
   File status	The file is checked in and available. The file is checked out or locked by another user. To view the name of the person who has checked out or locked the file, hover your pointer over the indicator. You currently have the file checked out. The file is currently being direct edited by multiple users. This option is only available for CaseWare files.

   Details. This section contains metadata for the file.

   Field	Description
   Class	Select a class from the list of available classes. If additional classes are needed, consult your Document administrator.
   Subclass	Select a subclass from the list of available subclasses. If additional subclasses are needed, consult your Document administrator.
   Document type	Select a document type from the list of available document types. If additional document types are needed, consult your Document administrator.
   Expiration date	Enter an expiration date for the file. If the Permanent box is selected on the General tab, you cannot assign an expiration date to the file.
   Based on	Displays the existing retention rule for the file.
   Sensitivity level	Select a sensitivity level for the file. The options for sensitivity levels cannot be modified. Your firm may have specific guidelines about the sensitivity level to select for documents. Classified. Used for highly sensitive material. Confidential. Used for material that contains confidential business information. Personal. Used for material that may breach confidentiality. Routine. Used for routine business information. Normal. Used for non-sensitive material.
   Created date	Displays the date the file was created.
   Created by	Displays the user name of the person who created the file.
   Modified date	Displays the date the file was last edited.
   Modified by	Displays the user name of the person who last edited the file.
   Keywords	Enter keywords for the file. Keywords can be used as search criteria to find the file.
   Comments	Enter comments to be associated with the file.
   Portal Name	Displays the name of the portal associated with the entity for this file.
   Portal Edit Mode	Indicates whether the portal is currently in edit mode.
   Publish Status	Indicates whether the file is published to portal.

   Assign Task. Use this tab to assign or update a task for a file as needed. If you update a task assigned to you by someone else, some fields on this tab may not be editable.

   Field	Description
   Task title	Enter the name of the task.
   Assign to	Click, and then select a staff member to assign the task to. Click OK. If the staff member does not have permission to access the file, use the Assign temporary permission section to grant the staff member temporary permissions for the file.
   Task status	Select a status from the list. If you change the status and then save the task, the information in the Task comments box is deleted. The previous comments are saved in the file history. If the status is Unassigned, the task will not display on the Task assignments tab.
   Task status due date	Select a due date for the task.
   Task comments	Enter information for the person receiving the task, if needed. Task comments are saved in the file history.

4. Click Apply.

5. Click OK.