Upload and classify documents
Use the four-step wizard to check, classify, link and file one or many documents.
Required permission: dms.manage
Before you begin
- You need
dms.manage. - To link a file to a record you must be able to read that record: for example
partner.viewfor contacts,product.viewfor products,journal.viewfor journal entries. - Have the document type, expiry date and folder ready.
Steps
- Open Documents > Library and click Upload.
- Files. Click to choose files, or drop them into the box. Each file is checked on the server as soon as you choose it. The tally shows 'n accepted - n rejected'. Rejected files show the reason; remove them or fix them.
- Click Continue to classification.
- Choose the Document type. Leaving it empty files the document as unclassified. Choosing a type re-checks each file against the type's kinds and size and fills the Sensitivity.
- Set Sensitivity if the default is wrong.
- Enter Document date (the date on the paper, not the upload date) and Expiry date if they apply. The expiry applies to the selected file only.
- Enter Tags: press Enter or a comma after each. Tags are trimmed, sorted, limited to 40 characters each and 30 per file.
- Choose the Folder. It defaults to the workspace selected in the library filter.
- Enter a Description (up to 500 characters in the wizard).
- Tick Apply these values to all accepted files to give every file the same values. Untick it to classify files one by one: click each file on the left.
- Click Continue to link.
- Choose the Record type and then the Record to link, or leave Library only - no record. You can link only kinds of record that you may read. Continue stays disabled until a record is picked.
- Click Review. Read the warnings.
- Click Upload n files.
What happens next
Each file moves from Checking to Ready to Filed. The dialog closes and the library switches to My documents showing the file as Version 1 with you as owner. If the file was linked, the record's Documents count rises by one. The upload is recorded in the history.
What the checks refuse
| Case | Message |
|---|---|
| Program, script or web page | '.exe files are not kept in the library: programs, scripts and web pages can run.' |
| HTML disguised as text | 'This file is a web page (HTML), which can run scripts; it is not kept.' |
| Wrong extension | 'This file is named as an image but its contents are text/plain.' |
| Empty file | 'The file is empty.' |
| Damaged image or archive | 'This image is damaged and cannot be read.' |
| Huge image | 'This image unpacks to far more pixels than any document needs, and is refused.' |
| Too large for the type | 'The file is 30.0 MB; this document type takes at most 25 MB.' |
| Wrong kind for the type | 'This document type takes pdf, word files, not image.' |
Without a type a file may be up to 50 MB. No upload may exceed 200 MB even if a type allows more.
Warnings that do not stop you
- Duplicate. If the same bytes are already held, Review says so and names the existing file. You may still upload; the bytes are stored once.
- Missing expiry. A type that normally carries an expiry date warns when you leave it empty.
- Unclassified. No type chosen.
Good to know
- Cancelling leaves nothing stored.
- If the company makes Document description or Document date required, the wizard blocks the upload until you fill them in.
- If one file fails (for example its type was archived meanwhile), the others are filed, the failed one shows the reason, and the dialog stays open. Files already filed are not uploaded again when you retry.
- Uploading from a record's Documents button pre-fills the record. See Find, preview and export documents.