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GroupWise Document Management: Storing Documents

This is the second in a series of articles on the topic of GroupWise Document Management. This article does not deal specifically with the GroupWise Macintosh Client, which will be covered at a later date.

By Andrew McGregor, Messaging Support Specialist

Storing Documents by Using the "Create New Document" Tool Bar Button

Basically, there are three different ways to deposit a document into the DMS library. The first is to use the "Create New Document" dialog from within the client. The second is to use the import function, and third is to merely drag and drop the document into a folder of choice. Let's first look at using the "Create New Document" dialog. This is done by clicking on the "Create New Document" button on the tool bar in the client as demonstrated below.

(Note: In the picture below, the Mailbox is highlighted. When the document reference is created for the document that is being added to the library, it will be placed in the Mailbox. The document reference will be placed in the current active GroupWise folder. So, make sure that you highlight the folder you want the document reference to be put into prior to clicking on the "Create New Document" button.)

document_button.gif (13788 bytes)

After clicking on the "Create New Document" button, the following dialog box will appear. At this point you have the options "Select an Application", "Select a GroupWise template", or "Select a file". In this case, you will choose "Select a file". After choosing "Select a file", the "Enter filename:" window will appear so you can type in the path to the file you want to add, or use the browse button to the right. At the bottom of the window, you'll notice another window where you can specify which library you want to deposit the document into, the default is shown. The default library can be set to which ever library you choose. When you have entered the file path and chosen the correct library, click OK.   Next.....

The next dialog box to appear requires that you enter a document subject for your document. This subject needs to be something short but descriptive, so you can recognize it. The document will still get deposited in the library if you don't put in a subject, but by default the only information you will see displayed will be the creator's name, which will be yours. It's best to use a good subject name. As you can see, you have the option to open the document now if you want to make some changes or read it now, but for demonstration purposes I'm leaving it blank. With all documents, there are access rights to be set, so click on the "Properties" button at the bottom right. Next.....

document_subject.gif (4290 bytes)

In the document properties window, click on the "Sharing" tab and then select "Shared with". In the "Name" window, enter the name of the GroupWise user who you want to have rights to this document. As you can see in the "Share list:", if you don't add anyone else to the list, the only user that will be able to view the document will be you. Other users will be able to see the document reference in their client, but they will not be able to open the document or even view it in the GroupWise viewer. After entering the users and assigning the rights you want them to have, click on "OK".

sharing_properties.gif (11134 bytes)

After you have clicked on "OK", the document will be deposited into the library and a document reference will be placed in the currently active GroupWise folder. (See note at the beginning of this section)

Importing Documents With Quick Import

The second way to deposit documents into the library is to use the Import feature. There are two versions of this feature currently in use at the University of North Texas. The 5.2.4 and 5.5.2.1 clients have different versions of the Import feature. The 5.2.4 version can only import individual files, whereas the 5.5.2.1 version has the ability to import entire folders and all of their contents. (To learn what version of the client you are using, from the main GroupWise window, click on "Help" and select "About GroupWise" and look under the picture to see the version.) For our purposes we will look at the 5.5.2.1 version of the client. The 5.2.4 version works the same way it's just limited to importing individual files. The first step is to click on "File" and choose "Import Documents".

import_documents.gif (12421 bytes)

When you click on "Import Documents", the "Select Files to Import" dialog box appears. As you can see, you have the option of choosing individual files or whole directories. (Note: In the 5.2.4 client, you would only have the option of choosing individual files) Click on the "Add Individual Files" button and find the file you want to add and click "OK", and the file path will appear in the "Files to import" window. By default, the "Quick import" box is checked, and is normally what you would want to use. The "Quick import" will put the document into your default library and put a document reference in the currently active GroupWise folder. By default, the subject for the document will be the file name. For instance, in the picture, the subject would be "DMSmanual.doc". If you choose to use "Quick import", the next step is to click on the "Next" button.

import_file_select.gif (10797 bytes)

The "Create Document References" dialog box allows you to choose what folder you want the document reference to be placed in, or to not have a document reference placed in any folder. The default is to create a document reference and is a good idea, since without one you will have to do a search to find the document and then manually create a reference.

By default, the "Cabinet" is selected, so in this case I chose "Mailbox" as where I want the document reference to be placed. You can only choose one location when you're importing files, but later, if you need to, you can place document references for the same document in multiple folders. (Using multiple document references for a single document can be confusing, so I wouldn't recommend doing that until you have a firm understanding of what document references are in relation to the actual document.) After choosing the folder you want, click on the "Next" button to continue.

import_document_location.gif (12864 bytes)

If you are satisfied with the choices you made in the previous dialog boxes, go ahead and click on the "Finish" button and the document will begin importing. In the picture below, I have already chosen to finish, and the "Import progress" bar is showing the progress of the import. When the progress bar reaches 100% as it is in the picture, the dialog box will disappear and you will be back at the GroupWise client main window. There will be a document reference of the imported document in the folder you chose.

import_progress.gif (10558 bytes)

Import Without Using Quick Import

The other route is to uncheck the "Quick Import" option. This option is used to customize the document properties on an individual document basis or on a mass basis. If you are adding documents that will need greatly differing property values, you would need to use this method. As in the first example, you'll need to choose the document path using the "Add Individual Files" button, and then click on the "Next" button.

import_no_quick.gif (10672 bytes)

In the "Import Method" dialog box, you are given the choice of merely copying the files or moving them. If you copy the file, a duplicate will be created and added to the library leaving the original where it is. If you move the file, you will be changing the location of the original file. In other words, no duplicate will be made. Also, if you want to have GroupWise generate a log file detailing all of the operations that are about to take place, you can put a check in the check box and point to the directory you want the file to reside in. Click "Next" to continue.

import_copy_move.gif (9772 bytes)

In the next window, you need to choose which library you want the document to go in. As a reminder, you will only be able to add documents to libraries in which you have add rights. Click "Next" to continue.

import_select_lib.gif (9637 bytes)

The next window should look familiar since it is the same as the one used when using the "Quick Import". This time, however, the option to import without displaying the documents in a folder is the default, so remember to change it if you want a document reference to be in your client. Click "Next" to continue.

import_document_location_no_display.gif (13221 bytes)

"Set Document Property Options" is what makes the non "Quick Import" importation of documents such a convenience. In the case where you may have 25 documents to import, but you need to assign different rights to each one, selecting "Prompt for properties of each document individually" is the best choice. Doing this will cause GroupWise to prompt you to modify document properties as the documents are being imported. If all of the documents you are importing will have uniform properties but you need to change them from the default, then you need to choose "Set properties using default values" and then click on the "Modify Default Values..." button to change the values to whatever you need them to be. The last check box is checked by default, and if you don't mind having the subject field of your document being the original file name, then you can leave it checked. Otherwise, take the check out and the subject field for each document will be blank unless you specified a default subject name in the "Modify Default Values" dialog box. Click the "Next" button to continue.

import_property_edit_prompt.gif (9377 bytes)

If you are satisfied with your choices, go ahead and click the "Finish" button to commence with the import. While the import is taking place, if you chose "Prompt for properties of each document individually", the "Document subject" box will pop up for you (see below) to edit each document's properties as they are being imported. When the import is finished, you will be back at the GroupWise client main window.

import_property_edit_prompt_subject.gif (11241 bytes)

The Drag and Drop Method

The last method of depositing a document into a library is to drag and drop it into the desired folder. The way you do this is exactly how it sounds. Locate the file you want to add to the library and drag it to one of the GroupWise folders in the client and drop it in. An import progress window will come up and remain until the process is complete. Then, a document reference will be visible in the folder you dropped the document into, and you are done.

More Information

Stay tuned for more neat GroupWise Document Management features next time. If you want to do some reading in the meantime, check out the topic of "Document Management" in the Novell GroupWise Cool Solutions vault.