The Intra.Net™ Document Manager application allows you to store, access, view, modify and manage a wide spectrum of information generated within your company. All file types, text files, HTML files, audio, and video can be stored and managed. Add attachments to documents, notes and even send e-mail notifications to system members regarding new documents uploaded to the Intranet.

Creating a Document Manager Application

Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root).

Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section.

Within the Content Browser, click on the Create button located to the top right.

Note: The Create New Application dialog appears.

Select Document Manager from the Create: drop-down menu.

3. Within the Name field, enter a name for the Document Manager application.

Note: The Name of the application should also be clear to other Users who read it.

Click the Browse button.

Note: The Choose Folder dialog appears.

Now you must decide where the application will be situated within the Intranet. This depends on what access rights you have been given and where you would like the application to be located. Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

ü If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post. Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there.

ü If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section. Therefore, you must click on the Section’s plus sign (+) to expand its contents. Once you have located the Section, click on it to save the application there.

ü If you have the Read right only at the root, you can only add the application to your My Section area. Click on My Section within the Choose Folder dialog to save it there.

Note: Remember, an Application cannot be added to another application.

From the list of icons available, select an icon that you feel best suits the Document Manager application.

7. If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox.

Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them. A Shortcut is your own personal quick link that no other system member is able to view. Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu. If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide.

From the drop-down menu, select the Container to where you would like the shortcut to be placed.

9. Click Save.

Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application.

Note: The Application is now added to the Content Browser to the chosen location.

Assign User and Group Access Rights to a Document Manager Application

If System Members are to have access to the Document Manager Application, you must assign User or Group Access Rights. Follow the instructions below to assign User or Group Access Rights to the Document Manager Application.

Assigning the following access rights to Users or Groups within Applications will allow them the following privileges:

Four different User Access Rights exist: Read, Post, Modify and Admin.

ü Read - view documents/files/images/links/events/contacts/etc within a Section or Application.

ü Post - add new documents/files/images/links/events/contacts/etc to a Section or Application.

ü Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents.

ü Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator.

Permissible User Access Right Combinations

ü Read - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items.

ü Read – Post - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items.

ü Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items.

ü Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application.

Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area. You are the only User that is able to see the information that is stored here.

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. First, you must locate the Document Manager application within your Content Browser. The location depends on whether you saved the Document Manager application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Document Manager Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser.

2. Within the Content Browser, click on the locklocated next to your Document Manager application.

3. Make sure the Access Rights tab is selected.

Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section.

Note: The All Users and Admin Users groups may be automatically added to this section or application. You may use these groups or you may implement your own system. They have been added for your convenience.

Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application.

Note: If Users or Groups have already been added to this Document Manager Application, you may view them in several ways. For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access.

4. Click Assign User Rights or Assign Group Rights.

Note: The Assign Access Rights dialog appears.

Note: All Users and Groups of the Intranet are listed.

Note: When assigning User or Group Access Right s to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications. If you do not have this ability, contact your System Administrator.

5. Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Document Manager Application.

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

6. Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area. For more information on Access Rights, refer to Assigning User Access Rights.

7. Click Save on the dialog.

Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible.

8. If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list.

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

9. Reassign the User or Group access rights and click Save on the dialog.

Note: The User or Group is now reassigned access rights.

Modifying a Document Manager Application Properties

Here, you are able to change the name of a Document Manager Application or choose another Icon for it. Both changes will be visible within your Content Browser. The name you select for the Document Manager Application should be clear so that other Users are able to recognize it.

1. First, you must locate the Document Manager Application within your Content Browser. The location depends on whether you saved the Document Manager Application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Document Manager Application to a Section area, click its plus sign (+), otherwise it should be visible within your Contents Browser.

2. Within the Contents Browser, click on the lock icon located next to your Document Manager Application.

3. Select the Properties tab.

Note: Here you are able to modify the Document Manager Application’s Name, as well as select an icon for the application.

4. Within the New Name field, enter a new name for the Document Manager Application and/or select a new icon.

5. Click Save Changes.

Note: The Document Manager Application’s changes are now modified within your Content Browser.

Viewing Documents in the Document Manager Application

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name.

Note: All existing documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version.

Title: Title refers to the name given the file when uploaded or created.

Size: Size of the file shown in kilobytes or bytes.

Date: Date the file was uploaded.

Author: The name of the User who created the file or simply uploaded the file depending on the file type. If the file is an Intra.Net™ document, the author refers to the person who created it.

Type: The type of file uploaded or created, e.g. Folder, Word file, html file etc.

Status: Status indicates whether the file is available to be checked out for editing or is already checkout out by another User.

Version: Version number indicates how many modified editions exist of a file.

2. Check the Status heading of the document to see if it is available.

Note: If the document is available, the Status heading will read Available for the file.

3. If the document is checked out, you are able to view the document but not edit it.

Note: If a document is checked out, you are unable to edit it, which includes not being able to add Attachments, Notes or Email notifications to it.

Note: If a document is checked out, the Status heading will read Checked Out for the file.

4. If the document is available, click on the document or file title to view it.

Note: The document is opened in the document window.

Uploading Multiple Files to the Intranet

The Multiple File Transfer Tool allows Users to quickly upload numerous documents or entire folders at one time. Upload entire directories with ease to your My Documents folder, or to a Document Manager application.

Note: Users running Windows® operating systems are able to use the Multiple File Transfer Tool.

Note: Users running Linux® or Sun Solaris™ operating systems, refer to Uploading a Document below.

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version.

2. Click Upload Multiple Files.

Note: The Multiple File Transfer Tool dialog appears.

3. Click Add File to upload individual files or click Add Folder to upload entire folders of files.

Note: The Open dialog or the Browse for Folder dialog appears.

4. Locate the files or folders on your local system that are to be uploaded, and select each file or folder, and then click Open or Ok.

Note: You may press Control on your keyboard to select more than one file or folder.

5. Click Open or Ok.

Note: If you have more files or folders to upload, click Add File or Add Folder to add more files or folders to your listing.

Note: All the selected files are listed within the Multiple File Transfer Tool dialog.

6. Once you have selected all the files and folders from your local system that you wish to upload to this Document Manager application or folder area, click Upload.

Note: The Upload dialog appears.

7. At Keywords, enter a few words that can be related to the file.

Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file.

8. At Description, enter a short explanation for the document.

Note: The text entered in Description sums up the purpose of the document, similar to a quick reference for yourself, as well as other system members. It will appear in the title bar of the document when you are viewing the file.

9. Click Ok.

Note: The copying of files from your local system to your Intranet begins.

10. Click Ok on the completion dialog.

Note: This process is now finished.

11. If you wish to upload more documents and folders, click Add File or Add Folders, otherwise click Close to return to your Intranet.

Note: All uploaded files are now added to the document listing.

Note: Version heading will indicate 1 for the first version of the document.

Uploading a Document

Follow the steps below if you only need to upload one document at a time to your Intranet. Users running Linux® or Sun Solaris™ operating systems, may use this tool to upload files.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

2. Click Upload File.

Note: The Upload File dialog appears.

3. Click Browse to locate the file on your local system.

Note: The Choose File dialog appears.

4. Select the file to be uploaded and click Open.

Note: Within the Upload File dialog, the Filename field is automatically entered with the path and filename of the document.

5. You may leave the Version field empty, as it will default to Version 1 automatically.

Note: Once new document versions are added, the numbers will automatically increase. If you wish to use a different system for tracking your document versions, enter the system to be used, for example, Document A in the Version field.

6. At Keywords, enter a few words that can be related to the file.

Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file.

7. At Description, enter a short explanation for the document.

Note: The text entered in Description sums up the purpose of the document as a quick reference for yourself as well as other system members. It will appear in the title bar of the document when you are viewing the file.

8. Click Upload.

Note: The file is now added to the document listing.

Note: Version heading will indicate 1 for the first version of the document.

Downloading Documents from the Intranet to your Local System through the Multiple File Transfer Tool

The Multiple File Transfer Tool not only allows you to upload documents to your Intranet, but it also allows you to download documents. Quickly download numerous documents at one time; even download entire document directories with ease to your local system.

Note: Users running Windows® operating systems are able to use the Multiple File Transfer Tool. However, Users running Linux® or Sun Solaris™ operating systems, must use the Download button, which downloads one file at a time. Refer to Downloading Documents within this section.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

2. Click Upload Multiple Files.

Note: The Multiple File Transfer Tool dialog appears.

3. Click Download.

Note: All files that exist within the Intranet Document Manager application that you are currently in are listed within the dialog.

4. Check the checkbox next to the files that are to be downloaded to your local computer or click the Select All button to select all files within that application.

5. Click Download.

Note: The Open dialog appears.

6. Select where on your local system you would like to save the selected files.

7. Click Ok.

8. Click Close on the Multiple File Transfer Tool dialog.

Note: Selected files are now saved to your local system.

Creating Intra.Net™ Documents using the IntraEditor™

Make sure the IntraEditor™ has been selected as your text editor within the My Section – My Settings area of your Intranet. For instructions on selecting the IntraEditor™, refer to Select an Editor Style in the My Settings section of the Help Guide.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

2. Click Create File.

Note: The IntraEditor™ appears.

3. Enter a Title for the document.

4. At Description, enter a short explanation for the document.

Note: The text entered in Description sums up the purpose of the document for quick reference for yourself as well as other system members. It will appear in the title bar of document when it is being viewed.

5. At Keywords, enter a short description for the file.

Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file.

6. Check Select Users to notify at exit to send Users and Groups an E-mail Notification.

7. Use the Intra.Net™ IntraEditor™ to create your new document. For more information on using the IntraEditor™, refer to Using IntraEditor™ within the Help Guide.

8. To save your document, click on the File menu and click Save or click Save and Exit to exit the document.

Note: If you checked the E-mail Notification checkbox, the User and Group E-mail Notification dialog appears.

Note: Within the User and Group E-mail Notification dialog, click Show Users or Show Groups to display them, and then check the checkbox next to the Users or Groups of Users that are to be notified. Enter an email message within the text box, and then click the Send Notification button.

Note: The Document Manager content view is automatically updated to show the new file listed.

Creating Intra.Net™ Documents using the Plain Text Editor

If you would like to use the Plain Text Editor over the IntraEditor™, make sure the Plain Text editor has been selected as your editor. Refer to Select an Editor Style within the My Settings area of the Help Guide.

Note: No text formatting can be done when using the Plain Text Editor.

Note: The Intra.Net™ Email Notification System cannot be used while creating a document using the Plain Text Editor, but can be used once the document has been saved to the system, refer to Send E-mail Notification below.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

2. Click Create File.

Note: The Plain Text editor appears.

3. Enter a Title.

4. At Description, enter a short explanation for the document.

5. At Keywords, enter a short description for the file.

Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file.

6. Use the Intra.Net™ Plain Text editor to create a new document.

7. Once the document is finished, click the Save New Document button.

Note: The Document Manager content view is automatically updated, listing the new file.

Editing Intra.Net™ Documents using the IntraEditor™

Note: If you are not a System Administrator, you must have at least the Read, Post, and Modify access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Document Manager application that is to be accessed.

	intraNET Online User Guide
Home	Document Manager
Glossary of Terms License Key & Contact Info intraNET Deployment Guide Getting Started Content Browser Overview System Tools System Settings User Administration Group Administration System Statistics Application Administration Company Headlines Assigning Access Rights My Section My Settings Data Manager Memo Manager Document Manager Document Routing Calendar Contact Manager Bulletin Board E-mail Client Links Manager Image Manager External Applications Auto Notifications Using IntraEditor Quickbar Settings What's New Deleted Items Bin Please visit the our new (in progress) Online User Guide at www.vialect.net	The Intra.Net™ Document Manager application allows you to store, access, view, modify and manage a wide spectrum of information generated within your company. All file types, text files, HTML files, audio, and video can be stored and managed. Add attachments to documents, notes and even send e-mail notifications to system members regarding new documents uploaded to the Intranet. Creating a Document Manager Application Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root). Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section. Within the Content Browser, click on the Create button located to the top right. Note: The Create New Application dialog appears. Select Document Manager from the Create: drop-down menu. 3. Within the Name field, enter a name for the Document Manager application. Note: The Name of the application should also be clear to other Users who read it. Click the Browse button. Note: The Choose Folder dialog appears. Now you must decide where the application will be situated within the Intranet. This depends on what access rights you have been given and where you would like the application to be located. Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation: ü If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post. Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there. ü If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section. Therefore, you must click on the Section’s plus sign (+) to expand its contents. Once you have located the Section, click on it to save the application there. ü If you have the Read right only at the root, you can only add the application to your My Section area. Click on My Section within the Choose Folder dialog to save it there. Note: Remember, an Application cannot be added to another application. From the list of icons available, select an icon that you feel best suits the Document Manager application. 7. If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox. Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them. A Shortcut is your own personal quick link that no other system member is able to view. Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu. If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide. From the drop-down menu, select the Container to where you would like the shortcut to be placed. 9. Click Save. Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application. Note: The Application is now added to the Content Browser to the chosen location. Assign User and Group Access Rights to a Document Manager Application If System Members are to have access to the Document Manager Application, you must assign User or Group Access Rights. Follow the instructions below to assign User or Group Access Rights to the Document Manager Application. Assigning the following access rights to Users or Groups within Applications will allow them the following privileges: Four different User Access Rights exist: Read, Post, Modify and Admin. ü Read - view documents/files/images/links/events/contacts/etc within a Section or Application. ü Post - add new documents/files/images/links/events/contacts/etc to a Section or Application. ü Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents. ü Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator. Permissible User Access Right Combinations ü Read - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items. ü Read – Post - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items. ü Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items. ü Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application. Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area. You are the only User that is able to see the information that is stored here. Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. First, you must locate the Document Manager application within your Content Browser. The location depends on whether you saved the Document Manager application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Document Manager Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser. 2. Within the Content Browser, click on the locklocated next to your Document Manager application. 3. Make sure the Access Rights tab is selected. Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section. Note: The All Users and Admin Users groups may be automatically added to this section or application. You may use these groups or you may implement your own system. They have been added for your convenience. Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application. Note: If Users or Groups have already been added to this Document Manager Application, you may view them in several ways. For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access. 4. Click Assign User Rights or Assign Group Rights. Note: The Assign Access Rights dialog appears. Note: All Users and Groups of the Intranet are listed. Note: When assigning User or Group Access Right s to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications. If you do not have this ability, contact your System Administrator. 5. Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Document Manager Application. Note: You may check more than one User or Group, if they are to be assigned the same access rights. 6. Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area. For more information on Access Rights, refer to Assigning User Access Rights. 7. Click Save on the dialog. Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible. 8. If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list. Note: The Permissions dialog for that User or Group appears with the assigned access rights. 9. Reassign the User or Group access rights and click Save on the dialog. Note: The User or Group is now reassigned access rights. Modifying a Document Manager Application Properties Here, you are able to change the name of a Document Manager Application or choose another Icon for it. Both changes will be visible within your Content Browser. The name you select for the Document Manager Application should be clear so that other Users are able to recognize it. Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. First, you must locate the Document Manager Application within your Content Browser. The location depends on whether you saved the Document Manager Application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Document Manager Application to a Section area, click its plus sign (+), otherwise it should be visible within your Contents Browser. 2. Within the Contents Browser, click on the lock icon located next to your Document Manager Application. 3. Select the Properties tab. Note: Here you are able to modify the Document Manager Application’s Name, as well as select an icon for the application. 4. Within the New Name field, enter a new name for the Document Manager Application and/or select a new icon. 5. Click Save Changes. Note: The Document Manager Application’s changes are now modified within your Content Browser. Viewing Documents in the Document Manager Application Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All existing documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. Title: Title refers to the name given the file when uploaded or created. Size: Size of the file shown in kilobytes or bytes. Date: Date the file was uploaded. Author: The name of the User who created the file or simply uploaded the file depending on the file type. If the file is an Intra.Net™ document, the author refers to the person who created it. Type: The type of file uploaded or created, e.g. Folder, Word file, html file etc. Status: Status indicates whether the file is available to be checked out for editing or is already checkout out by another User. Version: Version number indicates how many modified editions exist of a file. 2. Check the Status heading of the document to see if it is available. Note: If the document is available, the Status heading will read Available for the file. 3. If the document is checked out, you are able to view the document but not edit it. Note: If a document is checked out, you are unable to edit it, which includes not being able to add Attachments, Notes or Email notifications to it. Note: If a document is checked out, the Status heading will read Checked Out for the file. 4. If the document is available, click on the document or file title to view it. Note: The document is opened in the document window. Uploading Multiple Files to the Intranet The Multiple File Transfer Tool allows Users to quickly upload numerous documents or entire folders at one time. Upload entire directories with ease to your My Documents folder, or to a Document Manager application. Note: Users running Windows® operating systems are able to use the Multiple File Transfer Tool. Note: Users running Linux® or Sun Solaris™ operating systems, refer to Uploading a Document below. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. 2. Click Upload Multiple Files. Note: The Multiple File Transfer Tool dialog appears. 3. Click Add File to upload individual files or click Add Folder to upload entire folders of files. Note: The Open dialog or the Browse for Folder dialog appears. 4. Locate the files or folders on your local system that are to be uploaded, and select each file or folder, and then click Open or Ok. Note: You may press Control on your keyboard to select more than one file or folder. 5. Click Open or Ok. Note: If you have more files or folders to upload, click Add File or Add Folder to add more files or folders to your listing. Note: All the selected files are listed within the Multiple File Transfer Tool dialog. 6. Once you have selected all the files and folders from your local system that you wish to upload to this Document Manager application or folder area, click Upload. Note: The Upload dialog appears. 7. At Keywords, enter a few words that can be related to the file. Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file. 8. At Description, enter a short explanation for the document. Note: The text entered in Description sums up the purpose of the document, similar to a quick reference for yourself, as well as other system members. It will appear in the title bar of the document when you are viewing the file. 9. Click Ok. Note: The copying of files from your local system to your Intranet begins. 10. Click Ok on the completion dialog. Note: This process is now finished. 11. If you wish to upload more documents and folders, click Add File or Add Folders, otherwise click Close to return to your Intranet. Note: All uploaded files are now added to the document listing. Note: Version heading will indicate 1 for the first version of the document. Uploading a Document Follow the steps below if you only need to upload one document at a time to your Intranet. Users running Linux® or Sun Solaris™ operating systems, may use this tool to upload files. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. 2. Click Upload File. Note: The Upload File dialog appears. 3. Click Browse to locate the file on your local system. Note: The Choose File dialog appears. 4. Select the file to be uploaded and click Open. Note: Within the Upload File dialog, the Filename field is automatically entered with the path and filename of the document. 5. You may leave the Version field empty, as it will default to Version 1 automatically. Note: Once new document versions are added, the numbers will automatically increase. If you wish to use a different system for tracking your document versions, enter the system to be used, for example, Document A in the Version field. 6. At Keywords, enter a few words that can be related to the file. Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file. 7. At Description, enter a short explanation for the document. Note: The text entered in Description sums up the purpose of the document as a quick reference for yourself as well as other system members. It will appear in the title bar of the document when you are viewing the file. 8. Click Upload. Note: The file is now added to the document listing. Note: Version heading will indicate 1 for the first version of the document. Downloading Documents from the Intranet to your Local System through the Multiple File Transfer Tool The Multiple File Transfer Tool not only allows you to upload documents to your Intranet, but it also allows you to download documents. Quickly download numerous documents at one time; even download entire document directories with ease to your local system. Note: Users running Windows® operating systems are able to use the Multiple File Transfer Tool. However, Users running Linux® or Sun Solaris™ operating systems, must use the Download button, which downloads one file at a time. Refer to Downloading Documents within this section. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. 2. Click Upload Multiple Files. Note: The Multiple File Transfer Tool dialog appears. 3. Click Download. Note: All files that exist within the Intranet Document Manager application that you are currently in are listed within the dialog. 4. Check the checkbox next to the files that are to be downloaded to your local computer or click the Select All button to select all files within that application. 5. Click Download. Note: The Open dialog appears. 6. Select where on your local system you would like to save the selected files. 7. Click Ok. 8. Click Close on the Multiple File Transfer Tool dialog. Note: Selected files are now saved to your local system. Creating Intra.Net™ Documents using the IntraEditor™ Make sure the IntraEditor™ has been selected as your text editor within the My Section – My Settings area of your Intranet. For instructions on selecting the IntraEditor™, refer to Select an Editor Style in the My Settings section of the Help Guide. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. 2. Click Create File. Note: The IntraEditor™ appears. 3. Enter a Title for the document. 4. At Description, enter a short explanation for the document. Note: The text entered in Description sums up the purpose of the document for quick reference for yourself as well as other system members. It will appear in the title bar of document when it is being viewed. 5. At Keywords, enter a short description for the file. Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file. 6. Check Select Users to notify at exit to send Users and Groups an E-mail Notification. 7. Use the Intra.Net™ IntraEditor™ to create your new document. For more information on using the IntraEditor™, refer to Using IntraEditor™ within the Help Guide. 8. To save your document, click on the File menu and click Save or click Save and Exit to exit the document. Note: If you checked the E-mail Notification checkbox, the User and Group E-mail Notification dialog appears. Note: Within the User and Group E-mail Notification dialog, click Show Users or Show Groups to display them, and then check the checkbox next to the Users or Groups of Users that are to be notified. Enter an email message within the text box, and then click the Send Notification button. Note: The Document Manager content view is automatically updated to show the new file listed. Creating Intra.Net™ Documents using the Plain Text Editor If you would like to use the Plain Text Editor over the IntraEditor™, make sure the Plain Text editor has been selected as your editor. Refer to Select an Editor Style within the My Settings area of the Help Guide. Note: No text formatting can be done when using the Plain Text Editor. Note: The Intra.Net™ Email Notification System cannot be used while creating a document using the Plain Text Editor, but can be used once the document has been saved to the system, refer to Send E-mail Notification below. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version. 2. Click Create File. Note: The Plain Text editor appears. 3. Enter a Title. 4. At Description, enter a short explanation for the document. Note: The text entered in Description sums up the purpose of the document for quick reference for yourself as well as other system members. It will appear in the title bar of document when it is being viewed. 5. At Keywords, enter a short description for the file. Note: The words entered in Keywords should be words that can be entered in a search later to find that particular file. 6. Use the Intra.Net™ Plain Text editor to create a new document. 7. Once the document is finished, click the Save New Document button. Note: The Document Manager content view is automatically updated, listing the new file. Editing Intra.Net™ Documents using the IntraEditor™ Note: If you are not a System Administrator, you must have at least the Read, Post, and Modify access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Document Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All documents, files or folders that exist in this application are listed in the document window, including the file Title, Size, Date, Author, Type, Status, and Version.