Adding a new document

Adding a New Document

Adding a New Document
Basic Document Information
Adding Attachments
Removing Attachments
Additional Document Information, Mailing, and Reminders
Mass Document Upload to Archive (Syncra)

Adding a New Document

A new document can be added to the document archive by selecting File - New Document or using the keyboard shortcut Ctrl+Alt+N.

The document has three different tabs: Basic Document Information, Additional Document Information (maintenance of reading and editing rights), and Reminders. Below you can find more information about these tabs and their functionalities.

Basic Document Information

Provide the necessary basic information for the new document:

Select the main and sub-categories to which the document will be added. The document title is entered in the Title field.

The Date defaults to the current day, but can be changed if necessary. The Web address field can be used to provide a web address related to the document, creating a link to that address.

Attachment files related to the document are added in the Attachments section by clicking on "Handle Attachments". The Select button allows you to browse for files.

Adding Attachments

A single document in the document archive can have multiple attachments.

Attachments can be added:

• when adding a new document.
• to a previously saved document by editing the document (select the document and click the Edit button).
• NOTE! It is recommended to add attachments in batches of no more than 10 to ensure successful storage. If there are more than 10 attachments, it is advisable to add them to the document in multiple batches.

By clicking on "Handle Attachments", attachments can be added to the document by clicking on the Select button.  

If you accidentally select the wrong file, you can replace it with another file by clicking on the Cancel button.

The attachment(s) are saved using the Save button at the top of the page when saving the document.

Removing Attachments

Read about removing document attachments here.

Additional Document Information, Mailing, and Reminders

The reading and editing rights of the document can be maintained on the Additional Document Information tab. Read more about document reading and editing rights here.

The document being added can also be sent as an email attachment to the desired email address. These settings are made in the Document Mailing section. Read more about document mailing here.

A reminder can also be set for the document, where the program sends a reminder to selected users at the desired time, e.g. about an expiring contract. The new document must be saved before adding any reminders (Reminders tab). Read more about reminders here.