Add a New Document or Document Revision

If you are a member of a group, you can upload new documents or revisions to existing documents into existing group document folders. Group Chairs (and other roles assigned this privilege) can also upload new documents or document revisions. You can upload any type of document (for example, Microsoft Word, Microsoft Excel, .PDF, .EXE, .GIF, and so on). When a document is uploaded, Groups determines the type and assigns the document the appropriate icon. If Groups can't determine what type of document is uploaded, it assigns the document a generic icon and sends the Group Admin an email that includes instructions on how to assign an appropriate icon. If the Group Admin decides to not assign an icon to the document, the document retains the generic icon that it was assigned by Groups.

To upload a new document:

  1. From All Groups, click the name of the group to which you want to upload a new document. This takes you to the home page for that group.
  2. Click the Documents tab. This takes you to the group documents page for that group.
  3. Click Add New Document near the top of the page, or click Add File next to the folder to which you want to add the document. This takes you to the Add New Document page.
  4. For Document Source, select to either upload a document or enter an URL to reference as your document. If you select to upload a document, enter the name of the document or click Browse to select the document.
  5. Enter the Document Title of the document that should appear in the document link.
  6. In Description, enter a brief description of the document. All characters are allowed and although there is no maximum number of characters for this field, be as brief and clear as possible. HTML is not allowed.
  7. For Submitter, enter the name of the person who uploaded the document. Explicitly setting the owner name can be useful when importing historical documents into the archive.
  8. For Submission Date, enter the date the document Submitter uploaded the document. Explicitly setting the submission date can be useful when importing historical documents into the archive.
  9. From the Folder list, select the folder you want the document associated with. Subfolders appear indented below the parent folder and are preceded by a forward slash (/).
  10. For Sharing, select with whom the document should be shared. Depending on the group settings, options may include the General Public, the Organization General Membership, or one or more groups. If your group is not configured to share with others, or if you do not have sharing privileges, the sharing options will not appear on this page. To assist with long lists of available groups to share with, a shortcut is provided to Select All Groups Below or Deselect All Groups Below

Tip: To learn more about sharing, see About Sharing.

  1. Select the State of the document. Document states are unique for each organization.
  2. For Email Notifications, you can check the boxes to send email about the document to your group and to all the groups with whom you've decided to share the event. In addition, you can CC additional email addresses.

Note: If you do not want a notification email sent, leave these options unchecked, and leave the text box blank.

Advanced Options

  1. In Allow Comments, indicate whether viewers can Add Comments on this document.
  2. When you finish, click Add Document to add the document or Cancel to return to the Group Documents page without adding the document. Depending on the size of the document and the speed of your connection, this may take some time. You do not need to click Add Document again.

Note: Required fields are designated by an asterisk (*). If you click Add Document and a required field is left blank, an error message appears in red at the top of the page and next to the blank field heading. Enter the required information and click Add Document again.

  1. If you click Add Document, the new document is added and you go to the Add - Success page, which shows the details about your document. From this page, you can select to add another document, modify the document's information, return to the Group Documents page or view/download the document by clicking the document name. The added document is now listed on the Group Documents page under the folder you selected.

Note: If the document is added to a folder with autonaming enabled, only users with Document Manage privileges can modify it. In this case, the document submitter can only submit revisions to the document; the submitter cannot modify the document. See Autoname Documents for more information.

To add a document revision:

  1. From All Groups, click the name of the group to which you want to upload a new document revision. This takes you to the home page for that group.
  2. Click the Documents tab. This takes you to the group documents page for that group.
  3. In the document folder list, find the document for which you want to add a revision and click Details (if you have Document manage privileges, click Manage). This takes you to the Document Details page for that document.

Note: The text "This will be a revision of (document type icon, document name, document size)" displays at the top of the page.

  1. Next to the document details, click Add a Revision. This takes you to the Add Document page. The text "This will be a revision of "(document type icon, document name, document size)" displays at the top of the page.
  2. Fill in the document details as shown for Adding a New Document

Advanced Options

  1. Fill in the advanced options as shown for Adding a New Document

  2. If you click Add Document, the document revision is added and you go to the Add Document - Success page, which shows the details about your document (including links to the details of all previous document revisions). From this page, you can select to add another document, modify the document's information, return to the Group Documents page or view/download the document by clicking the document name. The # column on the Group Documents page for the original document has been updated to reflect the new document revision. In other words, if the document revision you just added is the third revision to the original document, the # column for that document displays the number 3. The original document is shown as 0.

Note: If the document revision is added to a folder with autonaming enabled, only users with Document Manage privileges can modify it. In this case, the document submitter can only submit revisions to the document; the submitter cannot modify the document. See Autoname Documents for more information.

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