Quick Start Guide for Managers and Publishers. Adding a Document

Transcription

1 Quick Start Guide for Managers and Publishers Adding a Document Using the New Document Wizard The New Document Wizard is a series of screens that enable you to add documents to your exchange. You also can determine who will be able to use them, and whether their use will be restricted in any way. I. To add a document The Documents tab should be displayed. Select the document and set its properties 1. Highlight the folder that will contain the new document. 2. From the Actions menu, select Add Document or select the Add Document button on the top menu. The Set Properties view of the New Document Wizard appears.

2 3. Click the Choose Files button. The Select File(s) to Upload dialog box appears. 4. Highlight the file you want to add to the exchange and click Open. Information about the file, including its title and file type, are displayed in the New Document Wizard. Note that the names of the files you select cannot contain the following characters: / \ : * " < >? 5. If you want to enter a more descriptive title for the document, enter it in the Title field. The original file on your computer or network drive will not be affected.

3 Note that the document title cannot contain the following characters: / \: * < >? 6. (Optional) Enter or select an effective date for the document. This is a date, typically in the future, when the information in the document should begin being used. (If this exchange does not allow you to enter an effective date, the Effective Date field does not appear.) 7. (Optional.) Enter a note that provides additional information about the document, as an aid to viewers. For example, you could add a note that provides a brief description of the document s contents, or you could provide contextual information that would help viewers to better understand the document s purpose or contents. 8. (Optional.) If you entered a note in step 7, you can choose to display it automatically when a user views the document. To do this, mark the Display note before opening document option. 9. (Optional.) If a website or a particular webpage is associated with the document, click the Add Link button to enter the URL (Web address) for it. Your entry will appear as a clickable link on the Properties screen for the document, and in alerts. 10. Click Next. The Permissions view of the New Document Wizard appears. II. Permission users to the document User groups that are allowed to view particular documents are permissioned to those documents. Permissioning provides an effective way for you to manage sensitive information, keeping them out of sight of users who should not have access to the information within them. In the following steps you will permission groups to the document that you are adding.

4 1. A list of all the user groups for this exchange appears in a box on the left side of the New Document Wizard. Click Permission All Groups to grant all user groups (Citi and Client Team) permission to view this document. 2. Click Next. The Alert Users view of the New Document Wizard appears. III. Alert users that the document is available In the final step of the New Document Wizard, select all users to be alerted by that the document has been added to the exchange and is available for viewing. (Optional) Intralinks provides a standard alert message that identifies the document and provides a link to it. You can add a custom note to the alert message if you like. Important! You are required to send alert messages to all users. 1. For each group you want to receive an alert , mark the Alert option. To send an alert to all the users and groups displayed on the screen, mark the All Permissioned Users option.

5 2. If you want to override automatically permissioned users preferences to receive daily summary alerts or no alerts, select Immediate from the Override Alert Preference list. This option does not appear for groups. 3. (Optional.) If you want to attach a note to the alert, click the Add Custom Note button and enter your note in the window that appears. 4. Click the Save button. 5. Select the Close button.

6 The documents are now added to the exchange.