Checking in documents using dragging

Content Manager and Offline Records enable you to drag electronic documents and Windows folders to a Content Manager or Offline Records window to check them in.

Content Manager also enables you to drag a file to check it in. This process is most useful when you have checked out a document to a local folder rather than to your Offline Records.

To be able to drag to check in, arrange your computer's windows so that the folder or file and Content Manager are both open and visible:

  1. Tile Windows Explorer and Content Manager
  2. Drag the selected record to Content Manager.
    It depends on your settings in File - Options - Documents page, which dialogue box appears next. See Options Documents page.
    • Check in - checks in the checked out document.

      This dialogue box also appears when you drag a document that has not been checked in.

      The Check In Document dialogue box enables you to set the check in method:

      • Create a new Record, with Record Type - checks in the electronic document as a new record rather than as a new version or revision of the original document.

        This enables you to select the Record Type for the new record.

      • Record Title - the proposed title of the record.

        This information is generated from the name of the electronic document.

        You can change it in this field or in the New Record form that appears when you click OK.

      • Attach to the Record - attaches the electronic document to an existing record.

        Click KwikSelect to search for the record or type its number.

        This will make the Attach As options available:

        • A new revision - creates a brand new copy of the electronic document
        • A replacement of the existing revision - replaces the existing copy of the electronic document
        • Do not attach, discard any changes made - select to not attach the document to the record
        • An alternative rendition of type - to attach the electronic document as a new rendition.
          See Adding a record rendition for details about the available formats.

    Every record in Content Manager is based on a Record Type, which determines its basic settings.

    After you have selected one, fill in the New Record [Record Type Name] dialogue, a form for new records.

  3. Click OK.

NOTE:

  • Date Created field
    • Content Manager will take the data for the field Date Created from the electronic document's Modified Date field
    • If there is a Date Created field on the New Record form, thenContent Manager will use the Modified Date from the electronic document in it
    • You can change the date.

  • When you drag multiple documents or objects to Content Manager, then the Process Documents In Folder dialogue box will appear for you to process the objects separately or all at the same time, view the object, remove the object or set the drag default options.

  • Behaviour when dragging documents to existing records:
    • To a record that behaves like a folder - Content Manager creates a new record with the electronic document attached and contains the record in the container record.
    • To an existing record that is enabled for electronic document attachments and does not already have an attachment - you can attach the document to the record
    • To an existing record that does have an electronic document attached - Content Manager creates a new revision. Users need Document Update permission for this task.
    • To a Classification - Content Manager will create a new record with an the electronic document and the Classification attached
    • To a Location - Content Manager creates an image of the document and attaches it to the Location
    • To any other object in a tree box list - Content Manager will display the message You cannot drop a document on this item. Do you want to create a new record instead?

Resolving Unknown Location Types

When dragging and dropping documents that are not emails into Content Manager and there are Author(s) that have not been created as locations before, depending on the System Options set by the Content Manager Administrator, you may be presented with a Resolve Unknown Location Type dialogue when saving the record. Using this dialogue, you will be either required to match the location to an existing one, select the type of location the unknown location will be created as, or you may be able to Skip the process if the option is available.

If a Contact is marked as New, you can check to see if there is an existing Location within Content Manager that matches. Click Match Existing and the Select from Record contact dialogue is displayed, listing all Contacts with a name that matches the selected New contact. If one of these is the correct Location, select the Location from the list and click OK. The two locations will be linked.

If there is no match, a new Location can be created. To resolve the location type:

  1. Select the Location name(s) to be resolved.
  2. Click Select Type and the Change the Location Type dialogue is displayed.
  3. From the Select New Location Type drop-down, select the Location Type the unknown location(s) are to be created as; and if they are an Internal location, select Internal.
  4. Click OK.
  5. Repeat until all unknown location issues are resolved, click OK.

If your organisation has opted to allow you to not resolve unknown location issues before you can create the record, you can skip this process by clicking Skip on the Resolve Unknown Location Type dialogue.

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