DocUMove User Manual 3.6.15

UPLOADING DOCUMENTS

RECORD TYPE SELECTION

On the Home Page, select the desired Record Type from the dropdown list.

METADATA ENTRY

The fields on the page may be different based on the selected record type. The value you place in the field(s) will be applied to all the documents being uploaded in the batch.

The Title field is optional and will be captured from the properties of the electronic document.

The Date Created field will also be populated from the properties of the document.

FILE SELECTION

Place the files you wish to upload onto the drag and drop area. Alternatively, click on this area to open a file browser window.

Once the files are selected, the drag & drop area will display the number of files to be uploaded.

LOCATION SELECTION

Enter the author name. Start typing the author or organisation and select the suggestion from the list.

The list will auto-populate every time a new letter is typed.

Select the appropriate author or organisation from the drop-down list.

FILE/CONTAINER SELECTION

To enter the Container details, simply start typing the folder Title or Record Number that the documents will be uploaded to in Content Manager.

CLASSIFICATION SELECTION

To add a classification for the records, start typing the name of the classification and select the desired classification from the drop-down list.

DATE SELECTION

For any date fields click on the calendar icon to open the date time picker and click on the desired date from the calendar.

ADDING NOTES

To add a description or some keywords to the documents you are uploading, please enter this into the Notes (Optional) field. This information will be placed in the notes field in Content Manager.

EXTRACT EMAIL ATTACHMENTS

1. If you are uploading EML or MSG files an additional option will appear on the upload form called Extract Attachments from Emails
   

2. Ticking this option on will extract all attachments in each email and upload them as individual records. The email will also be uploaded
   

UPLOAD

Once all the required fields have been populated click on the upload button to submit the documents to Content Manager, a progress bar will appear indicating that the files are being uploaded.

CLEAR FORM

Clicking the "Clear Form" button will clear all fields (except for the record type dropdown) and will remove the files.

RESULTS

Once all the documents have been processed you will be redirected to the result screen. From here you will find general information about the type of documents that have been uploaded, the record number of the document in Content Manager and the number of files that have been successfully uploaded.

If any documents fail to upload into Content Manager, DocUMove will display information of the error

UPLOADING DOCUMENTS AS REVISIONS

If the Upload documents with duplicate titles as new revisions? option has been enabled in the Admin section then the upload process will differ as below.

DUPLICATE FILENAMES

Files that contain the same title as a record title within Content Manager will be displayed. For each listed file, you can select the record that the document will become a revision of.

If there is a need to select the duplicate record individually (e.g. there is more than one to choose from) you can select the record using the respective combo box in the Duplicate Record column.

Each combo box will contain all records that share an identical title with the file's name. Hovering over any record number will display the following details for that record:

• Contacts
• Date Created
• Container
• Container Number
  

UPLOAD

Click the Upload Button. If there are one or more files that contain unique titles or are not linked as new revisions, the metadata fields will need to be populated.