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Working with Documents

Updated

Add, view, edit, download, and work with document renditions

Applies to: DocuShare 8.1

Overview

DocuShare 8.1 lets you add documents to collections and workspaces, view document content and properties, download content, and open HTML or PDF renditions when conversion is available.

The exact options shown depend on your permissions, the document type, and the services enabled by your administrator.

Before you begin

Sign in to DocuShare 8.1 and open the collection or workspace where the document belongs.

Confirm that you have permission to add content or edit the target object. For HTML and PDF renditions, the corresponding conversion service must be available.

Add a document from the Add menu

  1. Open the destination collection or workspace.
  2. Select Add > Document.
  3. Choose whether to upload a document now, create a placeholder for a later upload, or create a placeholder for scanning when scanning is enabled.
  4. If uploading now, select Choose File and select the document.
  5. Enter the title and any required properties. Set Max Versions if your site exposes that option.
  6. Enter optional properties, then select Apply.

A document uploaded immediately is added to the destination. A placeholder receives its content later through a new version or a scan workflow.

Add documents by drag and drop

  1. Open the destination collection.
  2. Select one or more files in your file manager.
  3. Drag the files to the DocuShare page.
  4. Drop them on the instant-upload area to upload quickly or use the metadata area to select a type and enter properties before upload.

You can add several files in one operation. The available drop areas and labels may vary with your site configuration.

View and download a document

Select the document title to open it. Your browser may display the file, open a helper application, or download it.

To download a copy without changing the original, use the document action menu and select the available download command.

To view content and properties together, select View Document & Properties when that option is available.

View HTML or PDF renditions

Open the document action menu and select View in HTML or View in PDF.

DocuShare creates the selected rendition using the configured conversion service and displays it in the browser.

Encrypted documents may not be eligible for HTML or PDF conversion. If a rendition option is unavailable or fails, contact your administrator.

Upload a later version

For a placeholder or an existing document, use the document action that adds a new version, select the replacement file, enter any version comment or properties requested by the site, and apply the change.

Version control, preferred versions, and locks are described in Document Version Control and Locking in DocuShare 8.1.

Troubleshooting

If the Add menu or upload controls are missing, check your permissions and ask an administrator to confirm that the destination accepts the selected object type.

If an upload is rejected by File Content Validation, follow your administrator's guidance for the validation result; do not rename a file extension to bypass validation.

If a rendition cannot be generated, record the document type, the selected rendition, and the displayed message before contacting support.

Support

If the option described in this article is not available or does not behave as expected, contact Xerox DocuShare Support with your DocuShare version, the page or workflow involved, the user action that failed, and any displayed error message.