You can share a document with several community members using a tag list. In the following example, we are going to search for a group of students and share a document with them.
This is similar to Linking documents using a tag list (on page ).
To share a document with several community members using a tag list:
...
Note: You can review the document on the DocMan tab of the relevant maintenance window.
Import Document window key fields and buttons
Fields
Field | Description |
|---|
Store URL | Select to enter a URL into the Source Path instead of a directory path. |
Source Path | Directory path of the source document, the document name and its file extension if linked to a document on a file server or PC.
This field is not editable and is populated after you click  and locate the file. |
Only Store File Path | Clear this field to embed the document in the Synergetic database. The advantage is that you do not need to be concerned about the path of source documents but it does increase the size of the database.
Select this field to link the document using the Source Path. The advantage is that it minimises the size of the Synergetic database but it can introduce problems locating files if users: - add files from local drives
- do not specify the server correctly
- move files after you have imported them.
If you select this field, it is recommended that you specify the Source Path using a UNC (Universal Naming Convention) format:
\\Server\Directory\File name.Extension
where:
Server is the server name using a UNC format- \Directory is the directory path on the specified server
- File name is the name of the document to be imported
- Extension is the file extension of the document, such as .doc for a Microsoft Word document.
|
Description | Meaningful description for the document. |
Document Classification | Classification of the document.
Document classifications are maintained in the luDocumentClassification lookup table. See luDocumentClassification lookup table in the Synergetic System maintenance manual. |
Source Code | Source of the item. Typical examples include: - Archive
- Magazine
- Newspaper
- School Photo.
Document sources are maintained in the luDocumentSourceCode lookup table. See luDocumentSourceCode lookup table in the Synergetic System maintenance manual.
|
Source Date | Date that the source document was created.
For example, if you are importing a historical picture you might specify the date when the picture was taken.
This defaults to the current date and time for new entries. |
Source Reference | Cross-reference to the source. For example the name, issue date and page of a newspaper where the photograph appeared. |
Add Tagged ID's | Select to add the document to all of the tagged community records.
See Linking documents using a tag list (on page ) in the Introduction manual. |
Buttons
Button | Description |
|---|
| Browse for the document.
When you locate and select the document, the Source Path field is updated.
You may need to change the Source Path to a UNC format, so that a file server is specified. See the Only Store File Path field description above.
Note: A UNC format allows other people to easily access the document on the server. In contrast, a document cannot be found if you mapped to the file server (say, N: drive) differently to other people (say, Z: drive). |
| Import the document and embed or link to either: - the selected community member, student or staff member depending on the maintenance function being used
- the tagged community members, students or staff members depending on the maintenance function being used.
|
| Cancel importing the document. |