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Importing one or more documents

Importing one or more documents

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You can import one or more documents and either:

  • link to the documents on a file server
  • embed them in the Synergetic database.

You can import the documents and attach them to either the:

  • Selected community member, such as a student or a staff member, as described below.
  • Community members who have been tagged earlier. See Linking documents using a tag list.

To import one or more documents into Synergetic and attach them to the selected community member:

  1. Click  on the DocMan tab.
    The Import Document window is displayed.
     
  2. Click .
    A window is displayed, similar to the example below.
  3. Locate the document, spreadsheet or photo you want to import.

    Tip:     If you are linking to the document, type the server and directory into the File name field using a UNC format. See the Only Store File Path field description below. 

    Tip:     You can select multiple files by holding down the Ctrl key and clicking each file in turn. By importing several files together, you assign them the same grid information. For example, Classification.


  4. Click .
    The Source Path field is updated with the selected file names.
  5. Either:
    • select the Only Store File Path field to link to the document on the server
    • clear the Only Store File Path field to embed the document in the Synergetic database.
  6. Type in a Description for the document.
  7. Select a Document Classification.
  8. Update any other selections, if required.


  9. Click .
    The documents, or their links, are added to the community member's available documents.


    Note:     In the example shown above, multiple files were selected during step 3. An entry is added for each document in turn, along with the common details entered.

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.

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.

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