Updating existing documents

You can modify the details for an imported document or replace the document itself.
If you imported several files at once, this results in multiple entries; one for each document. You can:

Modify the details. For example, you may want to edit each entry to distinguish the entry from the others.
Replace the document. As each entry is associated with one document, you can only replace one document at a time.

Also see:

Note: You cannot update fields if the document is a photo loaded using Photo Maintenance.

To replace a document and update its details:

Click on the DocMan tab.
The Update document details window is displayed.
Click .
A window is displayed, similar to the example below.
Locate the document, spreadsheet or photo you want to replace the existing document with.

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.
Click .
The Source Path field is updated with the details of the server, directory and file name.
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.
Update the Description for the document, if required.
Update the Document Classification, if required.
Update any other selections, if required.
Click .
The document, or its link, and the details are updated.

Update Document Details 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 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 tablein 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 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.