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Speaking

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of multiple posting...

Multiple posting is a feature that allows several documents and/or folders to be posted with a single action. Performed via drag-and-drop or with a ZIP file containing the folders or documents to be published.

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Dica
titleTip!

For large volumes of documents, we recommend the use of Document taxonomy, which can help organize and sort files properly. Refer to the Document taxonomy page for more details.



Multiple publication without a description file

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01. Go to the location where the folder will be created.

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The compressed file must contain fewer than 600 files or the documents will not be uploaded. It must also comply with the size limit set in the “Maximum web upload size” field of the Parameters resource in the Control Panel.

05. Click the Unzip Unzip Image Added icon displayed next to the name of the file that was selected to display its contents.

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09. Enter information for all documents to be published.

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Required information:

Comment
Brief description with relevant information that will be assigned to all documents being posted.

Tags
Labels that are assigned to all documents for easy searching later. Tags act as keywords and allow the document to be tagged in a more personal and informal manner. You can find the document by browsing or searching. Enter with or without the character “#” to enable auto complete of the tags in the tags field. The auto complete retrieves a drop-down list of the five most used tags based on the characters typed after the character "#".

Version/review description
Description of the current version/review of documents being posted.

Version/review
Number of the start version/review of documents being posted. This field is only enabled when adding documents and when the "Manual control of the start version" field of the Parameters feature in the Control panel is checked. When the Control Panel field is not checked, the version/review "1000" is automatically assigned to the documents, and cannot be changed. This field format is numeric (999,999) and the first three numbers represent the version and the other three represent the review. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed.

Version control
Version control method applied to the document. Available options:

Create new review: when selected, this option determines that all changes made will result in a new reviewed version of the current document. It is normally used when the document has a slight change. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new review.Create new version: when selected, this option determines that all changes made will result in a new document version. It is normally used when the document has a substantial change in content. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new version.Maintain current version: when selected, the current document version is maintained. It is used when the current document is no longer valid and it is necessary to replace all of the current content with new, updated content. If the document requires approval, the document's previous content continue to be displayed until the new version/review is approved. This option is only displayed when the option "Create compulsory version/review" is not checked when creating the document.  As you choose the “Maintain review” option, the contents of the document can be changed and the date that the original version was created can be maintained, without creating a new version of the document.

Create compulsory version/review
When selected, it determines that it is not possible to change the documents and keep the same version/review, i.e., you can only make changes by creating a new version or review of the documents. If this field is checked when posting the document, it remains disabled when editing its properties.

Document expires?
When checked, it determines that the document will expire on the date entered in the field "Valid until". Otherwise, the documents will not expire and the date entered in the field "Valid until" is not considered. This option will be displayed as checked when the field “Document expires?"– from the Parameters feature in the Control Panel – is checked.  Watch the video

Expiration notification period
Advance period – in days – from which expiration notification for the documents will be issued. If you enter zero (0), it will consider the number of days entered in the platform's general parameters.

Valid from
Date from which the documents will be available to users – according to their access permissions. This date allows the documents' author to schedule their viewing to the other users of the platform, as they will only be displayed as of that date. When the external documents are valid only as of a future date, the author views them with a red arrow representing that they are future documents. The future posting date cannot be earlier than the current date and the future post does not send notification e-mail (approval, new version/review of documents, etc.).

Valid until
The date from which the documents will be considered expired when the option "Document expires?" is checked. The expiration date is suggested considering the field "Document expiration days" – from the Parameters feature under the General tab of the Control Panel – if it has a set value. If the field "Document expires" of that feature is not checked, that date is disregarded.

Document type
Type to which the documents belong.

Subject
Subject to which the documents are related.

Icon type
Graphic element representing the documents. When this option is not selected, the documents are related to a standard icon based on the file extension.

Author
User author of documents being posted.

Language
Language to which the documents are related. The language is used to index the content and document information. Indexed information is used in searches by content. As default, the language determined is shown in the user preferences function. If it is not defined in the user profile, the standard language defined in the Parameters of the platform is suggested.

Notify?
When checked, this option specifies that users who have the subject related to the documents as a subject of interest will be notified when the application is posted. If the subject related to the documents is a mandatory subject, all active users will be notified, regardless of whether or not it is a subject of interest to these users.

Allows download and printing?
When checked, this option determines that the documents allow their content to be downloaded and printed by users who have permission to do so, i.e., the Download and printing option under the document's Security tab is checked for a user or a group to which the user belongs.

Update properties of a controlled copy?
When checked, this option updates information in the document properties, which is required to print the controlled copy of the documents.

Use internal viewer?
When checked, this option determines that the documents will be displayed in the platform's internal viewer. In multiple posting, this option only applies to PDF files or images that do not require conversionMost of the information requested in this tab is common in all documents, so it can be checked in the Document properties documentation.

10. Click on Next.

11. Define the security criteria for the documents being posted.

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For more information about the procedure, see Define security criteria for folder or for document. 

12. Click on Save.

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After saving, the directory structure will be published on the platform.


Multiple publication with a description file

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To perform this action, a description file must be created with DAT extension. Refer to Create description file to learn more about how to create description files.

01. Go to the location where the folder will be created.

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The compressed file must contain fewer than 600 files or the documents will not be uploaded. It must also comply with the size limit set in the “Maximum web upload size” field of the Parameters resource in the Control Panel.

05. Click the Unzip Image Added icon displayed next to the name of the file that was selected to display its contents.

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07. In the Description file column, select the description file for the post.  Step-by-step instructions

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08. Define other requested information.

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10. Link the information defined in the description file to the information requested when posting documents. Image Added See image

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In addition to the types of information available, you can also use the Ignore option to keep the information in the column from being added to the respective document.

11. Click on Next.

12. Enter the other information requested.

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If a description file is used, only the information not defined in the file can be configured. Such information will be valid for all documents to be published. Refer to the item Multiple publication without a description filedocumentation Document properties for field details.

13. Click on Next.

14. Define the security criteria for the documents being posted.

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For more information about the procedure, see Define security criteria for folder or for document. 

15. Click on Save.

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After saving, the directory structure will be published on the platform.


Create description file

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The description file is used when multiple documents are being posted, and each file has specific properties. This file must be created in a text editor of your choice and saved using the DAT extension (for example, description.dat). Image Added See image

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Please note: 

  • The first value must always be the file name. If it is inside a folder, the directory path must be entered using “\”.
  • All columns must have tab spacing. If the user tries to separate the columns with the spacebar, the system will only consider the value in the same column.
  • Only the ‘name’ and ‘date’ fields are mandatory.
  • Each spacing (Tab) can be a new column of these types: description, keywords, additional comments, version/review description, version/review, expiration date, author, controlled copy property. Except for the first value (file name), there is no required order for the remaining columns, because they may be related on the screen as shown in the item Multiple posting with a description file.
  • The description file must not contain accents and/or special characters, as discussed in this FAQ.
  • There is no limitation on the number of characters for the name and description of new documents included via multiple posts using a description file.



Informações
titlePlease note!

This documentation is valid as of the Lake (1.7.0) update. If you use a previous update, it may contain information different from what you see on your platform.