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Documents let you upload files and share them with the group. Users can download documents from the group onto their computers. Documents cannot be edited on-line and must be first downloaded before changes can be made to their contents.

Creating a Document

When you create a document you first select a file from your computer. You can select a number of files to be uploaded in one go. Click on the "Upload" button and after the files have been uploaded you can enter a name and description for each one. By default, the document name is the file name without any file-type suffix. You can specify who has access to view and modify these files.

You can upload zip files and choose to save them as a single file or automatically unzip them and extract the individual files.

Finding Documents

Documents, like other item types, can be stored in folders in your group. Text, HTML, XML, PDF, RTF and Microsoft Word™ documents have their contents indexed and you can search for keywords or phrases to find your documents.

Versioning and Locking Documents

Documents can have multiple versions. You can explicitly add a new version of a document, or upload the same document again and it will be added as a new version of the existing one. You can view the document version history and download specific versions. Each version can have a version label that describes that particular version of the document.

Documents can be locked by individuals so that only they can upload a new version of the document. This is helpful if you've downloaded a document to work on it, and want to guard against someone else changing it.

Other Information

When viewing an individual document a user can add comments (if they are enabled) which other group members will see and can be notified about.

One or more items (eg. files, pictures etc.) may also be associated with an individual document, if related items are enabled for that document. This is done by adding a new Related Item to the document. These related items are then also visible to other group members, when they view that document, in the "Related Items" section.

Users of Microsoft Internet Explorer may find that many of the common document types open inside the IE browser, rather than in their own application, which leaves you without the normal application menu functions etc. This can make editing documents difficult due to the lack of menu functions you are used to, and the hidden nature of the 'save' button. This is due to configuration of the browser you are using.

To change your configuration to open the downloaded files in their own application (eg, for MS Word):

  1. Launch Windows Explorer (ie. the file manager application, not Internet Explorer)
  2. Select "Folder Options..." from the Tools menu
  3. Select the "File Types" tab
  4. Scroll down the list of "Registered file types" until you find "DOC - Microsoft Word Document" and select it
  5. Click on the "Advanced..." button at the bottom of the dialog
  6. Uncheck the "Browse in same window" checkbox

You may wish to repeat this operation for all of the common Microsoft Office document types whilst you have the "File Types" tab open.

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