Uploading objects

Documents from your computer or mobile device can be added to Objective ECM by dragging-and-dropping them into the Upload blade or by browsing to an item’s location.

Note:   If you drag-and-drop a folder (which contains sub-folders and documents), its contents will be uploaded into Objective ECM in a single container and the folder structure will not be retained.

The Upload document wizard guides you through the process of uploading items. As you progress, the step you are currently on is highlighted:

Upload objects

When uploading multiple items at the same time, you can choose to apply selected catalogue fields to all the items or you can assign different catalogue fields to individual items.

Note:   Your ability to add objects to files and folders may be restricted depending on the policies in place in your organisation and how your Objective administrator has set the DEFAULT_DOCUMENT_TYPE system preference.

  1. Go to the container (folder or file) where you wish to upload the item(s).

    Tip:  You can also drag new documents from your local drive and drop them into any container on the Content pane, Navigation pane or Handy and My home on the menu bar for the Upload blade to open.

  2. Select the Action button, then Upload document .

    The Upload blade displays to the right of the Content pane.

  3. Drag-and-drop items into the upload area.

    Or select Browse in the drop zone to select documents from your local device.

    You can select to upload multiple items at the same time. If you wish to add more before going on to the next step, drag-and-drop more items into the drop zone or browse for more items from your local device.

  4. To remove an item from the upload list, select next to the listed item on the Upload blade.
  5. Rename any listed item that is to be upload, if required, by selecting the item’s textbox and editing the current text.
  6. Select Next to go to the Metadata stage to include metadata about the item(s).

  1. If you are uploading multiple objects and you wish to assign the same metadata to each object, tick the Apply the same metadata to all selected documents checkbox.

    Tip:  If you wish to apply different metadata to each object, untick the Apply the same metadata to all selected documents checkbox. You will then need to follow the instructions in this section for each individual object, then select Next at the bottom of the Upload blade to go to the next object in the upload list and add its metadata.

  2. If you untick the Apply the same metadata to all selected documents checkbox or if you are uploading only one document, you can change the name of the original document by selecting the Name field and renaming the object.

    If you are uploading multiple objects, you can change each object's name after completing the previous object's metadata and selecting Next.

  3. If you would like to upload the object to a different container other than your Handy folder, select magnify or choose a recently used Container from the drop-down list.

    On the Change container dialog box, there are a number of browse options for you to choose from to select a different container:

    • On the Recent tab, select a container from the list of ones you have recently accessed, then Use selected.
    • On the Handy tab, use the Navigation pane to browse your Handy, select a container, then Use selected.
    • On the Home tab, use the Navigation pane to browse your Objective Home folder to find and select the container you want. Then choose Use selected.

      • Object aliases will not be displayed on the Home tab.

    • On the Global tab, use the Navigation pane to browse your Objective Global folder to find and select the container you want. Then choose Use selected.

    • On the Find tab, select the object type from the drop-down and enter your search criteria in the adjacent textbox. Select Find to display the search results. If you have multiple containers with the same name, you can select the Down arrow to view the container's hierarchy.

      Choose a container from the results list, then Use selected.

      You can also select a container in the search results and navigate to it, where you can select it's sub-folders or any other folder.

      • The Selected field of the Change container dialog box lists your chosen container.

    Or you can simply drag-and-drop another container from your Content pane into the Selected container section of the Upload blade.

    An error message displays if the selected container is not appropriate or you don’t have the appropriate permissions to use it.

  4. Select an object type from the Upload document as drop-down list.

  5. Set your publishing options.

    Note:  Publishing options might be disabled for you if your administrator has not given you the Publish privilege.

    1. To release the document as a published version, tick the Immediately publish checkbox.

    2. To identify this version as a record in your organisation, tick the Set corporate value checkbox. For more information on corporate value, see Adding and removing corporate value.

    If you do not choose a publishing option, the new document is added to Objective ECM as a draft.

  6. Enter an optional Description for the item(s).

  7. Expand the Security settings section.

    1. Select a Security Classification from the drop-down list.

      You can only select options in the Security settings section if you have permission to do so and the section is visible.

      Security classifications can be used to configure the available access levels to stored data. Each user also has a Highest Available Classification assigned to them, which allows them to view objects of certain security classifications. This means that when you have set an object's security classification, any user with a Highest Available Classification equal to or higher than that object's security classification, is able to see it.

      Tick the Use inherited classification checkbox to use the listed classifications that are already part of the target / parent container.

    2. Select Caveats from the drop-down lists.

      Caveats are used in your organisation to secure information relating to an area of practice or specific knowledge level. If your administrator has set up caveats to be visible to all users, you will be able to assign caveats to objects that have been assigned to you or a specific caveat group. You must also have the appropriate user privileges to assign 'inactive' caveats (those that are no longer in use) where necessary.

      You can Find a caveat by entering the Name of the caveat then selecting Find. Choose the appropriate caveat from the search results, then Use selected.

      Tick the Use inherited caveats checkbox to use the listed caveats that are already part of the target / parent container.

  8. Expand Add fields to select a catalogue from the drop-down list.

    Depending on the catalogue selected, you may have other choices to make.

    Keyword fields

    For some object types, you will need to choose the appropriate keyword library to use. Your organisation may have created a custom keyword thesaurus to enable the classification and retrieval of records. Assigning keywords to an object will enable faster retrieval in searches and queries.

    All objects in Objective ECM (except for keywords) can use keywords.

    Keywords are grouped in the list by keyword library.

    • Select the appropriate keyword library from the User Catalogue drop-down list.
    • Either, select a keyword from the list or Find a keyword. Enter your keyword search criteria in the Name field. If you do not select Show non-preferred, only frequently used terms will be displayed in the search results.

    Select the appropriate keyword usage from the search results.

    Note:   In Objective Navigator, your Objective administrator must have already added keywords to the keyword library and defined them as being able to be assigned to objects, before you can include them with your objects.

    Fields from other applications

    If your catalogue fields are mapped to another application, you can search and select field values from that application. For more information, see Searching and selecting catalogue field values from third-party applications.

  9. Enter information into the other fields as appropriate.

    Tip:  Select Back at any time to return to a previous stage or a previous object.

  10. Once you have finished adding catalogue fields to all the objects to be uploaded, select Upload.

    If you are adding metadata to each individual object, select Next to go to the next one to repeat the process, then Upload when you are at the last object.

As the upload progresses an icon displays next to the object name.

You will only be able to cancel an object upload if the object has a close next to it.

A tick displays next to each object as it successfully uploads. On successful completion the Upload blade closes and a notification displays across your screen. The objects display at the top of the container that you uploaded them to. Select to reorder the list according to your sort criteria.

If there are any issues with the uploading of an object, an icon displays next to the object. If you hover over the icon, reasons as to why the object couldn’t be uploaded are displayed so that you can fix the issues.

 

See also

Creating a folder

Creating an electronic object

Creating an exchange link

Creating a file

Creating an internet link

Finding objects