Adding Documents to FileHold

Users with Document Publisher and higher permissions can add files to the document management system. Documents can be brought into FileHold using the following methods:

• Drag and drop — Drag and drop a document from your local computer.

• Directly within FileHold — From the Inbox or a folder location.

• From Microsoft Office applications — Use the FileHold toolbar to add documents.

• Watched Folders — Documents can be brought into the system automatically from a scanner location. See Watched Folders for more information.

To drag and drop documents

1. Select the files to be transferred to FileHold from the local computer.

2. Drag and drop them to their destination folder or to the Inbox.

3. For files dragged to a folder destination, enter the metadata (unless the folder is auto-tagged) and click Add. The document is added to the location.

4. For files dragged to the Inbox, enter the metadata and select a destination.

5. Click Set Metadata and Set Destination to enter the metadata and select the destination folder.

6. Click Send or Send All to send the document(s) to the folder.

To add files directly from FileHold

1. From the Inbox or a folder location, click Add File (+ sign).

2. Select the file from the local computer and click OK.

3. If the file was added to the Inbox, the metadata and destination will need to be set. Click Set Metadata and Set Destination to enter the information. After the information is entered, click Send or Send All.

4. If the file was added to a folder, enter the metadata and click Add.

To add files from Microsoft Office applications (excluding Microsoft Outlook)

1. Create or open a document in a Microsoft Office application such as Microsoft Word.

2. Save the document to your local computer.

3. In Microsoft Office 2007 or higher, select the Add-In tab and click Add to FileHold (+ sign) or Send to FileHold > Add Document.

4. For Microsoft Office 2003 users, use the File menu > Add to FileHold.

4. The FileHold Microsoft Office Client window opens.

5. Select a destination folder and enter the metadata.

6. Select the following options, if applicable:

• Close the document before I add it — Closes the document in the application you are working in after you have added the file.

• Delete the local copy of this file after it has been successfully added — Deletes the copy of the file from your local computer after it is added.

• Email notify all folder members that this document has been added to this folder — Sends an email alert to all the members of the selected folder.

7. Click Add or Auto-File if you selected a folder that has been auto-tagged.

To add Emails from Microsoft Outlook

Users can save entire emails, including attachments or save just the attachment without the email. Emails can be brought into the system via drag and drop or using the "Send to FileHold" command in Microsoft Outlook. Emails are saved as msg files and open in Outlook with their attachments.

Note: You cannot drag and drop an email attachment. You will need to use the Send to FileHold command.

1. Do one of the following:

• From Microsoft Outlook, select one or more emails and drag and drop the files into either the Inbox or a folder location. Enter the metadata and/or destination information.

• From Microsoft Outlook, open an email and go to the Add-Ins tab and click Add to FileHold (+ sign). Select the folder location and enter the metadata and click Add.

To add only an attachment from an email

If attachments are saved to the system without the email they are stored in their native format.

1. In Microsoft Outlook, select an email with an attachment.

2. Right-click on the attachment and select Add to FileHold.

3. Select a destination for the document.

4. Enter the metadata for the document.

5. Select the following options, if applicable:

• Close the document before I add it — Closes the document in the application you are working in after you have added the file.

• Delete the local copy of this file after it has been successfully added — Deletes the copy of the file from your local computer after it is added.

• Email notify all folder members that this document has been added to this folder — Sends an email alert to all the members of the selected folder.

6. Click Add or Auto-File if the document was added to a folder that is auto-tagged.

To add offline documents

An offline document is something that cannot be stored in the document management system such as a map, book, or blueprints. An offline document can also point to documents that are not yet in electronic form such as a location of a folder in a filing cabinet in a historical records room. You will need to create an offline document schema in order to add offline documents that have a metadata field that states where the offline document is stored. The schema simply points to where the document is physically stored.

1. In FDA, go to File > Add Offline Document.

2. Select the Offline Document Schema name.

3. Fill out the required metadata fields and click Add.

See Also:

Document Actions

Inbox

Auto-tagging