Working with Offline Documents

In many instances organizations may choose to not scan or import all of their files into the document management system due to time constraints, file type, size, location or any number of reasons but would like to be able to manage those files via the system.

When certain files are not added to the records management system, the system can still be leveraged to help locate these files and ensure that users can still locate needed materials.

• Select folder where the document will be "kept" - remember that the "document" seen in the document view is simply a pointer.
• Select "Add Offline Document" form the File menu
• Select appropriate offline Schema from the Document Metadata and Properties box in the right sidebar
  • How to Create offline document schemas
• Metadata fields associated with the schema will appear
  • Fill these in
  • Click Add
•  A reference to the file will now be kept. When opened the "file" will display the metadata associated with it including the actual document location.
   
• To access an offline document
• Click on the file in the folder document view
  
• To Access the Metadata and Properties
• Rt click on the file and select Metadata and properties
• OR
• Click on the Metadata properties icon
• Find file Location