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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. An offline document can be used as a placeholder for the purpose of maintaining searchable metadata or the addition of an electronic file at a later date.  You need to create an offline document schema in order to add offline documents.

Offline documents can be:

  • Checked out. Offline documents are tracked in the system so you can see who has the document out. In the example of physical items like a book or DVD, you can see who has taken the item from its physical location.
  • Converted to an electronic document
  • Undergo a workflow
  • View the version history

When a cabinet owner or administrator adds an offline document, all schemas are shown in the list. For regular users, they are restricted to only those schemas whose format is set to offline. The following table outlines the rules when adding offline documents:

Non-administrator or administrator with no format conversions or only documents to records enabled[1]

Folder properties

Button

Add (Add Offline enabled)

Add Offline

Add (Add Offline disabled)[2]

Default offline (at least one offline membership)

Select file, blank schema, choice of electronic

Default schema, choice of offline

Default schema, choice of offline

Default electronic (at least one electronic membership)

Select file, default schema, choice of electronic

Blank schema, choice of offline

Select file, default schema, choice of electronic

Auto-tag offline

Disabled

No choice of schema

No choice of schema

Auto-tag electronic

Select file, no choice of schema

Disabled

Select file, no choice of schema

If a non-administrator is not a member of an offline schema, the Add Offline is disabled.

If a non-administrator is not a member of an electronic schema, the Add is disabled.

Administrator with converting offline to electronic documents permission enabled (favour document)

Folder properties

Button

Add

Add Offline

Add (Add Offline disabled)

Default offline

Select file, default schema (format = document), choice of all

Default schema, choice of offline

Default schema, choice of all

Default electronic

Select file, default schema, choice of electronic

Default schema (format = offline), choice of all

Select file, default schema, choice of electronic

Auto-tag offline

Select file, no choice of schema (format = document)

No choice of schema

No choice of schema

Auto-tag electronic

Select file, no choice of schema

Disabled

Select file, no choice of schema

Administrator with converting electronic documents to offline permission enabled (favor offline)

Folder properties

Button

Add

Add Offline

Add (Add Offline disabled)

Default offline

Select file, default schema, choice of all

Default schema, choice of offline

Default schema, choice of all

Default electronic

Select file, default schema, choice of electronic

Default schema (format = offline), choice of all

Select file, default schema, choice of all

Auto-tag offline

Disabled

No choice of schema

No choice of schema

Auto-tag electronic

Select file, no choice of schema

No choice of schema (format = offline)

Select file, no choice of schema

Administrator with converting to and from document and offline enabled

Folder properties

Button

Add

Add Offline

Add (Add Offline disabled)

Default offline

Select file, default schema, choice of all

Default schema, choice of all

Default schema, choice of all

Default electronic

Select file, default schema, choice of all

Default schema, choice of all

Select file, default schema, choice of all

Auto-tag offline

Select file, no choice of schema (format = document)

No choice of schema

No choice of schema

Auto-tag electronic

Select file, no choice of schema

No choice of schema (format = offline)

Select file, no choice of schema

For all cases, if no schemas are defined both Add and Add Offline are disabled.

"format = <format-type>" means that the format for the document is changed from the schema format to the specified format.

"choice of <type>" refers to the document schema dropdown in the metadata panel. Electronic refers to both record and document.

 

[1] Permission settings are configured by a system administrator.

[2] The Add Offline button can be hidden if the key “Display.EnableOfflineButton” in the Library Manager web configuration file is set to “false”. By default, it is set to “true”.


To add offline documents

  1. Do one of the following:

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

  • In FDA, click Add Offline Offline icon

  • In the Web Client, select a folder and click Add File to Folder or use the Add Document Wizard.

  1. Select the Offline Document Schema name.

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

If you want to be able to perform conversions between document formats you will need to enable the appropriate permissions.

Searching for Offline Documents

When looking for your offline documents, you can search using the Advanced Search features and search by the offline document schema document type and metadata fields or by using the Special Fields > Document Format option.

Search by Offline Document Format

 

Search offline document schema type