Completing the Document Add Files Window

After selecting a file to upload to Document, you must select file metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. in the Document Add files window. To complete this window, do the following:

1. Select storage and metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. options in each of the following sections as needed:
   • Select entity and storage folder
     1. From the Entity type list, select the entity type for the entity you are uploading the file for.
     2. Begin typing the name of the entity you are uploading the file for. As you type, the auto-suggest feature displays possible matches. When you see the correct one, select it.
     3. Select the folder where the file should be stored.
   • Set file properties
     1. Select a class A firm-created category used to organize files stored in Document. Document retention periods are set according to class. Class is required metadata for a file. for the file.
     2. Select a subclass A firm-created category used along with class to organize files stored in Document. Subclass is required metadata for a file uploaded to Document. for the file.
     3. Select a document type An optional category the firm can create to help categorize files stored in Document (used along with class and subclass). for the file, if needed.
     4. Select a year from the list. The option you select here, along with the chosen class and subclass, determines the expiration date and when the file will no longer be retained.
     5. If needed, select a Worksteam project from the list.

        Note: This option is available only for client entities. To use this feature, at least one project must be set up for the client in Worksteam.

     6. Select the sensitivity level A category applied to a file that indicates the level of confidentiality required for the file. Your firm can limit which files can be sent as email attachments based on sensitivity levels. for the file.
     7. Enter keywords that can be used as search criteria to help locate the file, if needed. Separate the keywords with commas.

   • Options

     1. Select Permanent if the file should be retained permanently, regardless of the expiration date or retention date.
     2. Select Archive if the file should be moved to archived storage.
     3. If needed, select Publish to Portal to send the file to the portal for the entity. This option is not available if you do not use Portal or if your firm has not created a portal for the entity.
     4. If you are publishing the file to Portal, select an option in the Portal edit mode box.
        • Read-only. Portal users can view the file, but not edit it.
        • Editable. Portal users can edit the file.
2. Click Apply to Selected to apply the metadata to the file.

   Note: If needed, you can revise the information you applied to the file on the Entity, Retention, and Portal tabs.

3. Click Upload Selected Files. You can monitor the status of the upload in the File upload progress section. If this section is collapsed, click the Expand icon to expand it.

Note: If you upload a file with the same name as a file in the selected folder, the system asks you how to handle the duplication. See Managing Duplicate File Names for information about the options you can select.

4. Click Close.