Files uploaded to a portal by client users must be approved by an approver before the files are visible to other portal users. The approver also selects the storage folder for the files and assigns metadata to the files. All of these tasks are performed on the File Approval window.
To approve a file for publication to a portal, do the following:
On Document Central, click the Incoming files tab.
In the Client uploaded files in Portal grid, click the expand button + beside the portal for which you are approving files.
Select the portal name or an individual file to activate the Process Pending Files button.
Select the location in Document where the files should be stored.
Class
Select a class to be assigned to the files in the batch from the list. Classes are used to categorize, organize, and set retention periods for files.
Subclass
Select a subclass to be assigned to the files in the batch from the list. Subclasses provide an additional level of organization for files. The available subclasses are based on the class selected.
Document Type
Select a document type for the files in the batch from the list. Document types are created by your firm to categorize files.
Year
Select the year the file should be associated with.
Keywords
Enter keywords that should be associated with the files for easier searching.
Expiration and retention
Displays the expiration date and retention settings associated with the class and subclass that are selected. This information cannot be edited on this screen.
Permanent
Select Permanent if the files in the batch should never expire.
Archive
Select Archive if the files in the batch should be archived automatically when they expire.
In the File List grid, select the check box for each file that should use the metadata you selected.
metadata for the files you are approving.