Document Library Portlet

The Document Library provides a centralized repository for various document types to be stored and assigns a unique URL to each of them. A company's intranet running Sun GlassFish Web Space Server portal can be used to post internal documentation such as reimbursement forms and charitable donations policies for access by its employees. Alternatively, because each document has its own URL, the Asset Publisher portlet on your company's public web site could for example, list the PDF files of quarterly newsletters and their download links.

The Document Library supports multiple repositories that can be set with different access roles. The documents in the repository are version-controlled, allowing users to retrieve any particular revision that has been stored on the system.

There are two alternate ways for accessing the Document Library. You can add the Document Library portlet to your page, or you can navigate to Control Panel -> Content -> Document Library from the Welcome menu.

• To Add Folders and Documents

• To Create a Reference to a Document

To Add Folders and Documents

1. To add the Document Library portlet to you page

   1. Log in to Web Space Server.

   2. Choose Add Applications from the Welcome menu.

   3. Expand the Content Management folder.

   4. Click Add next to the Document Library Portlet.

      The Document Library Portlet is added to your page.

      The user interface of the portlet contains Folders, My Documents, and Recent Documents tabs. You can search documents using the Search File Entries button in the Folders tab. The Add Folder button in the Folders tab allows you to add folders. My Documents and Recent Document tabs list all the documents and the most recently accessed documents respectively.

2. To add a new folder, click the Add Folder button.

3. Type a name and description for the folder. The permissions for the folder determine what users can do.

   A folder is created.

4. Click Save.

5. To add a document to that folder, click on the folder name.

6. Click Add Document.

7. You can either add more folders to further divide your documents into more specific categories or you can add a document to the current folder.

8. Browse and upload a document.

   Documents can be uploaded using the classic uploader or the multiple uploader. The multiple uploader enables you to upload multiple documents at a time whereas the classic uploader enables you to upload only one document at a time. The default size limit for documents is 3000K bytes. To change the upload size limit, override the dl.file.max.size property in the portal-ext.properties file.

9. Type a title and description for the document.

10. Click Save when finished.

    The document is added to the Document Library.

To Create a Reference to a Document

1. Log in to Web Space Server.

2. Click Add Applications from the Welcome menu.

3. Expand the Content Management folder.

4. Click Add next to the Document Library Portlet.

   The Document Library Portlet is added to your page.

5. Select a document in the Document Library.

6. Click the Actions button corresponding to the document. Select Edit and copy the URL.

   You can use the URL as a reference to the document and paste the URL in the URL field of a browser to access the document.