Document Library Portlet

The Document Library provides a centralized repository for various document types (e.g., .PDF, .DOC, .XLS, etc.) to be stored and assigns a unique URL to each of them. A company's intranet running Project WebSynergy portal can then be able to post internal documentation (e.g., reimbursement forms, charitable donations policies, etc.) for access by its employees. Alternatively, since each document has its own URL, the Asset Publisher portlet on your company's public website may display a list of PDF files of quarterly newsletters and their download links.

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

• To add a Document

• To create Reference to a Document

To add a Document

1. Login to WebSynergy.

2. Click Add Applications and expand the CMS folder.

3. Click Add against the Document Library Portlet.

   The Document Library Portlet is added to your page.

   Figure 4–1 Document Library Portlet

   
   

   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.

4. Any document need to be in a folder. To add a new folder, click the Add Folder button.

5. Give a name and description to the folder. The permissions for the folder determine what users can do. Click Save. The Document Library screen will appear.

   Figure 4–2 Creating a document folder

   
   

6. A folder is created. To add a document to that folder, click on the folder name.

   Figure 4–3 Document folders

   
   

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. In this use case, we will add a document. Click Add Document.

   Figure 4–4 Document folder to add a document

   
   

   The system prepares to add the document.

   Figure 4–5 Preparing to upload the document

   
   

8. Click on the upload button:

   Figure 4–6 Upload button

   
   

   Now you can browse the document. You have classical upload and select multiple files options.

   Figure 4–7 Upload options

   
   

   Select any option that you like. There is a cap of 3000k on uploaded documents. After uploading the document, enter a title and description for the document.

   Figure 4–8 Uploading documents

   
   

9. Click Save when finished.

   The article is added to the Document Library.

   Figure 4–9 Uploaded document in the Document Library

   
   

To create Reference to a Document

1. Locate a document in the Document Library.

   Using the example from the above section, locate the document FY09_dashboard.pdf.

2. Right click on the document name, then select Properties to view its Address (URL).

   You can then either highlight the entire URL or click anywhere over the URL area and press Ctrl+A to select the entire link. Keep in mind that the URL is long. If you use the highlight method, you must highlight the entire URL. You can then copy this link and reference it anywhere within the portal. You can even reference this document outside of the portal as long as your portal is running and the document is still in the repository. Refer to figure below.

   Figure 4–10 Link Properties