::: encompass training portal

Adding Documents

1. To upload a new document to encompass, click the left hand menu item 'Add Document' (Fig 14). This is located on the Document Explorer page.

Add Document
(Fig 14)

2. The upload form will load (Fig 15). The following fields allows you to capture information about the document before uploading.

(Fig 15)

File To Upload :	The physical location of the file for uploading ( local )
File Name :	The name of the file stored in encompass
Folder:	The encompass target folder to store the uploaded file (encompass)
Document Description:	The description of the file stored in encompass
Document Reference:	The reference id of the file stored in encompass
Access:	Specify who has access to the new file

3. Click the browse button to open the select file dialog box. You can now browse your local machine and files servers for a specific file. Once you have selected the file, click Open. This will populate the field with the full path to the file.

4. Under File Name, enter the name you wish to use to reference the file. By default the existing filename will be used.

Any name can be entered as long as you include the correct file extension, however it is recommended that all file names also include the date e.g. fileName09-09-02.ext

5. Select a target folder to store the file. Select an existing folder from the drop down list.

The ' add folder' link allows you to create a new folder or sub folders to store the file in.

To create a new folder enter a forward slash then the folder name followed by another forward slash, e.g. /budgetReports/jan-mar/

This will store the file in the sub folder Jan-mar of the main folder budgetReports.

Folder names cannot accept spaces.

6. Enter a description for the document, this is displayed when the mouse is hovered over the file name in document explorer, and can be accessed from the view information icon.

7. If required, enter a document reference to correspond with clients or other members of the workgroups reference system.

8. The two boxes at the bottom of the page can be used to specify which users can have access to the file. By default, encompass assumes ALL users have access to the file. To restrict access select the users name from the 'Access' box to the 'No Access'.

9.Click upload document, to transfer the file and all the settings to encompass. If the file size is large, please be patient during this process.