23.1 Adding Documents to Libraries

After you set up one or more libraries, users can add new documents to any library to which they have rights. They can also import existing documents into the GroupWise DMS system.

23.1.1 Creating New Documents in the GroupWise Windows Client

  1. Click File > New > Document.

    New Document dialog box

  2. Select the program you want to use to create the document, select the library where you want to store the document, then click OK.

  3. In the New Document dialog box, type a brief description of the document.

    Description area of the New Document dialog box

  4. To set document properties, click Properties.

    New Document dialog box with the Properties tab displayed

  5. Set the document properties as needed, then click OK.

    The selected program starts so you can create a new document.

For more detailed information about creating documents in the GroupWise client, see Creating Documents in Document Management in the GroupWise 2012 Windows Client User Guide. You can also look up “documents” in the GroupWise client help.

23.1.2 Importing Existing Documents into the GroupWise DMS System

Some users might have existing documents that they want to manage by adding them to a GroupWise library.

To import documents using the GroupWise Windows client:

  1. Click File > Import/Export > Import Documents.

    Import Documents Wizard

  2. Click Add Individual Documents, browse to and select the documents to add, then click OK.

    or

    Click Add Entire Directory, browse to and select a directory containing documents to import, then click OK.

For additional instructions about creating documents in the GroupWise client, see Importing Documents into a GroupWise Library in Document Management in the GroupWise 2012 Windows Client User Guide. You can also look up “import documents” in the GroupWise client help.

23.1.3 Managing Groups of Documents

As users add documents and your GroupWise DMS system grows, your librarians might need to assist users in managing large groups of documents. If you have not yet assigned librarians to your GroupWise libraries, see Section 22.6.4, Adding and Training Librarians.

To manage large groups of documents in the GroupWise Windows client:

  1. Click Tools > Mass Document Operations.

    Mass Document Operations dialog box

  2. Select the operation to perform on the group of documents:

    • Change properties

    • Move

    • Delete

    • Change sharing

    • Copy

  3. Select the method for identifying the group of documents to perform the operation on:

    • Use Find/Advanced Find to select documents

    • Use Find by Example to select documents

    • Use currently selected documents

    • Use documents listed in a file.

For additional instructions about creating documents in the GroupWise client, see Managing Groups of Documents in Document Management in the GroupWise 2012 Windows Client User Guide. You can also look up “mass document operations” in the GroupWise client help.

IMPORTANT:You must be in Online mode in the GroupWise Windows client in order to perform mass document operations.