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You can add a document to a case, assign the document to a case level, and upload files to be associated with the document.
Caution: Adding a document to a case changes the documents in the case. This can affect source and attachment relationships or cause other errors. In addition, documents that are added to a case are not automatically searchable. Although group members and group leaders can add a document to a case if they have permissions, typically, a case administrator performs this task.
If you want to associate files with a document when you add the document to a case, gather the files that you want to associate with the document. You can associate one native file or one content file with a document, and one or more image files. The maximum file size is 100 MB.
For information about how to add pages to an existing document, see Update pages in a document.
Use the following procedure to add a document to a case.
1.Open the Documents page.
2.On the Tools menu, click Add document.
3.On the Levels page, choose from the following:
oTo assign the document to an existing level, in the Level list, select the root level and sublevels. You must select at least one level for the document.
oTo create a new level to assign the document to, in the Level list, select Add new level. Type the name of the level. The new level inherits the parent or root-level security settings.
Note: After you create a level, your administrator must synchronize the security across all affected groups.
5.To add the document, on the Document Details page, do the following:
a.To assign a document ID to the new document, in the Document Id list, select one of the following options:
Note: The document ID must be unique.
□Custom: Assigns a custom value as the document ID. Provide any value except for Unicode or special characters.
□Get Next - Levels Based: Assigns a document ID based on the levels that you selected on the Levels page. To preview an example of how the document ID will appear, click View Document Id.
Ringtail generates the document ID based on existing documents in the level. If there are no documents, Ringtail assigns the level names and a five-character suffix (00001) as the ID number for the first document that you upload. This number increments as you add subsequent documents.
For example, If you assign the document to Level_A, Level_B, and Level_C, Ringtail generates the document IDs as Level_A.Level_B.Level_C.00001, Level_A.Level_B.Level_C.00002, and Level_A.Level_B.Level_C.00003.
□Get Next - Sequential: Assigns a sequential number as the document ID. Optionally, you can include a prefix on the document ID. To preview an example of how the document ID will appear, click View Document Id.
Ringtail generates the document ID based on existing documents in the level. If there are no documents, Ringtail assigns a nine-character number (000000001) as the document ID. If you include a prefix, Ringtail assigns the prefix followed by a sequential number. For example, if you include the prefix AA, Ringtail generates the document IDs as AA000000001, AA000000002, and AA000000003.
b.Provide the Document Date value.
c.In the Document type list, select a document type. If a type is unavailable, select Add new type and then provide the value.
d.In the Title box, type the name of the document.
e.In the Document description box, provide a description of the document.
f.Click Create. This creates an empty Ringtail document without content or pages. Do one of the following:
□To associate files with the document, continue to the next step.
6.To associate files with the document, on the Add Files page, do the following:
a.Click Browse and then select a source file to upload.
b.In the File options list, select the source file type.
c.By default, the file name is used as the page label. To change the page label, in the Page label box, type a name for the page. Each associated file appears as a page.
d.Click Add file.
e.Repeat the previous steps to associate additional files with the document. You can associate one native file or one content file with a document, and one or more image files.
f.To change the page order, in the page list, select a page and drag it to a new position.
g.To complete the upload, click Finish.
7.To view the document that you added, click the History button on the Documents page toolbar. Then, in the History window, click Documents Added. Click the date that you added the document. For more information about the History window, see View the document history.
Note: The document is not searchable until after the next indexing and enrichment job runs. Your administrator can also manually update the index.