Creating Documents on the Server (Uploading)

To place a document in the correct position in the directory structure, first mark the radio button of the folder you want to place the new document in. If none of the folders is marked, the document will be added to the main level.

Figure 7.5. Uploading a Document

Uploading a Document

Now click on the Create button on the top right-hand side of the page in the insert mode.

A new page opens up to allow you to set the name and the description that the file can be found under on the document server in the future. You can also set the general permissions for this file. The following notes are important in this:

Permissions

This is where you define the access permissions for this document. You can assign permissions "individually" using the system for administering them, or you can allow permission for everyone. If you want the document to be accessible only to you, select Private. If you set the index card tabs Read permission, Right permission and File manually to determine who has access to the file or is allowed to modify it, this automatically selects the option Individually.

Document Title

Specify the file a name that will be displayed for this document in the archive.

Automatically assigning the File Name

If you want the document to have the same name as the one on your hard drive, leave this field blank. When you upload a file, this file name is entered into this field. New versions can thereby be uploaded under a new file name and in a new file format.

Description

Enter a description for the document. Keep in mind that this description is version specific: each version of the document has its own description

Version-specific description

Formulate the description in a way that will help you telling the difference between different versions. For example, you could enter a small log of how the file content has changed from version to version in this field.

Assigned Version

This field shows which version of the document you are editing. If you create a new document, you are editing the first version. Be sure to keep the version number in mind when you fill in the version-specific fields (File name, Description, MIME type, File size). Enter the actual file to be uploaded to the server in the index card tab File. There, click on the button Search. Using a file browser, you can now select a file on your PC to upload to the server. Once you have selected a file, the file manager closes again and the file appears in the text field marked File with the file's associated path name. Now click on the button Upload and the actual file transfer will occur. Depending on the size of the file, this may take some time.

Finally, you have to set the MIME type if it is not automatically recognized, and then click on the Save button to accept the document settings you have defined in this section up to now.

Figure 7.6. Uploading a Document File

Uploading a Document File

MIME Type

MIME (multipurpose internet mail extension) was originally a standard that described how the different file types (such as picture or music files) would be transmitted between different email servers. A MIME standard makes it possible for you to attach files to your emails. Since the standard is very flexible, it has become established in many other areas of the internet. For instance, the MIME type helps your browser determine how to display a specific file you want to view. Thus, your browser normally displays text documents and tries to play music files. For files that you have placed in the archive to be handled properly by your browser, you need to provide the MIME type of your file. If you upload a file, the system tries to determine the MIME type on its own and enters the result in this text field. But you also have the option of overwriting the MIME type to correct the system's guesswork as needed. What follows is a table of MIME types which is by no means to be considered exhaustive. Many file types are also associated with multiple MIME types. Most browsers offer the MIME type application/octet-stream for downloading files. If you are not certain which MIME type to enter and you are uncomfortable with the one your system chooses, enter this generic MIME type.

Table 7.1. MIME-Typen

MIME type

Description

application/octet-stream

Generic data stream

text/plain

ASCII text

text/html

HTML document

application/msword

Word document

application/pdf

PDF document

application/rtf

RTF document

application/zip

Zip archive

image/bmp

Bitmap image

image/jpeg

JPEG image

image/png

PNG image

audio/midi

Midi audio file

audio/mpeg3

MP3 audio file

video/mpeg

MPEG video