Tutorial step 4: Create/upload document
In the fourth step we create and upload an incoming e-mail
Now we turn to the first "real" - ie. non-preliminary - step in the tutorial. The CIO of the company CD Development, Joan Pactor, receives the e-mail inquiry from Ann Grossing, consultant in PubTop Consulting.
Joan Pactor saves the e-mail from Ann Grossing as a file.
- Joan Pactor logs on to cattaDoc with her username JPC
She can record the received e-mail i various ways. She chooses to do it via the already registered contact person Ann Grossing.
- In the initial search screen, she searches for Ann by selecting the Persons tab which enables her to enter search criteria for contact persons
- She enters 'grossing' in the Name field and clicks the Search button
- The search result is displayed below - only one row for Ann Grossing
- Joan clicks on Ann's initials 'AGP' which opens Ann's page in the book display
- Under New event he selects Create document which displays the corresponding input screen
- Joan selects 'E-mail' from the drop-down list as the document type and then she enters the titel of the e-mail: 'Can cattaDoc prevent security breaches with documents?' - probably by copy/paste from the e-mail
- She keeps the default date - today - as the e-mail has just arrived.
||If the registration in cattaDoc is done afterwards, the default date can be changed to the actual document date.
- The two other fields in the Create document screen, description and keywords, are optional. Fill them in if needed.
- Press Enter or click the Save button on top.
- cattaDoc then displays the new incoming document in the book with the initial status of 'Planned'. The document ID is created automatically and is shown on the left page, just below the menu bar.
Both the Events tab and the Persons tab are active from the beginning:
- The Event tab shows the Create document event - and the Read file/document event, if read logging is enabled
- The Person tab shows Ann Grossing / PubTop Consulting as Sender of the document - because we initiated the Create document event from Ann's book display
- Joan now selects Link to project as New event and the Create project link to document screen is displayed.
- In this link screen he selects 'Folder - CDInq - cattaDoc Inquiries' in the list of Available projects, clicks the upper arrow button with the > icon to move the selected folder to Defined project links and finally on the Save button on top.
||This process is a bit different on iOS devices like iPad and iPhone, because this kind of user interface is not supported in iOS.
||Below the fields in the Create project link screen is a checkbox "Include link to above-linked projects". If you check this, the document is also linked to the Project 'cD - cattaDoc development'. This can be checked as default if selected in the user's preferences.
- Back in the book display of the document, Joan selects Upload new Version as New event
- In the Upload Document Version screen, Joan clicks on the File name button, selects the saved e-mail file, clicks the Open button and finally the Save button
- Now the incoming document has changed its status to 'Draft', the e-mail has been transferred to the cattaDoc document repository and is available under the Versions tab by clicking on the document file name.
||Since the uploaded document probably is in one of the supported file formats, the plain text part of the document is automatically indexed for full-text search from the Document search screen. Check for Yes under Index to the right in the Versions tab.
- Finally, select Send document from New event and mark the Addressee, "CD Development". Version 1 is the default Send version and "Ann Grossing - PubTop Consulting" the default Sender, so nothing needs to be changed here. The same goes for the Send date, and the Description field is optional
- After pressing Enter or clicking the Send button, we return to the document's book display where the document status is changed to Sent.
A lot of steps when described like this, but not so much time spent when accustomed to the procedures. This part, however, is extra work when compared to what most people do with documents. But now the document is available for everyone in the organisation, it is put into its right contexts and it is easy to find.