Use the Insert file dialog box to add a document to the selected folder. You can also assign the metadata form and enter metadata for the document in this dialog box.

The following options are available for selecting files:

1 File: Click the folder icon to select a file.

2 Drop file here: You can drag documents to this field.

Version: Specify the version of the document.

Version comment: If required, enter important information on the uploaded version of the document in this field.

Non-deletable version: Select this check box if you do not want the uploaded version of the document to be deleted from the version history.

Adjust document date: Select this check box if you want to assign the current date to the uploaded version.

Select a metadata form here. This area is only active if you have selected a file.

Filters: Use this field to restrict the list of available forms or to search for a form.

Then, complete the selected metadata form. This area is only active if you have selected a file.

The default fields are explained in the following section. There may be additional fields depending on the metadata form.

'Basic' tab

Short name: The file name is entered for you. You can enter a different name for the document, if required.

Date: Select the document date using the calendar function.

'Extra text' tab

If required, enter additional information on the document to the text field.

'Options' tab

Personal identifier: If the entry relates to a person, enter information that enables you to identify the relevant person in this field.

End of deletion period: With the "End of deletion period" field, you specify the date on which the entry must be deleted at the latest. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: If you do not complete the Personal identifier and End of deletion period fields, a disabled dialog box will appear indicating that no personal identifier has been specified.

End of retention period: In the "End of retention period" field, you specify a retention period for the entry. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: The retention period must end before the deletion period.

Entry type: The entry type identified by the client is displayed here. If necessary, select another entry type from the drop-down menu.

Font color: Specify the color that you want the document to be displayed in ELO.

File name: The name of the file appears here.

Document status: You can see the document status in the Document status field.

• Version control disabled: Only one version of the document is saved. A new version replaces the previous version. The previous version is deleted and is no longer available.
• Version control enabled: When the document is changed, the previous versions are saved. The versions of a document can be restored.
• Non-modifiable: Neither the document nor the associated metadata can be edited.

Please note: If you select the Version control disabled option, the previous version is overwritten each time you save. The View > Document > Versions > Load new version function overwrites the current version, and does not create a new one. For this reason, we do not recommend using this option.

Warning: The status Non-modifiable cannot be reversed.

Add to full text database: Check this box to add the document to the full text database.

'Permissions' tab

On the Permissions tab, you can see which permissions settings have been made for the selected entry (folder or document).

Select user/group: In the Select user/group field, select a user or group that you want to change the permission settings for.

In the area below the Select user/group field, you can see which users or groups permission settings have already been made for. Click a user or a group in the list to edit these permission settings.

You can set the following permissions:

• View (R): Users with View permissions have read access to the selected entry. They can view the content of the entry.
• Change metadata (W): Users with Change metadata permissions can edit the metadata for the selected entry.
• Delete (D): Users with Delete permissions can delete the selected entry.
• Edit (E): Users with Edit permissions can edit the selected entry.
• Lists (L): This permission is only relevant to folders. Users with this permission can change the content of the respective folder. For example, it is only possible to create documents in this folder or move documents from the folder with Lists permission.
• Change permissions (P): Users with the Change permissions right can change the permissions to the selected entry.

Information: Options that are not applicable are shown in italics and enclosed in pointy brackets.

AND group: AND groups are useful if you only want to assign permissions to the users in a group that are also members of another group. To create an AND group, select two groups and click AND group.

Personal Click Personal to assign yourself sole access to the respective entry. All other permissions will be removed.

Remove: By clicking Personal, you delete all the permissions settings for the selected user/group.