Document library - Uploading Controlled Documents

To upload a new file, we can either press the plus button in the top left-hand corner and select upload. Alternatively, if you would prefer, you can upload documents through an area. To do this, click into the area and at the top right-hand corner, click the upload files icon. Then you can click into the dotted box, select the files that you need, and you'll see that they appear under the upload and file section. You can remove any documents by pressing the X. Once you're happy, click upload.

Before clicking away from this box, ensure that each file upload is complete, which is shown here by switching from a percentage to done. You can switch between whether you want the document to be controlled or not. For this video, we will set the document to controlled. We can edit the file name and we can cancel the file upload. We can change the upload location by clicking here and selecting the area that we need. Along the bottom, it shows us which area name our file will be uploaded to.

Once we're happy, we can click done. To move a file, select it from the left-hand side and the following options appear in the top right-hand corner. We can archive the file, we can move the file to another area, or we can delete the file. Click setup to edit the document settings. In the top right corner, we can preview the document by clicking on the eye icon. We can change the sequence number. We can add a prefix to the file name. We can change the file name. We can add a tag that will help us to filter and search for documents more easily. We can see who uploaded the file and when.

You can choose whether to use the manual issue control, where you can create your own version system that is not automatic. We can set the revision format and also we can set the revision start number. Select whether you'd like the document to be uncontrolled or controlled here. We can change the owner.

Let's have a look at the review settings. We can set up who we want to review the document and tick whether the review should be sent to the document owner. We can select whether we need a minimum number of people to review the document and we can set that number. Next, it asks if we want to send the review to all allowed to review and automatically completed when the minimum number of reviews has been completed. Next, we can choose when the document should be reviewed, and here we can set the next review date.

Under revision settings, you can set up who you would like to notify if this document is reissued. We can do all app users or users with access to the particular area, or we can pick users and groups. Lastly, we can choose who we would like to send an unread task if the document is updated. You can see the status has now changed to approve and is controlled, as shown by the padlock symbol.

If we click on the status of a file, we can see the document information, version history, the details of the next review, any links, and any comments left by a user. Along the top, we can set a review and unread task. We can go back into the main settings and we can download the file by using the cloud icon.

Transcript generated from the video's captions.