Filing entries

Create folders

Before you can file documents, you will need folders in the Repository work area.

Method

1. Open the Repository work area.

2. Select the folder in the repository that you want to create the new folder in.

3. On the ribbon tab, select New > New folder.

   The Metadata for new folder (ELO Java Client)/New folder (ELO Web Client) dialog box opens.

4. Enter the name of the new folder in the Short name field.

   Optional: Define the options and permissions for the folder. For more information, refer to the Edit metadata chapter.

5. Once you have entered the required information, select OK.

Result

The new folder is created.

Outlook

You can file documents in the folder or create more child folders.

You save an existing folder structure and insert it into other folders with the Save as default index function. A default index is used as a template and can be used as often as required.

File document

You can store documents in a folder. Other users who are authorized to do so can view or edit the documents.

You have the following options for storing a document in ELO. This chapter describes the function Insert file.

Related functions

• Drag-and-drop: You can drag documents straight from your file system to a folder in ELO.
• Document from template: If you want to create a document from a template, use this function. You can find more information in the ELO Java Client (English) (opens new window) and ELO Web Client (English) (opens new window) user documentation.
• Scan to repository: You can scan and file a document to ELO in the ELO Java Client.

Store document with the 'Insert file' function

You want to transfer a document from your file system to ELO.

Method

1. In the Repository work area, select the folder that you want to file the document to.

2. Select Ribbon > New > Insert > Insert file.

3. In the Insert file dialog box, select the desired file.

   In the ELO Web Client: Select the file, either by using the button next to the Select file field, or by dragging-and-dropping the file on to the Drop file here field.

   Alternative: You can file multiple files to ELO. Select the desired files while holding the SHIFT or CTRL key.

   The Metadata for new document dialog box opens.

4. Select a metadata form.

5. Enter a short name.

   Optional: Enter additional metadata.

   Alternative: For multiple files, you can enable the Same metadata for all documents (serial filing) option below the Short name field. Refer to the Serial filing chapter for more information.

6. Select OK.

Result

You have filed the document to ELO.

Outlook

You can modify documents stored in ELO. If the document is version-controlled, a new version of the document is stored after you have made changes. The old version is retained. You have the following options:

• Check out and edit document
• Load new version: Use this to load a file from your local file system and store it as a new version of a document in the Repository work area.

You can edit the document with the functions on the Document tab. You can find more information in the ELO Java Client (English) (opens new window) and ELO Web Client (English) (opens new window) user documentation.