Upload documents for your user community

Users can attach documents to objects in Alfabet in the Attachments view available in content areas. As a user with an administrative user profile, you can upload relevant documents to the Internal Document Selectorand create document folders that you administrate. You can specify access permissions to the document folders where the documents are stored.

Users will also be able to upload documents to the Internal Document Selector in order to attach them to an object via the Attachments view.

Create a document folder and sub-folders. Document folders and sub-folders can be created to structure and organize documents. A folder can have multiple levels of sub-folders.

Typically, user groups will be specified to have permission to modify existing document folders. If the document folder is specified as protected, then only user groups with the specified permissions will have authorization to rename and delete the document folder, add sub-folders to the document folder, and upload or delete files to/from the document folder. If the document folder is not specified as protected, all users may potentially have access permissions to the document folder.

1. Go to Administration > Internal Documents.
2. To create a document folder at the root level of the document folder hierarchy, click the root node of the IDOC explorer. To create a document folder that is subordinate to an existing document folder, click the document folder in the IDOC explorer.
3. In the toolbar, click New > Create New Folder. Define the following permissions to the document folder:
   •  Protected: Select the checkbox to restrict access to the document folder to only users logged in with the Portfolio Admin user profile. If you do not select the checkbox, all users may potentially access the document folder.

     Please note that if the Protected attribute is selected, it may be overridden if any of the attributes listed in the Default Access Permissions pane are selected. If default access permissions are defined to allow access to the folders, all users will be able to access/delete/edit folders even if the Protected checkbox is selected.

   • Default Access Permissions: The following settings are ignored for a user logging in to the Internal Document Selector with the Portfolio Admin user profile.
     • Visible: Select the checkbox if the document folder should be visible per default to potentially all users. This checkbox should be checked if the folder stores documents that users can attach to objects via the Attachments view.
     • List Items: Select the checkbox if all files stored in the document folder should be visible per default to potentially all users. This checkbox should be checked if the folder stores documents that users can attach to objects via the Attachments view.
     •  Modify: Select the checkbox if the document folder’s properties may be edited per default by potentially all users.
     • Manage Items: Select the checkbox if files may be added to or deleted from the document folder per default to potentially all users.
     • Open Items: Select the checkbox if the files in the document folder may be opened and read per default to potentially all users.
     • Edit Document/Document Folder's Content: Select the checkbox if the content of the files in the document folder may be edited per default to potentially all users.

Upload a document to the Internal Document Selector.Note that when you upload a document to the Internal Document Selector, you must ensure that the document is not encrypted. Encryption might be caused by Microsoft™ Information Protection. Only documents with the sensitivity label "Public" can be uploaded. Other reasons for encryption might also apply due to your company's security policies.

You can upload a file to a folder or directly to the root node of the explorer. Any access permissions specified for a folder will apply. If you want users to be able to upload the document stored n a folder, you must make sure that folder is visible and accessible to users.

Go to Administration > Internal Documents. Click New > Upload Documents. Click the Choose Files button to select the files you want to add and click Upload. The document is displayed in the Internal Documents functionality and can be attached by users to an object in the Attachments view.