The supporting document library contains the collection of documents that you can associate with an asset. The documents that make up your organization's supporting document library reside in the document repository, which is the physical data store in which CentraSite maintains file-like objects.
Besides the documents in your organization's supporting document library, the document repository stores other large, file-like objects such as XML schemas, WSDL files and report templates. However, when you interact with the supporting document library using CentraSite Control, you will see only the portion of the repository that comprises the supporting document library for an organization. You will not see other files that reside in the repository.
Any user with "Create Assets" permission for an organization can upload documents to that organization's supporting document library.
By default, everyone in your organization is permitted to view the documents that you upload to your organization's supporting document library. To enable users in other organizations to view documents, you must grant them View permission on the document.
You use folders to group the documents within your organization's supporting document library. A folder can contain sub-folders or documents, and sub-folders can contain further sub-folders or documents, and so on.
Use the following procedure to create a new folder.
To create a new folder
In CentraSite Control, go to .
This displays the list of folders and documents that are currently stored for your organization.
Select the existing folder under which you want to create the new folder.
In the context menu of the folder, choose and in the resulting dialog, specify the name of the folder.
The name can contain any combination of characters, including spaces.
The name must not exceed 256 characters.
Click .
Use the following procedure to delete a folder.
Be aware that:
CentraSite will not allow you to delete a folder if it contains documents that are currently attached to an asset.
If none of the documents in the folder are attached to an asset, CentraSite will delete the folder and all of its documents.
To delete a folder
In CentraSite Control, go to .
Select the folder that you want to delete.
Choose from the context menu of the folder.
Use the following procedure to upload documents to the Supporting Document Library.
The document that you want to upload must reside within the file system of the computer where your browser is running. You cannot upload a document from a URL.
To add a supporting document to the library
In CentraSite Control, go to .
Select the folder where the uploaded document will be stored.
Choose from the context menu of the folder.
| In this field... | Specify... |
|---|---|
| Folder | The folder where the new document will be stored. This is by default the name of the folder you selected. You can use the button to navigate to the required folder. |
| File | The file that you want to upload to the supporting document library from the computer's file system. You can use the button to navigate to the required folder. |
| Name |
The name by which the document will be identified in the library.
|
| Description | Optional. A descriptive comment that provides additional users with more information about the document. Description cannot exceed 4000 characters. |
Click .
This adds the document to the Supporting Document Library.
After you have added a document to the supporting library, you can view its stored details as follows:
To view the details of a supporting document
Open the list of supporting documents by choosing and choose the required folder in the hierarchical tree view.
Choose Details from the context menu of the listed supporting document.
The Permissions tab displays the current permission settings for the document.
The Attached To tab lists the assets, if any, to which the document is attached.
The Versions tab shows the existing versions of the document.
Note:
Due to the current implementation,
which creates supporting documents in a two-phase process, two version numbers
are assigned when you add a supporting document. Thus, the document versions
1.0 and 2.0 are displayed for a newly added document.
Use the following procedure to replace an existing document in the supporting document library with another file.
To replace a supporting document in the library
In CentraSite Control, go to .
In the Supporting Documents list, locate the document that you want to replace and choose from its context menu.
In the Edit Document Details dialog box, click the button. This opens the Create New Version dialog.
Specify the file that you want to upload to the library.
Click to upload the document.
Note that a version history of the document is visible under the Versions profile of the document's detail page. You cannot, however, revert to an older version of the document, since the supporting document library only stores the most recent version of the document.
When you move a document to another folder, keep the following points in mind:
Moving a document to another folder will not affect existing references to the document.
CentraSite will not allow you to move a document to another folder if the destination folder already contains a document with the same name. You must rename one of the documents before you execute the move.
Use the following procedure to move a document from one folder to another.
To move a document to another folder
In CentraSite Control, go to Asset Catalog > Supporting Documents.
In the Supporting Documents list, select the document that you want to move.
In the Folder field, elect the folder to which you want to move the document.
Click Save.
Use the following procedure to rename a document in the library.
Renaming a document will not affect existing references within CentraSite. However, if any of your users address the document directly using a URL reference, changing the name of the document will break those links.
To rename a document
In CentraSite Control, go to .
In the Supporting Documents list, locate the document that you want to rename.
Choose from the document's context menu.
In the Name field, specify a new name for the document.
The name can contain any combination of characters, including spaces.
The name must not exceed 256 characters.
Click .
Use the following procedure to display the list of assets to which a document is currently attached.
To display the list of assets that refer to a supporting document
In CentraSite Control, go to .
In the displayed hierarchy of folders, open the folder that contains the required supporting document.
In the list of supporting documents displayed, locate the entry for the supporting document.
Click the entry for the supporting document. This open the details page for the supporting document.
Click the tab Attached To.
This displays the list of all assets to which the supporting document is attached.
As just described, there is a tab named Attached To for each supporting document. Note that when you display the set of supporting documents in a folder, there is also a display column named Attached To that you can optionally select or deselect with the column chooser. This display column shows the assets to which each supporting document is attached. If the list of assets is too long to be fully displayed on the screen, the ellipsis ("...") indicates that some asset names are not displayed. You can view the whole list of assets by moving the cursor over the visible assets. This causes the whole list to be displayed as rollover text.
Caution:
If a folder contains many supporting
documents, and if the supporting documents are attached to many assets,
CentraSite might take some time to retrieve all of the information required
for the Attached To display column. Therefore, you might
prefer to keep the Attached To column deselected, and
instead view the contents of the Attached To tab for an
individual supported document, as described above.
Use the following procedure to remove a document from the supporting document library.
Be aware that CentraSite will not allow you to delete a document that is attached to an asset. You can only delete "unattached" documents. To determine whether a document is attached to an asset, see How to Determine Which Assets Refer to a Document.
To delete a document from the supporting document library
In CentraSite Control, go to Asset Catalog > Supporting Documents.
Locate the document that you want to delete and select the check box beside its name.
Click Delete.
