Uploading Documents & Folders

Overview

The application makes it easy to upload individual documents or entire folder trees from your local computer to a Room.  Uploading occurs in the Folders List on the left panel of the Room or on Documents grid.

Upload Permissions

In order to upload documents and folders to the application, you must have the Manage permission on the target upload folder.  Folders you can Manage will appear with the following folder icon:  .

On E discovery rooms, Admins can also upload documents and folder to E-Discovery Sources > Data Sources. Just right click on a Data Source folder and upload.

Upload Methods

There are several ways to upload documents and/or folders:

• Folder right-click Upload option or folder button that launches the right-click menu
• Upload button from Action Buttons bar on Documents grid
• Drag-and-drop method

Folder right-click Upload option or button that launches the right-click menu

To upload documents, right-click on a folder you can Manage and click on the Upload option.

The Upload option can also be reached thru the button on the right side of the folder.

A file browser window will open on your device so that you can select one or more documents to upload.

Note: the right-click method only allows the selection of one or more files from the local file system. The selection of folders is not supported.

Upload button from Action Buttons bar (Documents grid)

You can also upload documents (not folders) by clicking on the Upload button from the Action Buttons bar located at the bottom of Documents grid.

Drag-and-drop method

Open a file browser window and select the documents or folders you wish to upload.

Drag and drop to Target Folder

Drag the files and/or folders from the local file system and drop them on the target upload folder.  The folder's background will change to green if you are allowed to drop documents/folders to it.

Note: some browsers and mobile devices do not support drag-and-drop uploads and will need to utilize the folder right-click upload method.

Drag and drop to Documents Grid

Select the target folder and then drag the files and/or folders from the local file system and drop them to the Documents grid.  The Documents grid will display a dotted blue line around it and once you drop the files, the Confirmation window is displayed.

Confirming Your Upload

After selecting all the files, you wish to upload, a popup Confirmation window will appear listing all the documents and folders you are about to submit:

Remove: clicking the Remove option (shown to the right of the document or folder name) will remove that item from the list and prevent it from being uploaded.  Removing a folder will remove all the documents and subfolders existing within that folder.

Extract Archives:  the application is able to extract documents and folders from compressed file containers when this option is selected.  This option also extracts documents attached to email messages. When uploading a compressed file with folder structure, that original compressed file will be created as a folder that subfolders will be nested on.  This folder represents the compressed file, and its name should be the same as the original compressed filename including its extension.  

Unchecking this option will cause the compressed file or email, not to be extracted.  In this case, the application will display the compressed container file in the Documents List.

Upload files with same filename and folder path as a new version: if this option is checked, uploaded files with the same filename as existing files will be uploaded as a new version of the existing one.

Notes:

- Archives, Emails, Documents included in a numbered production and Quarantined files will not be affected. 

- If document was deleted (it's on Recycle Bin) and it has no copies, when same doc is uploaded to same folder, a new doc will be created.

- If room Automatic Document Deletion mode enabled, when same doc is uploaded to same folder, a new doc will be created.

Once you have confirmed the items to upload and the settings, click the Submit button to initiate the upload process.

A progress bar window will appear while the items are being uploaded showing the progress of all documents for that upload session. You can also view the details of each session and check the progress of each document.

You can also upload more documents while another upload session is in progress, and you can view the list of documents being uploaded per session.

You may click the Cancel button to cancel each upload session or click on X at the top right corner to cancel all sessions.

In case the maximum file path of 255 characters is exceeded, the Upload will not be able to continue.  A warning message and Upload Help window will be shown. Please see Troubleshooting Uploads article for additional information.

When the extract process begins, the user will be notified about the extraction of archives themselves (not attachments in the archives) being in progress.  This notification will remain open until Extract tasks complete.

In case of failure for example due to internet connection loss, the upload process will retry several times and if it cannot be completed, the user will get a message indicating this situation and saying that no document was uploaded.

When uploading Spreadsheets, if there are hidden sheets, columns and/or rows, they will be unhidden during processing and shown on Viewer.

Language Detection

Everytime a document is uploaded to the room, if its not splipsheeted, its language will be automatically detected and it will be shown on "Language" column on Documents grid.

The languages that can be detected are: Danish, German, English, French, Italian, Japanese, Korean, Dutch, Norwegian, Portuguese, Russian, Spanish, Swedish, Chinese.

Applying Rules to Uploaded Documents

After documents are uploaded, if the room has enabled rules, all Condition Sets will be automatically evaluated, and Actions applied to all matching documents.  A document can match more than one rule, in that case more than one Action will be executed.

For more information, please refer to Managing Expedite Rules article.

Automatic Document Deletion: calculating Flagged and Actual dates

After documents are uploaded, if the room has Automatic Document Deletion enabled, Flagged for Deletion Date and Actual Deletion Date will be set for each document.

Both dates are calculated based on the document's Upload date and the days specified in each room setting: Days before documents flagged for deletion and Days before documents actually deleted respectively.