Adding files to a library

Add files to your library or create new files to share them and work on them with fellow community members.

Before you begin

To add or create files in a library, you must be a community member and you must have sufficient permissions to upload files. Community members with the reader role cannot upload files to a library.

About this task

If the community owner specifies that files must be reviewed before they are uploaded to the library, you must save the files as drafts. You can then submit them for review before you upload to the library.
Note: You cannot add folders from your operating system environment.

Uploading files to a library

To upload files to a library, complete the following steps:
  1. Open the library and the folder where you want to upload the file.
  2. Upload flies by using the Manual files upload method. You can also use the Drag-and-drop method:
    1. Manual files upload

      To manually upload files, click Upload Files and then click Browse to select the files to upload. You can manually upload files in the library and also on the overview page of the community in the app.

    2. Drag-and-drop

      You can import files from your operating system by directly dragging files into your browser.

      Note: You must open a library or folder to be able to drag-and-drop files. However, drag-and-drop is disabled for certain situations such as when you:
      • View the Trash
      • Look at a View or ViewFilter
      • View a file
      • Use the generic landing page outside of the Library app to view a file
      • Use the generic landing page outside of the Library app to view a file as a user who does not have permission to upload to the current library.
    Note: If you upload multiple files, the properties that are specified in the dialog apply to all the files that are being uploaded.
    Note: You can use any supported browser to add files to a library by using Upload Files. However, drag-and-drop is limited to Mozilla Firefox or Google Chrome browsers.
  3. Optional: Edit the file name.
  4. Optional: Change the document type, click Change in the Document type section.
    Note: This option is only available when the community owner configures library settings to allow members to change the document type for individual files. For more information, see Managing a community library.
    1. Select a document type and click OK.
      Note: The default document type is the document type of the current folder. The selection of document types is specified on the Enterprise Content Manager server. For more information about document types, see Document types.
    2. Select Show only required fields to display only required fields in the document type section.
    3. Complete at least the required fields for the document type. Required fields are marked with an asterisk. For example, *Sales Date.
  5. Select one of the following options:
    Note: If the community owner specifies that files must be reviewed before they are uploaded to the library, only the Save as Draft option is available.
    • Click Check In to upload the file and make it available to library users.
    • Click Save as Draft to upload the file as a draft. Only you can see and work with your drafts. To check in a draft, open the file page and click Check In.

Creating new files in a library

If IBM® Docs is deployed, you can create new files directly within a library. To use IBM Docs to add new files to a library, complete the following steps:

  1. Open the library where you want to add the new file.
  2. Click New and then select either Document, Spreadsheet or Presentation depending on the type of file you want to add.
  3. Enter a file name for the file.
  4. Optional: Set the tags, description, and document type for the file.
  5. Click Create. The file is now created and opened for editing in IBM Docs.
Note: The format of the file that is created depends on your IBM Docs file format preferences. For more information, see http://www-01.ibm.com/support/knowledgecenter/SSFHJY_1.0.6/using/text/document/d_changing_the_default_file_format.dita.

What to do next

If you saved your file as a draft, you must submit the file for review before it can be published to the library. Open the file summary page and click Submit for Review. For more information, see Submitting files for review.



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