Add to Library
- Choose ‘Add to Library’ from the File menu (or click the Add button in the ToolBar, or type command-shift-O, control-shift-O in Windows & Linux).
- Click ‘Choose’ and highlight a folder containing the documents you want to import. Click ‘Choose’ to close the select-folder window.
- Highlight your name as the Owner. If necessary, set the Group and Client. Click Import.
- DocHaven will now compress a copy of you folder and import it as a new Project into DocHaven leaving your original folder untouched.
Options
Adding for others
When we add documents to DocHaven, you get the a list of every accessible User, Group and Client. There is therefore no reason why you cannot add documents to the library for access by someone else. Note that there may be issues here with the adder not being able to access the imported documents if they are neither the owner nor in the selected group. Please note that once set you cannot easily change the Owner, but you can easily change the Group access for a Project.
Notes and Keywords
Adding notes and keywords are an effective way to find documents later based on non-normal criteria. If you can, add predefined keywords or descriptions in notes to sets of documents as they’re imported making it much easier later to find, export or archive.
Template Projects
Template Projects are normal projects full of normal documents with two exceptions – firstly, they show up in the ‘New Document’ window for any Owner or Group member, and secondly, they can now only be taken out by their owner. They should be designated sparingly to make creating new documents easier. Note that unlike other projects, users can create new Projects from templates that are already ‘taken out’ by their owners, as it uses the latest version last put away. This allows users to keep using template projects even while they’re in the process of being updated.
Short Term Projects
Short Term Projects are normal Projects full of normal documents except the designation implies that the enclosed documents do not need to be kept forever. These might be fax cover sheets or temporary files you want to trash sometime, but not yet. So if storage space on the FTP server becomes limited, then you may want to archive the Short Term Projects not modified recently.
Notify Owner Projects
Notify Owner Projects are normal Projects full of normal documents except the designation implies that every time they’re accessed, the Owner of the Project is informed in the Notification window. This can be used both as a security feature and a means of finding out which projects are the most popular and by whom.
Passwords
A small number of applications such as Microsoft Word and Excel can require a password to open their documents. DocHaven’s password is not related to these features. When adding your documents to the DocHaven library you can require the entry of a password. The password is an extra level of security on top of the usual Users and Groups privileges and does not affect the format of the enclosed files nor does it add a password to the actual zip file. The only effect is that when the Project is taken out or copied out the correct case-sensitive password is needed. Passwords are not recommended except for exceptional circumstances. Administrators can take out projects without having to enter a password and they can remove the password in the Window-Database-Projects window. Also note that the password is not required for Exporting or Archiving.
Import as one Project v.s. Import as Individual Projects
Before you add your folder of documents it may be a good time to re-organise them according to who will need access to them and clumping them together into Projects i.e. a collection of documents or files that you always access at one time. Setting the pop-up to ‘Import as one Project’ creates only one new project will all enclosed files and folders included. Setting the pop-up to ‘Import as Individual Projects’ scans your folder to one level deep and any file or folder at that first level will be imported as its own discrete project with the name of the file or folder becoming the name of the new Project. This may be used to import thousands of new Projects quickly.
Drag files onto Dock icon (Macintosh only)
Once the settings have been made it is possible to drag and drop any file or folder (one at a time) on to the DocHaven icon in the Dock. This will add the file or folder into the DocHaven library with the current settings.