Uploading Documents

To use this page, first identify the file that you want to upload from your computer. You can do this by typing its full path and name, but more likely you will click [Browse] and find it with an Explorer window: -

Then, fill in the remaining fields: -

1. Check Replace if you have already stored a document with this name. You can only store one document called “The Essex.doc”, for example.

2. Set the document class from the drop-down list. In some cases the document class may be pre-set.

3. Set a value for “Title” if you want anything other than the document name, which is “The Essex.doc” in this case. Leave title blank if you are happy with this default.
Document Titles should not include the characters “*” or “%” as these are used as “wildcard characters” when you search for documents.

4. In Index entries, give keywords and alternative “titles” by which people may enter when searching for this document (see example below). Each index entry is separated from others with a semicolon. Remember that this is not a printed index, but will be used for computer searching, so if you create an index entry “Wakefield Settlements”, you do not have to create another entry “Settlements, Wakefield”.
Like titles, index entries should not include the characters “*” or “%”

5. Notes. This will be displayed above the document when it is retrieved. Typical uses: Identifying people in a photograph and the photograph’s date, the source of the document, etc.

6. Set “Show in index” from the drop-down to determine what privilege level is required to see the document in the index. You will always see your own documents of course, but others will not see “Private” documents.

7. Set “Show document” to determine what privilege level is required to actually open the document.

8. Password. Select a password if you want this document to be especially protected. See below for more information

Now, click [Add Document]. The document will be stored if possible, or an error message will appear.

Document Passwords

This is a facility intended to protect confidential documents. The concept is that you can create a password list, and apply these passwords to your documents. For example, you might have a password called “Family Only” for documents that you only want your family to see. By distributing the password to your family they will be able to see these documents, but others will be locked out. You might have another password called “Hide until 2050” that you have set up to expire in the year 2050: without this password nobody can see the documents until the year 2050, but from 2050 on no password will be needed. You can then apply these passwords to your documents when you add them into the GDB, or when you review your documents.

To create a new password in your password list, or to edit an existing password, open the drop down list and select the entry <Edit Password List>. This opens a page to edit the list of passwords; you can create a new password, or edit the details of existing passwords.

To apply a password to the document, select the password from the list. Note: the list does not actually display the password; it displays the password’s name. Thus a password might have name “Family Only”, and have value “Ax#7Kz”: it is “Family Only”, not “Ax#7Kz”, that appears in the list.

Linking a document to [More?] people.

After you have stored a document a button will appear [Link document to GDB records]. Click this and a GDB search page will open, allowing you to select one or more people from your records that are linked to this document. A link to this document will be placed in their scrapbook links.

The document may already be linked to one or more people. They will not appear in the GDB Search list.

If this page is opened from a soft links updating (e.g. [Add document from your computer]), then you can use this button to link more people to the document that you have just loaded. For example, you might just have loaded a family group picture from one of the people in the picture, so you use this to link the picture to the other people as well. You do not need to explicitly link the original person to the document: this will be already have been done automatically.