Entry Templates

Use an Entry Template to add a document to ECS if the type of document you are adding is always handled the same way.

Entry Templates provide consistency to document classification and in the location to which the document is saved. The template auto-fills this general information in the Add Document screen.

1. Left click Add Document by Using Entry Template in the blue bar immediately under the black tool bar at the top of the screen. The Add Document by Using Entry Template screen appears.

Left click the Tools symbol at the right of the black tool bar at the top of the screen. A drop-down menu appears.
Left click Add Document by Using Entry Template. The Add Document by Using Entry Template view appears.

3. Left click the entry template you wish to use. The Add Document by Using Entry Template screen appears.

4. Left click the Browse button next to the File name field. The Choose File to Upload screen appears.

6. Double left click the document you want to add. The Add Document screen reappears with the file name and path in the File name field. The Document Title field, if present, auto-fills in the Properties section.

Left click the document name to select it. The document will be highlighted.
Left click the Open button. The Add Document screen reappears with the file name and path in the File name field. The Document Title field, if present, auto-fills in the Properties section.

Note: The Major Version field defaults to Selected when a document is being added. To check in a minor version, uncheck the box.

7. In the Properties section, input any field(s) that are known. The information populates the field(s).

Note: Required items in the Properties section are indicated with a red asterisk.

8. Left click the Add option in the lower right of the screen. The document is added to the folder specified in the Entry Template.

1. Left click the Open Entry Templates View icon at the upper left of the screen. The Entry Template Manager view appears with a list of entry templates.

2. Left click the entry template you want to use. The Add Document by Using Entry Template screen appears.

Right click the name of the Entry Template you want to use. A drop-down menu appears.
Left click Open. The Add Document by Using Entry Template screen appears.

Left click the name of the entry template you want to use. The selected template is highlighted.
Left click Actions. A drop-down menu appears.
Left click Open. The Add Document by Using Entry Template screen appears.

Note: Required fields in the General section are auto-filled by the template.

3. Left click the Browse button next to the File name field. The Choose File to Upload screen appears.

5. Double left click the document you want to add. The Add Document screen reappears with the file name and path in the File name field. The Document Title field, if present, auto-fills in the Properties section.

Left click the document name to select it. The document will be highlighted.
Left click the Open button. The Add Document screen reappears with the file name and path in the File name field. The Document Title field, if present, auto-fills in the Properties section.

Note: The Major Version field defaults to Selected when a document is being added. To check in a minor version, uncheck the box.

6. In the Properties section, input any field(s) that are known. The information populates the field(s)

Note: Required items in the Properties section are indicated with a red asterisk.

7. Left click the Add option in the lower right of the screen. The document is added to the folder specified in the Entry Template.

Adding documents by using entry templates

The members of the claims department of an insurance company frequently add status reports to the Insurance Claims repository. These documents are always filed in the same folder, and they use the same class with the same security. The only information to change is the property values for the project name and the date of the report.

Rolf approaches his manager, Marie, to discuss ways to streamline their work. He mentions that when he adds a status report to the repository, he reenters the same information each time. He estimates that he spends several extra hours a month to reenter the same information. Based on the discussion, Marie designs an entry template that defines:

The folder that the status reports are added to
The class that is selected
The users and groups who have access to the status report
The permissions that the users and groups have when they access the status report

The next time Rolf adds a status report to the repository, he uses the new entry template so that he must enter only the date of the report and the project name.