Create, edit, and delete document libraries: WebSphere Portal v5.1

Create, edit, and delete document libraries

+
Search Tips | Advanced Search

Overview

Document libraries organize the way users work with common files and folders in Document Manager. After you create a document library, you might need to perform additional configuration tasks for that library instance.

Navigate to the Manage Document Libraries page.
Select New library to create a document library, or click the edit icon to edit an existing document library.
Specify the following document library settings:

Document library name A unique name for the document library.
Library names cannot contain the following characters: asterisks (*), question marks (?), less than and greater than signs (<, >), percent signs (%), apostrophes ('), quotes ("), backward and forward slashes (\, /), ampersands (&), at symbols (@), pipes (|). The document library name cannot be the same as an existing library name. Users receive an error message when naming with these characters. Names can contain spaces.
Description A brief description of the document library.
Versioning Enables or disables the version control system.
When versioning is enabled, users select whether or not they want to create a version of a new or existing document. If users choose to create a new version of a document, the original document will not be modified and a new document with the modified text will be created. The versioning type will be the built-in versioning unless Content Management versioning is installed and configured. With versioning disabled, modifications to documents override the current document. Versioning is disabled by default.
Approvals workflow Enables or disables the approvals workflow process for controlling document changes.
Workflow allows a user to gain control over writing and editing processes, by defining decision and update points. In workflow, people are assigned a role as author or reviewer in a process. The author creates and saves a document. The reviewer can approve, reject, and add comments to the document. The document is not added to the directory until the reviewer approves it. Select a user group from the list of document approvers to act as document draft reviewers for your document library. If you chose not to select any groups as approvers, then all users in the wpsDocReviewer group will be approvers of document changes. A group is in the list only if you defined it as a member of the group wpsDocReviewer with the Manage Users and Groups portlet. Approvals workflow is disabled by default.
Document locking Enables or disables locking, which allows users to avoid edit conflicts by locking a file they intend to modify.
With locking enabled, a document is locked while a user is editing the file. Users with appropriate permission can apply or remove a lock as needed, as long as the locked file is not a pending draft.
Document library language Indicates the language of the documents stored in the document library.
This setting is used when creating a search index for this library, so that the index is constructed appropriately for the language of the documents. The document language parameter is for informational purposes and searches, and does not affect the content of your files. If your language is not listed, you can select Other as an option.
Note: You cannot modify the language setting of an existing document library. The document library language can only be set when you create a new document library.

Delete document libraries

Delete a document library removes the document library from the repository and deletes documents, folder structure, and workflow processes associated with the document library. There is no way to recover the document library once it has been deleted. Follow the steps below to delete a document library.

Navigate to the the Manage Document Libraries page.
Click the delete icon next to the document library you want to delete. A confirmation message opens.
Click OK to confirm the deletion.

Note: Prior to deleting a document library, ensure that no Document Manager portlets are set to the document library to be deleted. If any Document Manager portlets are using the document library to be deleted, set it to another document library prior to deletion. A user currently working in the document library that you delete will experience errors.

Related tasks

Set up document management
Searching document libraries
Copying document libraries
Importing files to a document library

See also

Document libraries
Document management
Troubleshooting

WebSphere is a trademark of the IBM Corporation in the United States, other countries, or both.

IBM is a trademark of the IBM Corporation in the United States, other countries, or both.

Document library name	A unique name for the document library. Library names cannot contain the following characters: asterisks (*), question marks (?), less than and greater than signs (<, >), percent signs (%), apostrophes ('), quotes ("), backward and forward slashes (\, /), ampersands (&), at symbols (@), pipes (\|). The document library name cannot be the same as an existing library name. Users receive an error message when naming with these characters. Names can contain spaces.
Description	A brief description of the document library.
Versioning	Enables or disables the version control system. When versioning is enabled, users select whether or not they want to create a version of a new or existing document. If users choose to create a new version of a document, the original document will not be modified and a new document with the modified text will be created. The versioning type will be the built-in versioning unless Content Management versioning is installed and configured. With versioning disabled, modifications to documents override the current document. Versioning is disabled by default.
Approvals workflow	Enables or disables the approvals workflow process for controlling document changes. Workflow allows a user to gain control over writing and editing processes, by defining decision and update points. In workflow, people are assigned a role as author or reviewer in a process. The author creates and saves a document. The reviewer can approve, reject, and add comments to the document. The document is not added to the directory until the reviewer approves it. Select a user group from the list of document approvers to act as document draft reviewers for your document library. If you chose not to select any groups as approvers, then all users in the wpsDocReviewer group will be approvers of document changes. A group is in the list only if you defined it as a member of the group wpsDocReviewer with the Manage Users and Groups portlet. Approvals workflow is disabled by default.
Document locking	Enables or disables locking, which allows users to avoid edit conflicts by locking a file they intend to modify. With locking enabled, a document is locked while a user is editing the file. Users with appropriate permission can apply or remove a lock as needed, as long as the locked file is not a pending draft.
Document library language	Indicates the language of the documents stored in the document library. This setting is used when creating a search index for this library, so that the index is constructed appropriately for the language of the documents. The document language parameter is for informational purposes and searches, and does not affect the content of your files. If your language is not listed, you can select Other as an option. Note: You cannot modify the language setting of an existing document library. The document library language can only be set when you create a new document library.