Portal Express, Version 6.0
Operating systems: i5/OS, Linux, Windows
Document library settings
Descriptions of document library settings.
- Document library name: Library names can contain spaces, and you can create a library with the same name as an existing library. If you enter invalid DBCS characters in the library name, you will not see an error message when creating the library, but will encounter errors using that document library to store documents. Do not use the following characters in a library name: asterisks (*), quotes ("), backward and forward slashes (\, /), colons (:), question marks (?), less than and greater than signs (< >), and pipes (|).
- A brief description of the document library.
- Versioning: Enables or disables the version control system.
When versioning is enabled, users can 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. 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. Approvals workflow is disabled by default. Make sure that the submitted drafts folder does not have any pending drafts before you disable the workflow in an existing library. If a pending draft exists, you will not be able to delete the parent document and parent folder of the draft document.
Approvals workflow requires that portal security be enabled. If portal security is turned off, the default workflow value is set to disabled and the workflow option is read-only. If approvals workflow is enabled when portal security is turned off, then disable approvals workflow manually for a document library by editing the document library and selecting Disable workflow for the approvals workflow option.
When workflow is enabled, Document Manager users are assigned a role as an author or reviewer. The author creates and saves the document as a private draft until she is ready to submit it for approval. After the author submits the draft for approval, the reviewer can approve or reject the document. The document is not added to the directory until the reviewer approves and promotes it. The administrator selects a user group from the list of document approvers to act as document draft reviewers for the document library. If the administrator does not select any specific user groups as approvers, then all users in the wpsDocReviewer user group are approvers of document changes.
- Document locking: Enables or disables document locking. When you disable document locking, all documents that are currently locked remain locked and display the lock indicator.
When locking is enabled, a document is locked while you are editing it. User who have appropriate permission can apply or remove a lock as needed, as long as the locked file is not a pending draft. When a pending draft is locked, only the user who locked it or a reviewer can view document changes, or modify the document. A locked, published document is visible to other users.
- Document library language: Displays the language for the document library.
The document library language is the default language for documents and views. The document library language does not affect the content of documents. If your language is not listed, select Other.
- Prohibit this library from being deleted: Select this setting to disable the delete button next to a document library. If you decide to delete this library at a later time, edit the library and deselect this setting.
- Lock folder structure: Prevents anyone from creating new folders in a document library, or editing and deleting existing folders. When this option is selected, the library administrator will only be able to import folders using the Document Libraries portlet. To allow the creation of folders in a document library, deselect this option.
Parent topic:
Creating and managing document librariesRelated tasks
Creating a document library Modifying a document library