Generic Documents

How to upload generic documents (all documents not having to do with procurement)

Prerequisites

This tutorial assumes you already know the following:

  1. Logging in to CommonSpot
  2. Creating a new page 

Overview

Each document, or set of documents, will have its own page. The document pages give the users a standard way of learning about the documents before downloading them.

Most documents uploaded to the site will be Generic Documents. If you want to upload a document on the site that isn't related to procurement or a Comptroller audit, make it a Generic Document.

Here is an example of what your generic document page might look like:

Generic Document Page

Create or Edit

Should you edit or create a new document?

Create a new document page if:

  1. This document, or an older version, is not already on the website

Learn how to create a new document page.

Edit a document page if:

  1. You are uploading a new version of a document already on the site
  2. You are adding a document to a set of documents already on the site
  3. You are changing the title, summary, or publication date

Learn how to edit document pages.

Creating Generic Documents

Step 1: Create the Document Page

New Page Menu

  1. Navigate to your documents folder.
  2. Log in to CommonSpot and open the toolbars.
  3. Click on the New menu in the gray menu bar.
  4. Click on Page.
  5. Create the page as you normally would, with one exception:
    1. In the Standard Metadata make sure you change the Category to Generic Documents.  
      generic document type

Step 2: Fill Out the Generic Document Element

There should be a Generic Document element waiting for you on the page, like this:

generic doc element

If you don't see this element, go to Properties -> Standard Metadata and make sure you've changed the Category to Generic Documents.

Click on the link provided to fill out the element. 

  1. Thumbnail: If you'd like this document to have a small image, choose or upload it here. 
    1. The image should be a maximum of  150px wide
  2. Summary: A brief explanation of the document(s), so people know what they are downloading.
  3. Main Document: This is the first, or main document. 
    1. Press the Select button.
    2. Choose Upload New Document and press Go.
    3. Make sure your documents folder is selected, then press Next.
    4. Choose your document from your computer, and give it a title.
    5. Press Save.
  4. Related URL: You can choose up to 20 related documents. The process is the same as for the Main Document.
  5. Once you are finished, press Save.

Editing the Document

  1. First, navigate to the page you would like to change.
  2. Next, click on Generic Documents on the upper-left corner of the element.

 Data Edit Generic Document

  1. Several options will appear. Select data to access all the form fields associated with the page.
  2. You can edit any information previously entered in the form fields.
  3. Several types of edits to the documents are possible:
    1. You can replace an uploaded document with a newer version by clicking Select
    2. You can remove a previously uploaded document by clicking Clear.
    3. You can upload additional documents. The form allows for a total of 20 uploaded documents. 
  4. Once you have completed the edits, press save.

Possible Errors

Here are some issues you may run into:

Title Already Exists

If you give a document a title that already exists in your document folder, you'll see this error:

document title taken

To get around this, use a unique title for your document. Some tips:

  1. Add 'Document' to the end of the title
  2. Add the version number to the end of the title
  3. Add the date to the end of the title

Document Element is Missing

If you created the page and there's no document element to be seen, then you likely forgot to choose the correct page category:

Wrong document category

To fix this:

  1. Go to Properties in the gray toolbar
  2. Choose Standard
  3. Choose Generic Documents from the Category drop-down menu

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