Document Repository Users' Guide:
Chapter 2
Adding records

Getting started

If you have the database permissions to add records, you should see something like Figure 1 on the Document Repository home page. If you do not have database permissions to add records, you should not see the Add option. Contact admin if you believe there is an error. Virtually everyone should be able to add records to the database.

Figure 1
Adding a record

Add--Add a new document to the Repository.
This link will not work.

Click either the plus-sign icon or the word Add to add a document record to the database.

 

Adding a record

To add a document record to the repository database, perform the following steps:

  1. Click the plus-sign icon or the word Add from the main menu.

  2. Enter the author information in the appropriate field, either CT Authors or Ex- and Non-CT Authors.

    For most past and current CT members, use their login ID; for non-CT authors and ex-CT members who are not in the CT member list, use the full name. Note that CT authors can reference email aliases, such as "hr" or "ct-marketing." Non-CT authors should be in "Firstname Lastname" format.

  3. Enter the primary author in the Primary Author field. This is used to sort the document by author when there are multiple authors specified.

  4. Enter the document title in the Title field. This is the title of the document as it appears on its title page (if a hardcopy document) or as it appears in its TITLE block (if a web document), or the name of the policy or program.

  5. Enter a brief description in the Description field. This description should provide an English description of the document, such as what client it was written for or what groups it applies to.

  6. Enter any keywords that apply to this document in the Keywords field. These are the same keywords or codes as used in the Collective Intellect® (CI) and in the Resources database (PSADB). Click the question-mark icon for a list of valid keywords.

  7. Enter the revision number or code in the Revision field. This can be numeric (1.0, 2.3), or a string (1.0.1, 2.3B), or even pure text (First Edition).

  8. Enter the publication date in the Date Published field. The preferred format is 2-digit month (01 through 12), 2-digit date (01 through 28, 29, 30, or 31 as appropriate), and 4-digit year, separated by slashes or virgules. Other formats (such as YYYY-MM-DD) are allowed but may cause a "bad date" Oracle error if the code breaks.

  9. Enter the full URL to the document for this record in the Full URL field. This includes the protocol (http or https) and the fully-qualified server name (such as clink.colltech.com or home.colltech.com).

  10. Click the appropriate Status boxes to toggle permission bits:

    Public means that the document can be provided to Internet users without requiring SecurID access, that is, to external users of the Internet web site.
    Blessed means that the document has been approved for internal-to-CT release. If a customer deliverable, it's been approved for release to the specific customer. If it's a Marketing, Recruiting, or Sales document, it's been approved for release by members of those departments.
    Frozen means the document has been locked down such that no further changes are allowed. Frozen documents usually mean that a newer version of the document exists. A document cannot be both Frozen and Locked.
    Locked means that the document has been checked out by its author or a database administrator for changes to be made to it. You should still be able to download and view it, but it is scheduled to change in the near future. A document cannot be both Frozen and Locked.

  11. Select zero or more Practices to which this document applies.

  12. Select the class and subclass combination for this document in the Class/Subclass field. If the client-deliverable document applies to more than one SPECTRA code (for example, Strategy and Planning), select the more important or more relevant code as the subclass.

  13. Enter any optional notes about this document, such as history or permission structures or other information.

  14. Click the Submit button to add the record to the database.

The document record has been added to the database.

 

Fixing common errors

There are some common mistakes and errors when adding document records to the repository database. This section discusses them and provides workarounds for them.

Fixing author problems

Some past CT members are no longer in the database so specifying their login ID may result in seeing an ID instead of a name in the results of a search. To resolve this, contact the web repository administrator and ask that the ex-CT member be added to the exceptions table.

Some current CT members use alternate login ID and email aliases so specifying what you assume is their login ID may result in seeing an ID instead of a name in the results of a search. To resolve this, either correct the login ID to use the same ID as in the Resources database (PSADB) or contact the web repository administrator and ask that the login ID be updated on the record.

Fixing class/subclass problems

If you do not know the class and subclass for your document, please contact the technical writers or your manager for assistance. The following classes and subclasses exist:

Class C--Client and technical documentation; subclasses are the SPECTRA letters
Class I--Internal documentation and resources:
Subclass C is for code, such as scripts and programs
Subclass D is for documentation
Subclass H is for HR and Finance documentation
Subclass I is for IT documentation
Subclass L is for Legal documentation, such as contracts, partnership agreements, LOIs, SOWs, and Schedule A documents
Subclass R is for Review-related documentation, such as development plans, member reviews, and manager reviews (MAR, BYB)
Class M--Marketing and Sales documentation:
A is for Advertisement
O is for Offering
P is for Publication
S is for Sales literature
X is for other marketing/sales documentation
Class R--Recruiting documentation:
A is for Agency, or documents specific to a particular agency or company
C is for Candidate, or documents specific to a particular candidate
I is for Internal, or documents internal to CT Recruiting
J is for Job description
X is for other recruiting documentation
Class X--Other documentation; subclasses are the SPECTRA letters OR X for Other

Fixing date problems

As of the alpha release of the repository (X2.0.0.8), the date had to be specified in the MM/DD/YYYY format or it would fail with an Oracle error ('Bad date"). Use the MM/DD/YYYY format. (This bug should be fixed by the time we go into production.)

Fixing keyword problems

As of the repository there is no enforcement of the validity of keywords. There should be no keyword problems.

Fixing status problems

The status bits -- specifically, Blessed (B), Frozen (F), and Locked (L) -- define the state of the document record. The following states are legal:

B=0, F=0, L=0--Document is NEW and not ready for release.
B=0, F=0, L=1--Document is LOCKED and checked out to the author but is not approved.
B=0, F=1, L=0--Document is FROZEN and can no longer be changed but was never approved for release.
B=1, F=0, L=0--Document is APPROVED or released.
B=1, F=0, L=1--Document is LOCKED and checked out to the author AND APPROVED in its current form.
B=1, F=1, L=0--Document is FROZEN and can no longer be changed AND was APPROVED for release.

The following states are illegal:

B=0, F=1, L=1; or B=1, F=1, L=1--A document cannot be FROZEN and LOCKED at the same time.

If you have both FROZEN and LOCKED selected you must deselect one (or both) for the document record to be added to the database.

Fixing URL problems

URLs are not forced to preexist. For example, you can specify a URL of http://go.to/hell/you/bozo/ and the database will merrily add it in. It is YOUR responsibility to provide a correct URL for document records you add, and it is possible to add records before the document exists.

URLs may refer to documents that are themselves secured or have limited access. For example, a member's development plan has a specific URL but only that member and his or her management chain have the permissions in the Review database to access it. This is considered a feature, not a bug.



[TOC] Back to "Contents"
[Previous] Back to Chapter 1, "Introduction"
[Next] On to Chapter 3, "Editing records"
[Repository] Back to the repository
[CLINK] Back to CLINK
This link will not work.
[BugWif] Submit a bug report or enhancement request
This link will not work.
Last updated 2001-10-19 16:30 by jss