Creating documents

Create documents in a library.

Create new documents and store them in a library. There are several types of documents that can be created in a library. You can create Rich Text Editor documents, Microsoft® Word documents (.doc), Microsoft Excel documents (.xls), and Microsoft PowerPoint (.ppt) documents. When you create a .doc, .xls or .ppt document, you create and edit the document using the application associated with that document format on your computer. For example, on Windows® systems, .doc is commonly associated with Microsoft Word.

When editing a document in an application other than the default Portal Rich Text Editor (such as Microsoft Word), you must save and close your document in the application when you finish editing. If you leave the document open, you will not be able to create new versions of the document.

The new document editor is launched in a new window. Your browser must have pop-ups enabled for this window to launch.

To create a document:

  1. Click New, then select the type of document you want to create. For example, if you want to create a new Rich Text Editor document, select Rich Text Editor file (ort).
  2. Type a file name in the File Name field. The file extension is automatically supplied based on the file type. Notes® about document naming: You can create file names using non-Latin characters (such as Japanese and Cyrillic). However, some characters are invalid, such as asterisks (*), question marks (?), less than and greater than signs (<, >), apostrophes ('), quotes ("), backward and forward slashes (\, /), pipes (|), square brackets ([ or ]), and colons (:).

    File names are limited to 180 characters. Document titles are limited to 252 characters. There are limitations on the overall length of the file path for a document, which includes all folder (directory) names containing the document, plus the file name of the document. Any operations that interact with the file system, such as roundtrip editing, must have a file path of less than 180 characters.

  3. The new document is created in the folder or location where you clicked the New button.
  4. The document type is also assigned by default, based on the type you selected from the New menu. You can change the document type after creating the new document.
  5. Optionally, specify a description, select a language, or select one or more categories for the new document.
  6. Click Create. The appropriate editor will be opened based on the type of document you are creating. For example, if you are creating a Rich Text Editor File, the Rich Text Editor opens. Open File will open the editor only if you have entered a valid file name.
  7. If you create a .doc, .xls, or .ppt document, a dialog box opens as the application associated with the document file extension is launched. Click OK to download and launch the application. If you want to hide this dialog in the future when you open or create additional Microsoft documents, click the option Do not show this message again.
  8. In the editing application, make changes to your new document. When you are finished making changes, save your document using the normal Save function of your editor. Close your editing application after you have finished editing and saving.
  9. As the application closes, the new document is saved to the library. Click Check In to publish the new document in the document library. If you have more changes to make before the document is published, click Open the editor again.
Important note for Linux® users: On Linux, a Java™ Applet is used to communicate with the client file system. This applet gives you the ability to edit files using your native editors, as well as to import multiple files and directories from the client file system. In order to run the applet, you will need to have a supported Java Runtime Environment installed on your browser. For installation instructions on Mozilla, visit http://plugindoc.mozdev.org/linux.html#Java and follow the instructions to install the Java Runtime Environment. Once the Java Runtime Environment is recognized in the browser, you should be prompted to accept an IBM® certificate when you first visit the edit or administrative import pages. You should choose to always accept this certificate for the applet to be able to read and copy files from your local machine. After you accept the certificate, you might need to refresh the page. The plug-in attempts to read and write the files you are editing to the temporary directory defined in the java.io.tmpdir system property. Users need to have authority to create directories and files in that path (usually /tmp). Lastly, the plug-in requires that KDE be installed and that the kfmclient be in the path. Visit http://www.kde.org for information about installing KDE. The kfmclient exec command is used to open files with the editors registered in KDE.