Document Storage Setup Window

Use this window to manage document categories, types, and allowed file types and sizes for Desktop and J1 Web. Each category can have several document types. For example, the Transcript category could have High School, Transfer, and Internal types.

Document Category Tab

You can designate categories as active, determine the order in which they will appear in drop-down lists, and configure where saved files in a category will be saved. Categories cannot be added or removed, but you can activate and deactivate them to determine which are available for use.

This tab also links to where you define available file types and maximum file sizes for each category.
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Document Type Definition Tab

Use this tab to Here you define manage various types for each document category. You must define at least one document type for each category you wish want to use. You can create and delete types, activate and deactivate them, and you can make one type the default for each category, configure their display order in drop-down lists, and determine where the files will be stored. Externalbase and Externalcatalog will show the default database and catalog associated with a selected third-party provider.
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In the Owner drop-down list, you can select from available users, groups, or J1 Web roles. An Owner is required, and the owner has all permissions to all documents of that type, regardless of what other permissions have been granted or denied.

How To

1. Open the Document Storage Setup window. The Document Category tab shows the categories.

2. Edit any of these columns:

a. Active: Select the checkbox to make the category available when users create documents or save them.

b. Display Order: Configure the order that the types will be displayed in Desktop and J1 Web drop-down lists.

c. Jenzabar Restricted: This option will be available in a future release.

d. Storage Locations: Select where you want the files in this category to be stored. This serves as the default location for related categories, but it isn???t the required location for each. Storage location options vary according to your school???s document storage configurations.

3. Click the Save button on the main toolbar.

1. Open the Document Storage Setup window. The Document Category tab shows the categories.

2. Click one of the rows to select that category.

3. Click the Make File Extensions Available link. The Make File Extensions Available for Document Storage System window appears.

4. Select or deselect the???Make Available???checkbox to determine which file types will be allowed.

5. In the resulting window, select the Make Available checkbox for any file type you wish to allow. This determines which files will be allowed in Desktop and J1 Web.

6. To add new file types:

a. Click the Create a New File Extension link. The Define Allowed File Extensions window opens.

b. Click Add Row on the Tools menu or the right-click menu.

c. Enter the file extension (such as TXT) and a description.

d. Click Save and close the Define Allowed File Extensions window.

7. Click Save.

1. Open the Document Storage Setup window.

2. Click one of the rows to select that category.

3. Click the Document Type Definition tab. Any types that have already been created for this category will appear.

4. Edit any of these columns:

a. Description

b. Owner: Select a group or an active J1 Desktop or J1 Web user.

An owner is required and will have all permissions to all documents of that type, regardless of what other permissions have been granted or denied.

c. Default Type for Category: This sets the default document type for this category. When a new document of this category is created, this is the default type.

d. Active: Select the checkbox to make the type available when users create documents or save them.

e. Display Order: Configure the order the types will be displayed in Desktop and J1 Web drop-down lists.

f. Storage Location: Select where you want the files of this type to be stored. This location defaults to the storage location for the category, but you can select a different location from the drop-down. Options vary according to your school???s document storage configurations.

If you select a third-party provider, the related Externalbase and Externalcatalog will be displayed.

5. To add a document type to the category:

a. Click Add Row from the Tools menu or the right-click menu.

b. Enter the definition details. Fields are described in Step 4.

6. To delete a document type, select a type, and then click Delete Row from the Tools menu or the right-click menu.

7. Click Save.

8. Click the Save button on the main toolbar.