Applies to: All Manager roles, Publisher Plus
Depending on your role and how your VDR was set up, you may not be able to upload documents.
Whether you drag and drop documents or click Add Documents, the Add Documents wizard is opened to let you upload documents and add document placeholders to your exchange. When bulk adding documents, the total size of the upload cannot exceed 25GB. When uploading individual documents, the total size cannot exceed 15GB for VDRs hosted in the United Kingdom and Japan. For VDRs hosted in other locations, the total file size cannot exceed 25GB. If you plan to upload a larger amount, we recommend that you use Intralinks Designer to perform this task. The permissions, notes and alert options that you enter or select are applied to all the selected documents.
The ability to create placeholders is useful if you’re setting up your exchange and you do not yet have the files that you plan to add to the exchange. You can replace the placeholders with documents at a later time. Important: If your exchange is in the open phase, do not permission people until you have replaced all your placeholders with documents.
You can enter a combination of documents and document placeholders at the same time.
There are three possible steps for adding documents that you may or may not need to complete at all or want to complete when adding documents. If you choose not to complete a step while adding documents, you can do it later. The steps are as follows:
- Add documents - add documents and configuration information about them.
- Permission documents - based on whether your exchange uses folder-level or document-level permission you may not need to do this step.
- Send alerts - based on whether your exchange uses auto alerts, you may not need to do this step.
Folder-level permissions vs document-level permissions
If folder-level permissions are being used, permissions are applied at the folder level, and are remembered and applied to all documents and subfolders that are added to the folder in the future.
If document-level permissions are being used, permissions are applied only to the documents in the folder (and any subfolders) at the time of permissioning. Permissioning can be done when the documents are added to the exchange, or later from the Documents tab. Documents added in the future will not be permissioned automatically.
The type of permissioning is determined by the Apply Permissions at the folder level exchange setting in the Document Management section.
If auto alerts are being used, alerts are automatically sent to members of groups that have permission to view the documents being uploaded. You can optionally review the list of users that will receive an alert and make changes, if necessary.
If auto alerts are not being used, you must manually select the groups that will receive an alert when documents are uploaded.
Auto alerts are configured using the Send Document Alerts Automatically exchange setting in the Notifications (Users & Access) section.