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Way to deal w/ the Word Documents that need to be edited

  Asked By: Keaton    Date: Jul 07    Category: Sharepoint    Views: 840

I have an editor who needs to collect information plus actual files
that need to be edited. He wanted to create a list and use content
approval to serve as a job request form. Problem is, there's no
great way to deal w/ the Word Documents that need to be edited.

Should they just attach the file to the new list item when they fill
out the "form?" That's easiest for them, but it requires him to
remove the attachment and put it in a document library so he can
edit it. It also doesn't allow for them to sign up for an alert to
know when the document is finished being edited.

Should they upload to a separate document library where he can then
go in, check out the file, edit, check back in. That enables them to
upload and then immediately sign up for an alert for that doc, but
he has to pull teeth just to get them to send him an email w/ the
details and attach the doc. He's afraid they'll ignore the form if
they have to do that separately from uploading the document.

Any ideas? I really dislike the awkward nature of list attachments.
No one even knows "where they go.



3 Answers Found

Answer #1    Answered By: Kyla Eckert     Answered On: Jul 07

They go into the same table as document  Library documents  (and ASPX
instance pages for that matter - the DOCS table). The big difference in
WSS v2 is that they don't get indexed.

Why not just have properties of the document that the user is required
to fill out? Then you have a document with metadata that can be sorted,
filtered, and grouped?

Answer #2    Answered By: Damon Garner     Answered On: Jul 07

You know, I thought of that and then thought there were too many
fields required. But who cares? It's not like I would hit the limit.
That does seem like the most logical choice.

Answer #3    Answered By: Alexis Ellis     Answered On: Jul 07

This project is back  (editor was on vacation), and now new questions
have arisen...

For permissions, I realized that the doc library  works differently
from other lists. Under general settings, there is no option to let
people read and edit  "only their own" stuff, but this is an option
in a standard list.

Also, if someone uploads a document  with the same name to the
document library, will s/he be able to overwrite the original (even
if posted by someone else)? That would not be good.

And, is there any way to sign  up for an alert  to a document you just
uploaded, even when approval is pending? Do you have to go to "my
submissions" in order to do this?

Lately I've been running into several snags where 2003 *almost* does
what people need it to do, but not quite... I'm *dying* to switch to
2007!!! It sounds like most, if not all, of my issues will be fixed
in the next version...!!!

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