How to move documents

  1. Mark one or several documents and click on the “Cut” function in the horizontal toolbar:
    MetaShare's "Cut" function
  2. Navigate to another workspace or another folder (if your workspace has folders) and optionally filter on any of the available filters in the workspace.
  3. Click on the “Paste” function in the horizontal toolbar (it will automatically appear as soon as there are any documents in the clipboard):
    MetaShare's "Paste" function
  4. The multiple documents property form will be shown on MetaShare’s right-hand zone, and any prefiltered values will automatically be prefilled in the form.
    MetaShare's multiple document property form
  5. Any of the documents’ metadata values from the source location, that are available in the destination location, will automatically be transferred to the destination location. These values can however be overwritten by enabling any of the fields (ticking the checkbox in the left column) and selecting new appropriate values. Non-enabled fields will not be overwritten.
  6. Click on the “Save” button.
  7. When all documents have been moved, the document-list will be refreshed and the “Paste” function will no longer be displayed in the toolbar.
  8. Documents that do not have values on any of the required fields will be added to your document tasks.
  9. The moved documents’ metadata will be:
    • Version:
      • If moved between workspaces: 0.2
      • If moved between folders within a workspace: incremented with one version
    • Created/Created by: Same as the document had in the source location
    • Modified by: The user that moved the document
    • Modified: The time when the document was moved

Note

  1. When moving documents between workspaces, only the latest version of the documents will be moved. When moving documents between folders in the same workspace, all document versions will be moved.
  2. When moving documents between workspaces, in the source workspace, all moved documents will be added to the workspace’s recycle bin.
  3. The “Cut” function will only be available in the toolbar if you are a contributor in the source location (readers will not be able to cut documents).
  4. The “Paste” function will only be available in the toolbar if you are a contributor in the destination location (readers will not be able to paste documents).
  5. If no metadata values are replaced during the paste operation (no fields have been enabled in the multiple document property form, during the paste operation), the pasted document might, depending on the amount of documents in the destination workspace, not be shown on the top of the page, as their modified date might be much older than the latest updated documents shown on the top of the document list.
  6. You cannot move a document that:
    1. has an identical file-name as a document in the destination workspace. If that’s the case, you will get this error message:
      Error message when there's a name conflict
      To resolve the issue, just rename the document’s file-name and try to move the document again.
    2. is open for editing in another application. If that’s the case, you will get this error message:
      Error message when the documnt is open for editing
      To resolve the issue, first close the application that has locked the document and then move the document again.
    3. is checked out to someone else. If that’s the case, you will get this error message:
      Error message when the document is checked out
      To resolve the issue, ask the person that has checked out the document to check it in and then move the document again.
    4. is larger than 50 MB. If that’s the case, you will get this error message:.
      "TooLargeToMove.zip" cannot be moved because it is larger than 50 MB.
      To move larger files than 50 MB you first need to download them from the source location and later upload them to the destination location.
  7. It is currently not possible cut and paste documents between workspaces if you paste the documents in a sub-folder that contains % or # in its name. See this known issues page for more information.
  8. For more information about the controls on the form, read this page: MetaShare’s supported site columns.