Adding a custom entry

You can add a custom entry that is based on an entry template created and stored in the current activity.

Before you begin

At least one entry template must have been created in the current activity before you can create a custom entry from a template.

About this task

You must be an author or an owner of the activity to add entries to it.

To add a custom entry, open an activity, and then complete the following steps:

Procedure

  1. Click Add from Entry Template > Add entry template name

    where entry template name is the name of the template that you want to use as the basis for the custom entry.

  2. Provide values for any fields that you want to complete.
  3. You can add additional content to the entry by clicking More Options and then the following links:
    Add File > Attach File
    Adds a file to the entry. Click Browse to locate the file.
    Note: The maximum size limit for file attachments is 10 MB by default, but this value can be changed by your administrator.
    Add File > Link to File
    Adds a link to a file stored in the Files application. Files must be installed at your deployment.
    1. Select the type of file that you want to share from the options.
      Table 1. File-sharing options
      Option Description
      Recent Files Files recently uploaded to the Files application.
      Pinned Files Files that you marked as prioritized in the Files application.
      My Files Files that you uploaded to the Files application.
      Shared With Me Files shared with you from the Files application.
      Other People's Files

      Files that are shared with you or the files of another person that are public from the Files application.

      Pinned Folders Files from folders that you marked as prioritized in the Files application.
      My Folders Files from your personal folders in the Files application.
      Shared Folders Files from shared folders in the Files application.
    2. Select a file or files from the list that displays, and click OK.
    Add File > Link to Folder
    Adds a link to a folder stored in the Files application. Files must be installed at your deployment.
    1. Select the type of folder that you want to share from the options.
      Table 2. Folder-sharing options
      Option Description
      Recent Folders Folders recently uploaded to the Files application.
      Pinned Folders Folders that you marked as prioritized in the Files application.
      My Folders Folders that you own in the Files application.
      Folders Shared with Me Folders shared with you from the Files application.
      Public Folders Folders in the Files application that are visible to everyone.
    2. Select a folder or folders from the list that displays, and click OK.

    You can add as many types of fields as you want and you can add fields of the same type multiple times. If you want to remove a field that you added, click the X next to the field to delete it.

  4. Optional: Rename a field that you added by clicking the field label to edit it.

    After you add a file, bookmark or custom field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the entry to provide review comments, you might want to add two name fields, and change the name of one field to Author and the other to Reviewer. You could also add a date field labeled Review By Date, and then add a file attachment with a field label of Document To Review.

  5. In the Description field, describe the entry or add entry content. You can use the toolbar buttons to format the added text.
  6. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas.

    A tag is a single-word label or keyword that you assign to an entry to categorize it. After the entry is saved, the tag is added to the tag collection for the activity. Later, you can use the tag to find this entry by clicking the tag from the tag collection. Not only is this entry returned in the resulting list, but any similarly tagged entries are included also, thus helping you to discover related content. Keep in mind that the tag collection is composed of tags created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field.

  7. To add this entry to a specific section of the activity, click the arrow for the Section field, and then select the section from the list.
  8. To hide the entry from other members, select Mark this entry private.
  9. If you want to notify activity members about this entry, complete the following steps:
    1. Select Notify people of this entry.
    2. Do one of the following:
      • Standard activity:
        • To notify everyone, select the All individual members of this activity check box.
        • To notify specific people, select Individual activity members, and then select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.
        • If the activity has been shared with a community, then you can notify a subset of the community members by selecting Community: community_name where community_name is the name of the community, and then selecting the boxes next to the names of the members that you want to notify.
      • Community activity to which all community members were added:
        • Select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.
          If the activity has more than 500 members, you can click Next to see additional names.
          Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.
      • Community activity to which only a subset of community members were added:
        • To notify a subset of community members, select Individual activity members, and then select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.
          If the activity has more than 500 members, you can click Next to see additional names.
          Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.
        • To notify the community owners only, select community_name (community owners) where community_name is the name of the community.
    3. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field.

      By default, the notification indicates that you want to inform the member about this entry.

  10. Click Save to finish adding the entry.



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