Submit Content from Microsoft Word

You can submit content to the library directly from within Microsoft Word using the Qvidian add-in toolbar. When you submit content from Word, rather than uploading, or bulk loading in Upland Qvidian, you cannot add keywords terms, custom metadata or set security for the record.

You can also submit content directly from the home page, the library, or a project without using add-ins.

To Submit content from Word, follow the tasks below.

  1. Click Save to Qvidian on the Qvidian toolbar. Upland Qvidian opens with the Submit Content dialog box displayed.
  2. Click the Browse Browse library folder icon icon to select the library folder where you want to submit the content. If you have selected the wrong folder, you can clear the folder by clicking and then selecting a different folder.

Note: If you do not select a folder, the content submitted can be located via the "Unassigned" Fixed Public saved search.

  1. Select the Content type (i.e. Q/A, Item, or File).
    • Q/A: Typically used for question and answer records that are used to answer RFPs. This file type is limited to Microsoft Word files only.
    • Item: Item files, which may be Microsoft Word or PowerPoint files, should be used when the file is going to be associated with a document type component such as Static Content or a Selection Screen.
    • File: This file type can be used for any file format including Word, PowerPoint, PDF, image or video files.
  2. Select the language in which the content record(s) are composed and, therefore, viewed and edited.
  3. Select one of the check boxes below:
    • Enabled for Use Enable the content when it is submitted so it can be immediately managed and searched by its owners.
    • Submitted for Use: Submit the content without it being enabled for use.
  4. Enter any comments to help you further identify the content record. This column may be included in the library grid. Anything you enter here will be included in advanced search in the library.

Note: When there is important information that you want all owners of the content records to see when performing certain functions (Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy or Download) you can use an Alert rather than a Comment (see "Alert text" and "Alert enabled" actions below).

Note: If you want additional brief information to display on all content records, apply "Custom Metadata" fields. Refer to Administration > Application Data > Custom Metadata.

  1. (Optional) Enter the contact information for the content record. This column may be included in the library grid.
  2. Select the check box next to appropriate project restrictions below to be applied to the content record:
    • No Restrictions: Owners of the content record can edit the record before the record is used as content in a build and after the content is built in a project.
    • Restrict Post-Build Editing: Owners can edit the record before the record is used as content in a build but not after the content is built in a project unless they provide a password to override the restriction. If you select an option with editing restrictions, you must create a Password that users will need to enter to edit the record.
    • Restrict All Project Editing: Owners cannot edit the record at any time unless they provide a password to override the restriction. If you select an option with editing restrictions, you must create a Password that users will need to enter to edit the record.
  1. (Optional) Select the Expires check box and set an expiry date for the content, either on a specific date or after a specific number of days. The Expires on column displays on the library grid. When a content record expires or nears the specified expiring date, the content title changes to red.
    • To expire on a specific date, enter the date in the On field in mm/dd/yyyy format, or click the Calendar Calendar icon icon to select the date.
    • To expire after <nn> days, select the number of days in the Or after list (30, 60, 90, 120, 180, or 365). Once making a selection, the On field displays the calculated expiry date.
  2. (Optional) Click the Add Add icon icon to assign or unassign owners of the content record.
  3. (Optional) Select the Alert Enabled check box to enable alerts which will display when users perform one of the actions on the record: Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy, or Download. It will also display when dragging and dropping from the library to a slice in a project RFP or automatically or manually inserting the record into an RFP using AutoFill.

Note: Alerts are an excellent way of displaying information that is critical to consider when including a given content record in a document or presentation, such as a requirement to check with Compliance prior to using an RFP answer, a warning that an item may have just become outdated or reminder to include additional line items in the customer’s pricing. When browsing or searching the library, users will see a red triangle in front of the content title for content records with an enabled Alert.

  1. (Optional) If you selected the Alert Enabled check box, enter the text you would like the alert to display in the Alert Text field. Text, including hyperlinks, can be copied and pasted from the Alert Text field.
  2. Enter the compliance review date in mm/dd/yyyy format, or click the Calendar Calendar icon icon to select the date when you want a compliance review performed for the content.
  3. Click Submit. The content record is saved to the selected folder or submitted node under the library's Public Saved Searches panel.