When creating a document you are given the choice to "Write a New Document" or to "Upload a File". This document is intended to provide some simple guidelines to help you decide which to choose.
When to Write a New Document
"Writing a New Document" in this case means to create an hmtl document inside Clearspace (as opposed to uploading a file)
Use this option for:
- Documents that are intended for Clearspace only (e.g., not intended for donors or Digital Library)
- When developing text/wording during the draft stage of a document
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- This is especially effective when collaborating as a group.
- Transitory docs, such as training announcements, short-term scheduling documents
- Short informative documents for a limited audience: meeting minutes, contact info for team, etc.
- Summaries of longer documents or for pasting key sections of documents to facilitate comments
- Documents that require multiple attachments
- Documents linking to DL or to internet resources (see Linking to Documents in the Digital Library)
- If you need to embed a video from YouTube or other video hosting site (see How to Embed a Video into a Document)
When to Paste from pre-existing Word/PDF into a New (HTML) Document
- Document (or section of document) meets the above guidelines
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- Pasting into html is particularly useful for group editing
- Simple formatting
- No more than 3 to 4 pages long
When to Paste from pre-existing Excel table into a New (HTML) Document
- Simple formatting: no formulas, macros, visual basic, drop-downs menus, etc.
- You will not be able to sort columns or rows after pasting--if you need this functionality, attach the file.
- Tables with few columns. If the table is much wider than the Clearspace html document, there will be a scrollbar, so you won't be able to see the whole table at once.
Tips for pasting from Excel
- Do not copy the entire spreadsheet. Copy only the part of the spreadsheet you need, without surrounding unused cells.
- Gridlines should be showing when you copy the table, so you can be sure they will be there when you edit the table later.
When to Upload a File
Please take care not to upload files that are already in the Digital Library. Once a document moves to the DL, please replace the file with a link. (Linking to Documents in the Digital Library)
Use this option for:
- Professional-level formatting or heavily formatting
- Finalizing drafts during group collaboration
- Soliciting comments on a document before submitting it to DL or donor
- Complex spreadsheets (see above)
- Documents over 4 pages
- Powerpoints
- Templates that team members will adapt to their local needs
- Pre-existing documents that do not belong in the DL that won't paste easily. (see What Goes into the Digital Library as Opposed to Clearspace)
Considerations when Uploading Files
- If you need to temporarily upload a file so that a team member can access it, please delete it once the transfer is complete
- If you are collaborating on a large (1 MB or more) document and update this document several times, please delete old versions when they are no longer needed.
Important Related Documents