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Customize the Document Library with Auto Backup Template in FrontPage 2002
 
Applies to
Microsoft FrontPage® 2002

The Document Library with Auto Backup template creates a document library that automatically makes a backup copy of a file once the file is approved. To do this, the library includes the following:

Review Status   This field can be set to Approved, Denied, or Pending Review.

Backup Approved Documents   This rule is automatically set to run whenever a file's Review Status property is set to Approved. When a document's Review Status property is set to Approved, a copy of the file is added to the Backup Files folder.

Note  If the Backup Files folder does not already exist in your Web site, FrontPage creates it the first time the rule runs.

Request Approval   This rule can be activated to run whenever a document in the library is saved or modified. When a document is saved or modified, an e-mail message can be sent to a particular person, informing them that a document is awaiting their approval, with a hyperlink to a list of documents whose Review Status is not set to Approved.

Note  The Request Approval rule is not set to run automatically. You must first customize the rule by specifying the team member who is to receive the approval request e-mail message (see following procedures for customizing rules). To activate the rule, on the Rules tab in the Document Library Properties dialog box, select the Request Approval check box.

You can customize the rules of this document library in a number of ways, depending on your needs. For example, do one of the following:

ShowCustomize the Request Approval rule

  1. In the Document Library Properties dialog box, click the Rules tab.
  2. In the Apply rules in the following order box, click Request Approval, and do one of the following:

    ShowSpecify a team member for approving all documents

    1. In the Rule description box, click the underlined phrase this person.
    2. In the Type name or select from list box, select the name of a team member, and click Add.
    3. Select the name of another team member if you want more than one, and click Add.
    4. When you are finished selecting team members, click OK.

    ShowSpecify a team member to approve particular documents

    1. Click Modify, and then click Next.
    2. In the Which condition(s) do you want to check? box, select check boxes for the conditions you want.

      For example, if you want a team member's manager to approve documents that are created by that team member, select the created by this person check box.

    3. In the Rule description box, click the underlined phrase this person.
    4. In the Type name or select from list box, select the name of a team member, and click Add, and then click OK.
    5. In the Rule description box, click the underlined phrase this person, and repeat step 4 for the manager who is approving documents.

    ShowSpecify exceptions to the approval process

    1. Click Modify, and then click Next two times.
    2. In the Rule description box, click the underlined phrase this person.
    3. In the Type name or select from list box, select the name of a team member, and click Add.
    4. Select the name of another team member if you want more than one, and click Add.
    5. When you are finished selecting team members, click OK.
    6. In the Add any exceptions box, select the except where the file type is a specific type check box.
    7. In the Rule description box, click the underlined phrase a specific type.
    8. In the Type extension or select from list box, click the extension for the type of document you do not want to include in the approval process.

      For example, to exclude Microsoft Excel spreadsheets from the approval process, click xls.

    9. Click Add, and then click OK.

ShowCustomize the Backup Approved Documents rule

  1. In the Document Library Properties dialog box, click the Rules tab.
  2. In the Apply rules in the following order box, click Backup Approved Documents, and do one of the following:

    ShowSet expiration date for approved documents

    1. Click Modify, and then click Next twice.
    2. In the What action(s) should the rule perform? box, select the set the document to expire after number of months and number of days check box.
    3. In the Rule description box, click the underlined phrase number of for months, and in the Specify a value box, type the number of months you want the document to appear.
    4. Click OK.
    5. In the Rule description box, click the underlined phrase number of for days, and in the Specify a value box, type the number of days (in addition to the number of months you specified) you want the document to appear.
    6. Click OK.

    ShowMake backup copies of specific kinds of documents

    1. Click Modify, and then click Next.
    2. In the Which conditions do you want to check? box, select the where the file type is a specific type check box.
    3. In the Rule description box, click the underlined phrase a specific type.
    4. In the Type extension or select from list box, click the extension for the type of document of which you want to make backup copies.

      For example, to make backup copies of Microsoft Excel spreadsheets only, click xls.

    5. Click Add, and then click OK.
  3. Click Next until you reach the last pane of the wizard, and then click Finish.

ShowAdd a rule that processes documents that are denied approval

  1. In the Document Library Properties dialog box, on the Rules tab, click Add.
  2. Click Start from a blank rule, and then click When a document is denied-approval.
  3. Click Next, and select the conditions, actions, and exceptions you want for the rule.

    For example, you could move denied documents to a hidden folder.

    ShowHow?

    1. Click Next, and in the What action(s) should the rule perform? box, select the move the document to this location check box.
    2. In the Rule description box, click the underlined phrase this location.
    3. Select a hidden folder, such as _private.

      Note   To create a hidden folder inside the document library folder, double-click the Document Library with Auto Backup folder, and then click the Create New Folder icon, and name the new folder with an underscore as the first character, such as _denied.

    4. Click OK.

  4. Click Next until you reach the last pane of the wizard.
  5. In the Please specify a name for this rule box, type a name, and then click Finish.
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