Enlisting remote shares for documents

Enlisting a remote share (Meridian Enterprise vault) for a document causes a copy of the selected document to be sent to that share. The copy can be used for reference or changes can be made to the copy if ownership of the document is also transferred.

You must have the Enlist Vault privilege to enlist shares for documents. Also, consider that the document might reference other documents that should also be shared.

Warning If you enlist a Meridian Project Portal share for a document and it is copied to that share and then you later rename the document in Meridian Enterprise, the copy at the enlisted share is not also renamed. Instead, a copy of the file with the new Meridian Enterprise filename will be attached to the document in Meridian Project Portal. Depending on the amount of time that passes between when the document is renamed and when it is updated in Meridian Project Portal, the two files might contain different content. Regardless, the incorrect attachment must be manually removed in Meridian Project Portal. To avoid this situation, we recommend that documents and folders shared with Meridian Project Portal not be renamed.

To enlist a remote share for a document:

Select the document for which you want to enlist a remote share.
Click the Collaboration Status tab. The Collaboration Status property page appears.
Click the Edit button in the lower right corner of the window. The property page becomes editable.
Click Enlist GCF Share. The Enlist GCF Share dialog box appears.
Click options or type values using the descriptions in the following table.
Click OK to close the dialog.
Click OK to save your changes. The vault is enlisted and a copy of the document will be sent to the enlisted vault by the next GCF scheduled transfer.

Enlist GCF Share options
Option	Description
Share name	In the list, click the name of the share that you want to enlist.
Transfer	Select On Schedule to send a copy of the selected document to the enlisted vault at the next scheduled export task, typically after business hours.Select Immediately to send a copy of the selected document to the enlisted vault before the next scheduled export task. The document will be sent at the next scheduled immediate export task, which typically occurs every 10 minutes to 1 hour. Consult a system administrator for the time of day when the scheduled transfers occur.
Transfer Ownership	Transfers ownership of the selected documents with the copy to the enlisted share. If this option is cleared, ownership of the document remains at the current share.
E-mail	If you want to notify someone at the enlisted site that the document is being shared with their vault, type their email address or click the ellipsis (...) button and select an address. To send the notification to multiple addresses, separate them with semicolons (;).
Text	Type the message body of the email to send to the address typed in E-mail. This text will be appended to text that is automatically calculated at the remote site.