Skip to content
  • There are no suggestions because the search field is empty.

Populating a Document Holder in Cognidox

How to add documents to a Document Holder using search, browse, briefcase, or spreadsheet. Choose specific or approved versions and manage metadata.

Once your Document Holder is structured with section headings, it’s time to start adding documents. Cognidox gives you multiple ways to find and insert documents—whether you’re working with a small set or dozens at once.

You can also choose which version of each document to include: a fixed version, or always the latest approved one.

 

What's in this article?

Back to top

Ways to Add Documents

To add documents to a Document Holder, you'll need to go through the process of adding a new draft and editing it online.

When editing a Document Holder online, you can add documents in three main ways:

  1. Search
    Use keywords or part numbers to search Cognidox. Drag matching documents into the section placeholder.

  2. Browse
    Navigate categories to find and drag documents into the section where you want them.

  3. Briefcase
    If you're adding many documents, collect them first into your Briefcase. Then, from the Briefcase panel, drag them into your Document Holder.

Each method allows you to drag documents into a specific section placeholder. A dotted outline will appear to guide you.

Back to top

Choosing the Right Document Version

When you add a document, a drop-down menu appears. You can choose to:

  • Reference a specific version (e.g. Issue 3)

  • Always link to the latest approved version (use the APPROVED alias)

Tip: You cannot issue a Document Holder if it contains references to draft documents. Draft references are acceptable while editing, but they must be replaced with approved versions before the Document Holder can be approved and issued.

Back to top

Editing Titles, Comments, and Filenames

After you add a document, click the blue plus (+) icon to expand its settings.

You can:

  • Change the displayed title

  • Add a comment for the section

  • Override the filename used when downloading

  • Add a custom version string (shown alongside the version info)

This is helpful when you want a document to appear differently in the Document Holder than it does in its original location.

Back to top

Bulk Adding with a Spreadsheet

You can add multiple documents at once by pasting part numbers into a section.

  1. Export or copy a list of document part numbers from a spreadsheet (e.g. one generated from a category, briefcase compartment, or search).

  2. In the editor, click inside a section placeholder.

  3. Paste the list (Ctrl+V or Cmd+V).

The editor will resolve all part numbers and add them automatically.

This is the fastest way to build a Document Holder with many entries.

Back to top

Saving Changes

After adding and arranging your documents:

  1. Click Store to save your draft.

  2. Click Add Draft or Add Issue to finalize and validate the Document Holder.

⚠️ Don't forget: Store saves your layout temporarily. You must click Add Draft or Add Issue to save your changes in Cognidox.

Back to top

Further information

Other articles in this series:


Online help pages:

Back to top