Images

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You can reach Images by first clicking on Document management  and then on Images . Now you can see the stored images in the image archive. Here you can create folders, change the name of images and upload or delete images from your image archive. You can also change the sort order by clicking on one of the headlines Images, Size, Type or Changed.

  1. Upload images

    To upload an image, do like this:

    1. Choose Document management  in the menu to the left in your window.
    2. Click on the folder Images . The image archive is now shown in the main window.
    3. Choose a folder in your image archive. If you want your image to be stored in another folder, click on this in the image archive. If you want to create a new folder, simply click on the button New folder  in the toolbar and enter what name you want your new folder to have. Then click on the new folder in the image archive.
    4. Click on the button Upload file .
    5. Choose which images you want to upload. You can upload four images at the time.
    6. Click on Send files and they are stored in the chosen folder.

    You can also use the Drag & Drop-feature by doing like this:

    1. Do the same as in items 1-4 above.

    2. Find the image you want to upload in Windows® Explorer for example. Mark the image name and hold the mouse button down the whole time.
    3. Move the cursor to the dotted area in the Upload files window and then let go of the mouse button. The document is now uploaded to your document archive. NOTE: This requires that your web browser supports HTML5.

     

  2. Create folders

    If you want to have a nice structure on your images by storing them in different folders, click on the button New folder . Write what name you want your folder to have and click Save. Your new folder is now created. Simply click on the new folder to enter it and, if you want, upload images to it. 

    NOTE: If you already are in a folder, the new folder will inherit the rights settings of the main folder you are in. If the folder gets any content the appearance of the icon will change from  to .

  3. Move images

    1. If you want to move some of your stored images, you choose which images you want to move by checking the box behind the image name with the mouse.

    2. Click the button Cut .

    3. Navigate to the folder where you want your images to be inserted. Click the button Paste and your images have now changed place.

  4. Delete images

    1. If you want to delete some of your stored images, you choose which images you want to delete by checking the box behind the image name with the mouse.

    2. Click the button Delete and the checked images are now gone. NOTE! The images doesn't disappear completely just because you delete them, instead they are moved to the recycle bin.

  5. Edit properties of images

    You can also change the name or the properties of your image. This can be done in two ways:


    Alternative 1

    1. Choose the image you want to change name of by checking the box behind the image name with the mouse.

    2. Click the button Properties .

    3. In the window that opens you have several different possibilities depending on what rights you have. You can change owner, edit read,write and delete preferences for the image. You can also change the name of the image and choose whether or not it should be version handled by checking the box Version handling for object. You can also choose if you want to change the rights and/or turn the version handling on/off for all the underlying images/folders also by checking the box Change recursively. The owner can however not be changed recursively.


    Alternative 2

    1. Click on the icon for the image next to the image name.

    2. In the window that opens you have several different possibilities depending on what rights you have. You can change owner, edit read,write and delete preferences for the image. You can also change the name of the image and choose whether or not it should be version handled. You can also change the name of the image and choose whether or not it should be version handled by checking the box Version handling for object. You can also choose if you want to change the rights and/or turn the version handling on/off for all the underlying images/folders also by checking the box Change recursively. The owner can however not be changed recursively.

  6. Version handling of images

    If you want to work with different versions of an image, you do like this:

    1. Click on the version number behind the image name.

    2. If you want to open a previous version of an image, choose the version you want to open in the field Version and then click on the button Open. Note that you can only open an image for reading this way, you can't open it for editing directly.

    3. You can also delete a previous version of an image by choosing the version you want to delete in the field Version and then click on the button Delete. Note that you can NOT delete the latest version of the image.

    4. In the field Version information you can see when the different versions has been created and by who. This information is generated by the system and can NOT be edited.

    5. If you want to create a new main version of the document (1.0, 2.0, 3.0 etc), you click on the button Create new version.

    You can read more about how you turn the version handling on/off under Edit properties of images above.

  7. Copy images

    1. If you want to copy some of your stored images, you choose which images you want to copy by checking the box behind the image name with the mouse.

    2. Click the button Copy .

    3. Navigate to the folder you want your images to be copied to and click the button Paste .

     

  8. Lock files for editing

    If you want to be sure that no-one is working with the same files that you are going to edit, you can choose to lock the file for editing first. If someone then tries to open the file, a message will come up saying that the file is locked by you and it can only be opened for reading. If anybody else tries to upload a newer version of the file, a message will show saying that the file is locked and cannot be uploaded. To lock a file for editing, do like this:

    1. Choose which images you want to lock for editing by checking the box behind the image name with the mouse

    2. Click on the button File lock on/off .

    3. The file is now locked for editing by you only.

    4. When you have finished editing the image, you can remove the file lock in the same way as when you turned it on. Check the box behind the image name with the mouse and click on the icon for File lock on/off .

    NOTE: If the file has only Read permission (R) you can not lock the file unless you are room administrator or member of a group that has higher rights and permission to Read/Modify.

  9. Request review of images

    1. Choose which images you want to request a review of by checking the box behind the image name with the mouse

    2. Click on the button Request review .

    3. In the window that open you can choose which users you want to add as reviewers of the image by clicking on their names in the list Available users/groups. They will then be added to the list Selected users.

    4. Click on the button Add and the user will be added to the list Selected reviewers.

    5. Choose which time the review shall be finished by setting the date and time under the headline End review before.

    6. In the field Message to reviewers you can add instructions for the reviewers.

    7. Under the headline Notify me when: you can choose how you want to be informed (by email) when the reviewers are done.

      1. If you check the box for each reviewer is done, this means that the system will send you an email as soon as any of the reviewers are done with their part of the review.

      2. If you check the box for all reviewers are done, this means that the system will send you an email as soon as all the reviewers are done with their part of the review.

    8. If you want a copy of the email sent out to the reviewers, you check the box for Copy to sender.
    9. If you want all the persons that are reviewing the image to be able to see who else is reviewing the image, you check the box for Reviewers visible. If this box isn't checked, the persons that are reviewing the image will not be able to see the name of the other persons that are also reviewing the image.
    10. You can choose if you want to lock the file for the other reviewers by checking the box Lock file for reviewers. If this box isn't checked, the persons that are reviewing the image might be able to update the file (depending on their access rights) during the review process.
    11. Under the headline Review type, you can choose if it is review and comments or review and approval that you want to request. If you Request review and comments, this means that the reviewers can review and comment the content of the file. If you choose Request review and approval, this means that the file will become signed if all the reviewers approve the image. If an image becomes signed, it will not be possible to do any further updates (versions) of this image.

  10. Review images

    If you are invited as a reviewer of an image, you will be informed about this by email. To start reviewing the image, you either click on the link in the email, or you click on the icon  or  next to the image name in the folder where the file is placed under Document management . A window will then open containing information about the review. You can also leave comments directly in the review window.

    To leave a comment for the review, you click on  Add comment. A field will then be activated where you can leave your comment. If you want to add more comments later on, or if you want to modify your already added comments, you click on the link  Add comment once again.

    When you are finished with the review, you click on the button Finish my review.

    If it is an approval that has been requested, you click on the button Finish and approve if you approve of the content of the file, or Do not approve if you don't approve of the content

    If an approval has been requested, the review will be ended as soon as any of the reviewers answer that they don't approve of the content of the image. If all the reviewers approve of the content of the file, it will end up in the state signed and receive the symbol in the file list.

  11. Allow viewing on public pages of images

    1. When you want to allow viewing of images on the public pages, you choose which images you want to do this for by checking the box behind the image name with the mouse.

    2. Click on the button Allow viewing on Public pages .

    As confirmation that this has been done, a small icon appears in the list to the far right. Images that hasn't been allowed to be viewed on public pages has no such icon. Once this is done, you can also make a link to it on the homepage for instance, and then everyone who reads the page can see the images. Your images can also be viewed through page objects that are placed on the public pages.

    NOTE: You can use this function to share files with persons who are not users in the portal. Just copy the link to the file that you just published and share it for eg. by email. Remember that you can't publish anything if you don't have at least Read/Modify rights! Just Read rights don't add the small globe to the file.

  12. Allow viewing on internal pages of images

    1. When you want to allow viewing of images on the internal pages, you choose which images you want to do this for by checking the box behind the image name with the mouse.

    2. Click on the button Allow viewing on Internal pages .

    As confirmation that this has been done, a small icon appears in the list to the far right. Images that hasn't been allowed to be viewed on internal pages has no such icon. Once this is done, your images can also be viewed through page objects that are placed on the internal pages.

  13. New image based on an existing

    Creating a new image based on a existing one can be done in two ways:

    Alternative 1

    1. Choose which image you want to base on by checking the box behind the image name with the mouse.

    2. Click on the button New based on .

    3. Choose New based on selection in the list that comes down.

    4. Enter the name you want your new image to have and then click Save to finish.


    Alternative 2

    1. Click on the button New based on .

    2. Move to Choose ... in the list that comes down and move the cursor to the frame that appears.

    3. Choose which image you want to base on by clicking on the corresponding image name in the tree.

    4. Enter the name you want your new image to have and then click Save to finish.

  14. Subscribe on images

    1. If you want to subscribe on some of your stored images/folders, you choose which images/folders you want to subscribe on by checking the box behind the images/folder name with the mouse.

    2. Click the button Subscription on/off .

    NOTE: If you subscribe to a whole folder, you also subscribe to all the files inside that folder. Also new files users upload to that folder will be subscribed. You can choose how often you want the Subscription report. You find it under My Functions/My Subscriptions. There you can set the interval to eg. Instantly, HourlyDaily, Every other day or Weekly.

  15. Download (Export) images

    1. If you want to download some of your stored images to your computer, you choose which images/folders you want to download by checking the box behind the image/folder name with the mouse.
    2. Click on the button Export .
    3. A window appears where you can choose to open the file or choose to save the file. Depending on which operating system your computer is running, you get different questions and windows. For example, if you in Windows 7 click on the down arrow beside Save you get the possibility to use Save as and choose the location to download your files to.
    4. Finish the download by clicking on Save.

    NOTE: In ProjectCoordinator Desktop you won’t get the possibility to choose location to download your packed files to. The exported file ends up in C:\”your computers name“\users\”your users name”\My documents. For example the name of the file could be: “archiveexport-201308191506.tar”.

    NOTE: In order to extract the exported file you need a program which can handle the file type *.tar or *.zip

    Examples of such programs are WinRAR (http://www.win-rar.com), WinZip (http://www.winzip.com) and TUGZip (http://www.tugzip.com).