Documents

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

 

Documents

 

1. Upload documents

To upload a document, do like this:

  1. Choose Document Management in the menu to the left in your window.
  2. Click on the folder Documents . The document archive is now shown in the main window.
  3. Choose a folder in your document archive. If you want your document to be stored in another folder, click on this in the document 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 document archive.
  4. Click on the button Upload file .
  5. Choose which documents you want to upload. You can upload four documents 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 document you want to upload in Windows® Explorer for example. Mark the document 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. Read more here.

 

2. Create folders

If you want to have a nice structure on your documents 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 documents 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 documents

  1. If you want to move some of your stored documents, you choose which documents you want to move by checking the box behind the document name with the mouse.
  2. Click the button Cut .
  3. Navigate to the folder where you want your documents to be inserted. Click the button Paste and your documents have now changed place.

4. Delete documents

  1. If you want to delete some of your stored documents, you choose which documents you want to delete by checking the box behind the document name with the mouse.
  2. Click the button Delete and the checked documents are now gone. NOTE: The documents doesn't disappear completely just because you delete them, instead they are moved to the recycle bin.

5. Edit properties of documents

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

Alternative 1

  1. Choose the document you want to change name or properties of by checking the box behind the document 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 document. You can also change the name of the document 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 documents/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 document next to the document 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 document. You can also change the name of the document 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 documents/folders also by checking the box Change recursively. The owner can however not be changed recursively.

6. Version handling of documents

The version numbering of documents works this way: The first version that is created/uploaded will get the version number 0.1. The second number is then increased automatically for every new version that is created of the document (0.8 -> 0.9 -> 0.10 -> 0.11 etc).  When you create a new main version of the document, the last version (for instance 0.11) will be replaced with the approved version 1.0.

If you want to work with different versions of a document, you do like this:

  1. Click on the version number behind the document name.
  2. If you want to open a previous version of a document, choose the version you want to open in the field Version and then click on the button Open. Note that you can only open a document for reading this way, you can NOT open it for editing directly.
  3. You can also delete a previous version of a document 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 document.
  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 documents above.

7. Copy documents

  1. If you want to copy some of your stored documents, you choose which documents you want to copy by checking the box behind the document name with the mouse.
  2. Click the button Copy .
  3. Navigate to the folder you want your documents to be copied to and click the button Paste .

8. Edit documents

When you want to edit a document there are two options. Either you save the document on your computer first, edit it there and then upload it again, or you open it directly from the document archive, edit the document and then save it back (this requires that you use ProjectCoordinator Desktop). NOTE: If you only have read permission for the file, it will only be opened in read-only mode, and you can't edit it and save it back until you save it again.

  • Save to computer first

  1. Click on the document name in the document archive.
  2. A question pops up asking if you want to open the file or save it to your computer. Click Save or Save as, and then choose where on your computer you want your document to be saved.
  3. Open the document and edit it. When you have finished editing, press the button Save and close the document.
  4. Upload the document again by either clicking the button Upload file or by finding the document you want to upload in Windows® Explorer for example and then upload it by using the Drag & Drop-feature.

 

  • Edit directly (only works if you have DMK (Document Management Kit) installed, or uses ProjectCoordinator Desktop)

  1. Click on the document name in the document archive.
  2. A question pops up asking if you want to open the file or save it to your computer. Click Open, and your document opens in the associated program (Word®, Excel® etc). NOTE: In ProjectCoordinator Desktop the document will be opened automatically, if you got a program that can open the file format. 
  3. When you have finished editing, press the button Save and close the document.
  4. A question pops up (only if using DMK) asking if you want to save the changes in the room. Answer Yes and then OK. Your document is now stored in the document archive as the newest version. NOTE: You can't change view in your document archive while editing a document if you want it to be automatically saved back. If you change view, i.e. moves to another folder in the document archive or switches to, for instance, the Calendar, you will not get the question if you want to save the document until you return to the document archive.

9. Lock files for editing

If you want to be sure that no-one is working with the same document that you are going to edit, you can choose to lock the file for editing first. If someone then tries to open the document, a message will come up saying that the file is locked by you and 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 documents you want to lock for editing by checking the box behind the document 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 document, you can remove the file lock in the same way as when you turned it on. Check the box behind the document name with the mouse and click on the button 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.

 

10. Request review of documents

  1. Choose which documents you want to request a review of by checking the box behind the document 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 document 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 document to be able to see who else is reviewing the document, you check the box for Reviewers visible. If this box isn't checked, the persons that are reviewing the document will not be able to see the name of the other persons that are also reviewing the document.
  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 document. If a document becomes signed, it will not be possible to do any further updates (versions) of this document.

 

NOTE: If you want to see the comments afterwards, you can see the review, if you mark the file and click the Properties  button, you can also click on the icon next to the document name of the document, or click directly on the icon  or  to the left of the column Changed (modification date). In the tab Review you can see the Active and the Finished reviews, and click on the one you want to see.

11. Review documents

If you are invited as a reviewer of a document, you will be informed about this by email. To start reviewing the document, you either click on the link in the email, or you click on the icon or next to the document 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 document. 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.

12. Allow viewing on public pages of documents

  1. When you want to allow viewing of documents on the public pages, you choose which documents you want to do this for by checking the box behind the document 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. Documents 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 a homepage for instance, and then everyone who reads the page can see the documents. Your documents can also be viewed through page objects that are placed on the public pages.

13. Allow viewing on internal pages of documents

  1. When you want to allow viewing of documents on the internal pages, you choose which documents you want to do this for by checking the box behind the document 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. Documents that hasn't been allowed to be viewed on internal pages has no such icon. Once this is done, your documents can also be viewed through page objects that are placed on the internal pages.

14. Publish documents

Useful if/when you want to share files with persons who are not users in the portal. 

  1. If you want to publish some of your stored documents, you choose which documents you want to publish by checking the box behind the document name with the mouse.
  2. Click on the button Allow viewing on Public pages .

As confirmation that your documents have been published, the icon in front of the document names get a small globe on it . Once the documents have been published, they can be linked to a homepage for instance, so that everyone who reads the homepage can click on the link and read the document.

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.

15. New document based on a existing

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

Alternative 1

  1. Choose which document you want to base on by checking the box behind the document 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 document 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 document you want to base on by clicking on the corresponding document name in the tree.
  4. Enter the name you want your new document to have and then click Save to finish.

16. New office document

If you want to create a new empty office file, simply move the cursor over the button New office document  and then choose which type of document you want by clicking on one of the six icons New Word document, New Word 2007 document, New Excel worksheet, New Excel 2007 worksheet, New Powerpoint presentation or New Powerpoint 2007 presentation.

17. Subscribe on documents

  1. If you want to subscribe on some of your stored documents/folders, you choose which documents/folders you want to subscribe on by checking the box behind the document/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.

18. Download (Export) documents

  1. If you want to download some of your stored documents to your computer, you choose which documents/folders you want to download by checking the box behind the document/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).

 

  19. Preview documents

You can use the built-in preview function. NOTE: The most common formats are supported.

  1. If you want to preview a document, choose which document by checking the box to the right behind the name and info about the file, with the mouse.
  2. Click on the button Preview .
  3. After a while a new window opens and you can view the document. In this window you can also choose to Search, Zoom in and out and Print the document.
  4. Close the window by clicking on X.

 

  20. Read notification

  1. If you want read notification on some of your stored documents, you choose which documents you want to get a read notification on by checking the box behind the document name with the mouse.
  2. Click the button Read notification on/off .

 

Shortcuts

 

  1. Create a shortcut to a document or a folder

    1. If you want to create a shortcut to some of your stored documents, you choose which document or folder you want to create a shortcut to by checking the box behind the name of the document or folder with the mouse.
    2. To create the shortcut, simply click on the button Create shortcut .
    3. The shortcut is now created, and you can move or copy the shortcut to desired place.

     

  2. Move shortcuts

    1. If you want to move some of your shortcuts, you choose which shortcuts you want to move by checking the box behind the shortcut name with the mouse.
    2. Click the button Cut .
    3. Navigate to the folder where you want your shortcuts to be inserted. Click the button Paste and your shortcuts have now changed place.

     

  3. Delete shortcuts

    1. If you want to delete some of your shortcuts, you choose which shortcuts you want to delete by checking the box behind the shortcut name with the mouse.
    2. Click the button Delete and the checked shortcuts are now gone. NOTE: This step can not be undone.

     

  4. Edit properties of shortcuts

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


    Alternative 1

    1. Choose the shortcut you want to change name or owner of by checking the box behind the shortcut name with the mouse.
    2. Click the button Properties .
    3. In the window that opens you can, depending on what rights you have, change owner and name of the shortcut.

     

    Alternative 2

    1. Click on the icon for the shortcut next to the name.
    2. In the window that opens you can, depending on what rights you have, change owner and name of the shortcut.

     

  5. Copy shortcuts

    1. If you want to copy some of your shortcuts, you choose which shortcuts you want to copy by checking the box behind the shortcut name with the mouse.
    2. Click the button Copy .
    3. Navigate to the folder where you want your shortcuts to be copied to and click the button Paste .

 

Metadata

 

Metadata is ”data about data”. Metadata (metacontent) are defined as the data providing information about one or more aspects of the data.
It gives the possibility to “tag” folders or individual files and easily create Smart folders where you can find the “tagged” folders and files.
First of all you have to create/add meta fields. This is crucial for the system to find any folders or files in the future. When you assign meta fields to folders and files in Document Management  you will choose meta field based on this first step.
NOTE: If no meta fields already exists in the portal, or if the portal is new you have to start with adding new meta fields. You do that logged in as Portal administrator. To learn how to add meta fields to the portal, read more here.

After that it’s time to assign meta fields to folders and files. Do like this:

  • Assign meta fields

You have to create/assign meta fields to folders or files. NOTE: You need the right permission to do this. For example, if you only have Read permission on a file, you can't add meta fields to that.

1. Choose which folder or document you want to assign meta fields to by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields  .
3. Click on the button Add .
4. Choose what meta field you want to add in the drop-down menu Name. You can change meta field by double-click in the field. After that you can edit Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
5. Click on the X in the upper right corner when you are done.

  • Edit meta fields

1. Choose which folder or document you want to edit meta fields by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields  .
3. Choose what meta field you want to edit in the drop-down menu Name. You can change meta field by double-click in the field. After that you can edit Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
4. Click on the X in the upper right corner when you are done.

 

  • Delete meta fields

1. Choose which folder or document you want to edit meta fields by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields  .
3. Choose what meta field you want to delete.
4. Click on the button Delete  and then Yes.
5. Click on the X in the upper right corner when you are done.

 

Smart folders

 

In Smart folders you can sort out the files you want, by using the meta fields you added on the folders and/or files. If any folder or file has a meta field “tagged” on it and you have added the same meta field in the Smart folder, automatically you can find the file there. You also can use sub folders to narrow down the sorting of the files. NOTE: It's only the user/s given the role Portal Administrator or Room Administrator that could administrate this.

  • New smart folder

To create a new smart folder do like this:

1. Choose Smart folders   under Document Management .
2. Click on the button Add new smart folder .
3. Enter the name of the new smart folder in the field Title.
4. Click on the Save button. After that a new window opens.
5. In the window Edit you can add the meta fields you want to use. Click on the button Add . Choose what meta field you want to add in the drop-down menu Meta field. You can change meta field by double-click in the field. After that you can edit Criteria and Value by double-click in the right field. NOTE! If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
6. Click on the X in the upper right corner when you are done.

If you want to create a sub folder, navigate into the folder and click on the button Add new smart folder  and follow the instructions above.

  • Criteria

There are five different criterias you can use. This is what they mean:
= (Exact equal to)
!= (Not equal)
like (Search for a pattern to match)
< (Less than)
> (Greater than)

  • Edit smart folder

1. Choose Smart folders   under Document Management .
2. Choose the Smart folder you want to edit by checking the box behind the folder with the mouse.
3. Click on the button Edit .
4. Choose what meta field you want to edit in the drop-down menu Meta field. You can change meta field by double-click in the field. After that you can edit Criteria and Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them. If you want to update the title on the Smart folder, you just edit your Title and click on the button Update title.
5. Click on the X in the upper right corner when you are done.

  • Delete smart folder

1. Choose Smart folders   under Document Management .
2. Choose the Smart folder you want to edit by checking the box behind the folder with the mouse.
3. Choose what meta field you want to delete.
4. Click on the button Delete  and then Yes.
5. Click on the X in the upper right corner when you are done.

  • Export smart folder

1. Choose Smart folders   under Document Management .
2. Choose the Smart folder you want to export by checking the box behind the folder with the mouse.
3. Click on the button Export .
4. 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 uses Internet Explorer, and click on the down arrow beside Save you get the possibility to use Save as and choose the location to download your files to. Choose where to save the packed *.zip file.
5. Click 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 in some cases 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).