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bundledapps:documents

Documents


You can use the Documents webapp to store and share personal documents with other users in your organisation. When you share a document with others, they will be able to download copies of it and can even submit comments or have a discussion about it.

The landing page

The landing page shows you key information regarding your documents. The information boxes at the top of the let you know instantly how many documents you have uploaded and shared with others. You can also see how many documents have been shared with you and how much space you have remaining to add more documents.

Use the tree structure in the left-hand panel (Titled Uploaded by me) to view all the documents you uploaded. To expand the tree, click the triangle expander on each branch.


Upload a document

To add a document:

  1. Click the “Add Document” button on the landing page
  2. Provide a name for the document. This name will be displayed in the tree structure on the landing page and in all reports
  3. Click the “Select File” to search for the file on your computer and to attach it to the form.
  4. You can also optionally:
    • Add a description
    • Put the document into a folder. Click on the drop-down list to select from a pre-populated list of folders or type in the name of a new folder and click on it to select.
    • Put the document into a category. Click on the drop-down list to select from a pre-populated list of categories or type in the name of a new category and click on it to select.
  5. Click “Add” to add the document.



View your own document

To view details of a document that you uploaded, to comment on it or to download a copy:

  1. Navigate to the desired document using the tree structure on the landing page.
  2. Right-click on the document you want to view
  3. Click “View Document” to open the document details screen.

Note that you can also download a copy of the document directly from the tree by clicking the “Download Document” link.


View your document shares

To view details of a document that was shared with you, to comment on it or to download a copy:

  1. Click “View Details” in the green box titled Shared with others
  2. Click on the document name in the data grid on the left-hand panel titled Documents that I have shared with others


View documents shared with you

To view details of a document that was shared with you, to comment on it or to download a copy:

  1. Click “View Details” in the yellow box titled Shared with me
  2. Click on the document name in the data grid on the right-hand panel titled Documents that others have shared with me


Sharing

To share a document with another user in your organisation:

  1. Navigate to the desired document using the tree structure on the landing page.
  2. Right-click on the document you want to view
  3. Click “View Document” to open the document details screen.
  4. Scroll down to the card titled “Sharing
  5. Click the “Add Share” button

  1. Select the person from the drop down list provided (You may need to invite that person to the platform if their name is not listed)
  2. Optionally, click the check box titled “Notify this user that I have shared this document with them” if you want the system to send them email notifying them of the share
  3. Click “Add


To stop sharing a document

  1. Navigate to the desired document using the tree structure on the landing page.
  2. Right-click on the document you want to view
  3. Click ”View Document” to open the document details screen.
  4. Scroll down to the card titled “Sharing

  1. Click the delete icon () and confirm the action in the dialogue box that appears


Document Versions

You are able to upload a newer version of your document as changes are made to it. When you do this, the older version is not automatically deleted from the server. Rather, it is placed in the Archive section at the bottom of the document details screen.
To add a new version

  1. Navigate to the document details screen (as described above)
  2. Click the “Upload a newer version” button
  3. Upload a new version of the document using the same procedure as described above
  4. The older version is archived and placed in the Archive panel at the bottom of the page.

You can download () or delete () documents from the archive using the relevant buttons.


Change Log

7 June 2019

  • Corrected counters on document page
  • Enhanced UI for document details
  • Cleaned up the data grids on the document details page
  • Enhanced the audit log and presentation of audit trail on the document details page
  • Improvements to the sharing and notification engine
  • Attached documents to a user profile (previously user Identity) to enhance multi-company presence
bundledapps/documents.txt · Last modified: 2019/06/09 17:01 by admin