Working with documents

Audience

Anyone who uploads and looks up documents. You need the Documents: User right and an access group for the directory (see Setup).

The module opens from the Documents icon in the main menu. It has two main menus:

• Files - every document you have access to. On the left is the panel with directories and categories - clicking a directory shows only its files, and the number next to it is how many files it holds.
• Directories - the folders as cards. Open a folder to see its subdirectories and files.

The view switcher at the top right changes between cards, list, graph and pivot table.

Uploading a document

Quickly, from the cards: open Files, pick the directory in the left panel and drag the files from your computer onto the screen, or click the blue upload button at the top left. Several files at once are fine - each becomes a separate document in the selected directory. Without a selected directory the system refuses with "You must select a directory first".

One at a time, with the details:

1. Files, button New.
2. Name - as people will search for it, e.g. "Supply contract - Alpha Ltd".
3. Directory - where it goes.
4. Content - upload the file.
5. Optionally Category and Tags.
6. Save.

If the upload is refused

The file is larger than allowed (25 MB by default) or its extension is forbidden. Both are set by the administrator under Documents, Configuration, General Settings.

For the registry fields - type, number, correspondent, project - see Registry and labels.

Searching

Type part of the file name in the search bar. The drop-down next to it offers:

• Filters - My Files, Archived Files, by creation and modification date; with the registry also Incoming, Outgoing, Inner;
• Group By - directory, category, storage, colour; with the registry also Document Type and Project.

Searching by In/Out Number, Correspondent and Project works straight from the bar: type the text and pick the "Search … for" line.

Preview and download

Open the file. PDFs and images are shown right in the browser, without downloading. To download, open the card's menu (three dots) and choose Download.

Below the file is the chatter: notes, messages to colleagues and the change history. The registry fields (type, number, correspondent, project) are tracked - every change is logged with who and when.

Locking while editing

When you are working on a document and do not want anyone to replace it meanwhile, click Lock at the top of the file. While it is locked, only you can change it. The Locked By field in the Access Information tab shows who holds it. When you are done, click Unlock.

A forgotten lock

A locked file stays locked until the person who locked it unlocks it. If that colleague is away, contact the administrator.

Moving

Select the files in the list, then Action, Move files and choose the new directory. To move files you need write access in both directories.

Sharing by link

A document or a whole directory can be sent to someone outside the system:

1. Open the file or directory.
2. Action, Share.
3. The dialog has a link to copy. Optionally add Recipients and a note and click Send - the link goes out by email.

Anyone with the link opens exactly that file, or the directory with its content, without logging in. So share only documents that may leave the company.

Customer portal

A customer or supplier with portal access can see certain directories permanently, without a link for every document:

1. The administrator adds the portal user to an access group.
2. The group is added to the directory's Groups tab.

The partner sees the directory in their portal under Documents (address /my/dms).

Archiving

A document that should no longer be visible is archived, not deleted: Action, Archive. An archived file is not shown in the lists but still exists, and is found with the Archived Files filter. It comes back with Unarchive.

Nothing is deleted in the registry

A document with a registry number is always archived. Deleting leaves a gap in the numbering, and the number is already on the paper original.

Documents on invoices and other records

If the administrator has linked a storage to business records (Setup, step 7), whatever is attached to an invoice or order also appears in Documents, in a subdirectory named after the record. Do not upload the file a second time. Who sees it here is decided by the rights on the invoice itself.

Next steps

• Registry and labels - filing incoming and outgoing documents and printing a label.
• Setup - storages, access groups, numbering.