Documents

This feature manages documents across the organization. It enables you to search for documents using the enhanced search criteria, that consists of many metadata that can be applied to fetch the required documents.

You can do the following:

  • Search for documents using the Search fields.

  • Check out and check in documents using the Unlock option.

  • Verify user access rights for the selected document using the Check effective access option.

  • Verify user access rights based on the groups assigned in the Access Control List (ACL) using the Security option.

  • View the versions of a document using the Versions option.

  • View the history of a document using the History option.

  • View details of a document using the View option.

  • Copy link for single or multiple document(s) using the Copy Link option.

  • View generic table options in UI overview section.

Searching for documents

  1. Select Documents. The list of default search fields appears as shown in the following figure:

    Figure: Documents page
    images/download/attachments/57671621/Screen_Shot_2019-01-15_at_3.21.18_AM.png

  2. Enter the filter parameters in the search bar to retrieve the documents.

    NOTE:

    • To add more search criteria, selectimages/download/thumbnails/57671621/Screen_Shot_2019-01-15_at_3.23.49_AM.png .

    • With the Search button enabled, the images/download/thumbnails/57671621/Screen_Shot_2019-01-16_at_5.31.36_PM.png option is displayed; select it to reset the search criteria.

  3. Select Search. All the filtered documents are listed.

    NOTE:

    • Search results are limited to maximum of 5000 items.

    In the preceding figure, the Hide Search Criteria toggle option is displayed.

    • To hide the search criteria and focus only on the list of filtered documents, select Hide Search Criteria.

    • Selecting Hide Search Criteria changes it to Show Search Criteria. Select this to view the search criteria list.

Unlocking documents

NOTE:

  • This option is available only for the Checked Out documents.

  • If you want to look for checked out documents, you must ensure that the Checked Out search field is set to Yes (by default this value is set to 'Not Set'). Setting it to No doesn't list the checked out documents.

Use this feature to unlock documents. This is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: R ight-click a document to see this option.

Use one of the above option to unlock the document.

For example: Consider if user requests to unlock a document, search for the document using search fields, using one of the options listed in bulleted points unlock it.

Checking effective access

To verify the access rights of a user for a selected document, you can do it using Check Effective Access option. This takes into account the security model in effect (pessimistic, optimistic, or hybrid). It is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click a document to see this option.

Use one of the preceding options to check the effective access of the document.

  1. Right-click a document and select Check Effective Access. The following dialog box appears:
    Figure: Check Effective Access
    images/download/attachments/57671621/Screen_Shot_2019-04-11_at_6.21.56_PM.png

  2. Enter a Username or ID. A suggestion list appears.

  3. Select a user. You see the access right of the selected user for the document.

Verifying user's access rights

To verify access rights based on the users and groups assigned in the Access Control List (ACL), you can use Security option. It is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click a document to see this option.

  1. Right-click on a document, and select Security.
    Security details for the document is displayed. The following figure gives you one such example:
    Figure: Security

    images/download/attachments/57671621/Screen_Shot_2019-01-17_at_1.16.19_PM.png

Viewing document versions

Use this feature to view the versions of a document. This is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click a document to see this option.

Use one of the preceding options to view the document versions. On the Versions tab, you see the following besides the version details:

  • Author

  • Custom field 1

  • Custom field 2

  • Checked Out By

  • Checked Out Date

  • Last Edited By

  • Last Edited Date

Viewing document history

Use this option to see the history of a document. It is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click a document to see this option.

Use one of the preceding options to view the document history. On History tab, you see the following details:

  • Date

  • User

  • Activity

  • Application

  • Duration

  • Pages Printed

  • Location

  • Comments

Viewing document details

This option is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57671621/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click a document to see this option.

  • Clickable link: I n the Doc #/Version column, select a document.

Use one of the preceding options to view the document details. Y ou see the following details:

  • Library

  • Doc#

  • Version

  • Name

  • Author

  • Class_EN

  • Type

  • Operators

  • Locations