Documents

The Documents page enables you to search for documents using various search criteria, and perform the following actions to these documents:

  • Unlock checked out documents.

  • 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.

  • View the history of a document.

  • View details of a document.

  • Copy a link to one or more documents using the Copy Link option.

Searching for documents

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

    Figure: Documents page
    images/download/attachments/76848818/Screen_Shot_2019-01-15_at_3.21.18_AM.png

  2. Use these search fields to refine your search, then select Search.

    NOTE:

    To add more search criteria, selectimages/download/thumbnails/76848818/Screen_Shot_2019-01-15_at_3.23.49_AM.png .

    With the Search button enabled, the images/download/thumbnails/76848818/Screen_Shot_2019-01-16_at_5.31.36_PM.png option is displayed; select it to reset the search criteria.

    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.

iManage Control Center preserves the search fields you enter when searching for documents, workspaces, or trash. When you add or remove search fields, your settings are automatically saved and will be present the next time you sign in and access the Documents, Workspaces, or Trash pages. This provides the advantage of not having to remember or reselect your search fields for subsequent searches.

Search fields are stored locally in the browser's cache for each individual library. If you switch to a different browser or to a different device, you will see the default search fields.

Unlocking documents

NOTE:

This option is available only for the Checked Out documents.

Use this feature to unlock a document that has been checked out by a user. This enables other users to open, edit, or check out the document.

To unlock a checked out document:

  1. In iManage Control Center, navigate to CONTENT > Documents.

  2. In the list of search criteria, locate the CheckedOut option, and select Yes. By default, this value is set to Any. Enter any other search criteria to locate the document, such as Doc. Number.

  3. Click Search.

  4. Locate the checked out document that you want to unlock in the list of search results. Checked-out documents are indicated with the images/download/thumbnails/76848818/2020-03-04_9-04-18.png lock icon. Right-click the document and click Unlock.

  5. The Unlock dialog opens with details about the checked out document. Click Unlock again to unlock the document.

Figure: Unlock dialog

images/download/attachments/76848818/2020-03-04_7-42-49.png

Checking effective access

To verify the access rights of a user for a selected document, use the Check Effective Access option. It evaluates all permissions (default security, access permission, group memberships, and role abilities).
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/76848818/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/76848818/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 security

To verify access permissions for 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/76848818/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/76848818/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/76848818/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/76848818/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/76848818/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