Hornbill: Document Manager – Creating Documents
Action Bar
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- Each Document comes with its own Timeline to allow users to discuss, plan, and collaborate. The Comment option in the Action Menu allows you to add a new comment to the Timeline discussion.
- The Share option allows you to share your document with other users that are helping write or review the document.
- The Upload action lets you upload a new version of the document.
- Providing ownership ownership of a document helps ensure that the document is maintained and managed. Handover of documents can sometimes occur. For this the Change Owner option lets you assign the document to another owner.
- Collections are used to help organize your documents and make them easier to find within your Document List. Use this Action Item to add this document to one of your existing Collections.
- Create a review activity for the document
- Three different statuses are available: Draft, Active, and Retired. Draft documents will normally indicate that they are still being worked on and are not ready for consumption by a user. Active documents are deemed ready for publishing to a Library. Once a document is active, the Publish option is made available. Retired documents will be hidden from any Library that it is currently associated with.
- The Publish action is only available on a document once the status of the document has been set to Active. Once a document is Active you can then publish it to one or more libraries.
- Under the More menu you have the ability to Delete a document or Lock/Unlock a document
Lifecycle Processes
Invoke a lifecycle process to automate the management of the documents lifecycle. Typical examples of document lifecycle processes include:
- Publishing a Document to a library
- Approvals
- Status Changes
- Publishing
- Managing documents amends and approvals
- Retiring documents and removing them from libraries
- Managing review dates
Lifecycle processes can be configured in the admin console
Opening / Downloading / Checkout File for Editing
If the document you are viewing has been Uploaded you will see options to:
- Open - This will download the current version of the document
- Checkout for Editing - This will also download the current version of the document but will also lock the document preventing other users from checking the document out the current version of the document for editing
- If checking out for editing, when finished you can upload a new version and Unlock the document from the More drop down option
If the document you are viewing has been created in document manager you will see the option to Open, this will open and display the document and provide the following options:
- Edit - Open the document for editing. If you save changes to the document whilst editing, this will create a new version of the document and add the previous version of the document as a revision (if revision tracking was enabled for the document
- Details - Switch back to the details view of the document
- Full Screen - Display the document in full screen mode
- Print - Allow for the printing of the document
- Toggle View - Switch between the full screen mode and normal view mode
Revisions
Version Tracking - for documents where revision tracking was enabled, a Revisions section will hold all previous versions of the document. Users who have rights to the document will be able to open / download any previous versions of the document
- Revisions are added in two different ways depending on the type of document which has been created:
- Uploaded Documents - Each time a new Upload is added to the document, the previous active version is added to the revisions history and the new upload becomes the live version
- Created Documents - If a document has been created using Document Manager's text or drawing document options, each time you save changes to the document, this will create a new live version of the document, and the previous live version is added to the revisions history.
Timeline
The Timeline (activity stream) on a document plays two roles, firstly it acts as an audit trail for changes to the document, such as new revisions added, or the ownership of the document has changed, as well as recording any changes of rights assigned to users the document has been shared with.
As well as acting as an audit trail it also provides an environment for users who have rights to the document to be able to collaborate on the content of the document, discuss changes or additions they would like to make. As with all activity streams all collaboration in the form of posts and comments is recorded and supports embedding rich media content like images, videos etc as well as supporting wiki mark up.
- Follow - Use the follow option to see updates to the document timeline appear on your newsfeed
- Mobile - Follow updates on your native mobile, as well as contribute to collaboration on the document via the documents timeline on the go
Tags
Add tags to your document to help with searching and organising.
- Use the Global search to find documents based on Tags
- Create self organising collections of documents based on documents with specific Tags
- Filter and find documents in Libraries based on Tags
- View All Documents you have access to through a Tag Cloud View
Activities
Create Activities relating to the management of the document.
- View and receive notifications relating to document activities in your My Activities views, and on your mobile app.