Difference between revisions of "My Documents"

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==Introduction==
 
==Introduction==
−
My Documents is where you can upload, create, or manage documents that you can then share and collaborate on with other Hornbill Users. When your document is ready you can then publish the document and share in one or more libraries.  This is a great alternative to storing files in network shares or passing documents around by email.  Collaborate, schedule reviews, store revisions, and much more.
+
My Documents is where you can upload, create, or manage documents that you can then share and collaborate on with other Hornbill Users. This is a great alternative to storing files in network shares or passing documents around by email.  Collaborate, schedule reviews, store revisions, and much more.
 
   
 
   
  
Line 14: Line 14:
  
 
== Related Articles ==
 
== Related Articles ==
 +
:* [[Documents]]
 +
:* [[Libraries]]
 +
:* [[Collections]]
 +
:* [[Document Manager Mobile]]
  
 
|}
 
|}
  
−
{{#ev:youtube|CwzrBU8d4Sg|300|right|<div align="center">'''Hornbill: Document Manager – Creating Documents '''}}
+
==Creating Documents==
 +
 
 +
There are four different document types which you can create / upload
 +
 
 +
* Use the '''New Text Document''' button to create a new document in Document Manager
 +
* Use the '''Upload Document''' button to add an external document to Document Manager
 +
:* The Maximum upload size is set by default to 10MB - this can be increased if required on your instance using the following system setting in the admin console - communications.maxfileUploadSize
 +
:* By Default the following file types are not permitted to be uploaded - exe, bat, cmd, js, and vbs. These can be changed and added to on your instance using the following system setting in the admin console - security.fileUploadRestriction.webdav.types
 +
* Use the '''New Drawing''' button to create a new drawing in Document Manager
 +
* Use the '''External Link''' button to create a document which opens an external link from a document in Document Manager (N.B. this option only links to the document and there is no integration with the document repository. For example, permissions need to be managed separately).
 +
:* Add the external link
 +
:* Add a title / description for the document
 +
:* As with any other type of document, users will be able to search for the external link document by it's title / description and any tags it has been given
 +
 
 +
==Views==
 +
{{#ev:youtube|ZKEdVAr1xd4|400|right|<div align="center">'''Hornbill Document Manager – All My Documents '''</div>}}
 +
The navigation options on the left hand side allows you to view documents in the right hand side view.
 +
 
 +
===My Documents===
 +
 
 +
In this section you can select to view documents which fall into the following areas:
 +
 
 +
* '''Home View''' - This option allows you to revert the document list view to that which you have set as your '''Home View'''
 +
* '''All My Documents''' - This option shows you all documents which you either own or have been shared with you
 +
* '''Documents I Own''' - This option will only show you documents where you are set as the owner
 +
* '''Unorganised Documents''' - This option will show you documents which you either own, or have been shared with you and are not already added into a '''Manual''' collection
 +
* '''Documents Due For Review''' - This option will show you any documents where the '''Review''' date is either due today or is overdue
 +
 
 +
===Collections===
 +
 
 +
In this section you can select to view documents which you have grouped into collections either using the '''Self Organising Tags''' option or the '''Manual''' add to collection options
 +
 
 +
* Available collections will be listed
 +
* Use the '''+ New Collection''' to create a new personal document collection
 +
 
 +
===Libraries===
 +
 
 +
In this section you can select to view documents which have been added to libraries which you have the rights to view
 +
 
 +
* All libraries which you have the rights to view will be listed
  
 
== Document List ==
 
== Document List ==
  
−
:* Filter
+
The Document List displays the documents based on the chosen view from the right hand side
−
:* Status Filter
+
 
−
:* Views
+
===Document Info and Options===
−
:* Upload
+
 
−
:* Create
+
Each document which is displayed will display the document name, description, who the document owner is, when it was created and last updated.  You also have the option to perform the following actions from the document list:
 +
* '''Open''' - Open the document
 +
* '''Properties''' - Be taken to the properties of the document where you can manage and collaborate on the document
 +
* '''Add To Collection''' - Choose to add the document to any '''Manual''' type collections you have (this option will not be displayed if you do not have any manually organised collections created)
  
−
== Managing Documents ==
+
===Filters, Views and Ordering===
  
−
:* '''Collaborate'''
+
Use the following filters, views and sorting options to manage which documents will be displayed
−
:: Each Document comes with its own Timeline to allow users to discuss, plan, and collaborate.  The ''Comment'' option in the Action Menu allow you to add a new comment to the Timeline discussion.
 
−
:* '''Share'''
 
−
:: The Share option allows you to share your document with other users that are helping write or review the document. 
 
−
:* '''Upload'''
 
−
:: The ''Upload'' action lets you upload a new version of the document.
 
−
:* '''Change Owner'''
 
−
:: 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.
 
  
−
:* ''Download Documents''
+
{{bullet1|Quick Search|Use this option to filter the documents based on keywords in the document title or description}}
−
:* ''Version Tracking and ability to create new versions or update documents''
+
{{bullet1|Status|Use this option to only display documents which are in '''Draft''', '''Active''', '''Retired''' or a combination of the three}}
−
:* ''Share documents with other users with full access''
+
{{bullet1|View|Toggle between the '''List''' and '''Thumbnail''' options to display the documents in list or thumbnail views}}
−
:* ''Lock documents if you are making changes to them''
+
{{bullet1|Order By|Use this option to order the documents by, and sort these by ascending or descending order.}}
−
:* ''Manage the life of a document from draft/active/retired''
+
::* Title
−
:* ''Publish Active Documents to a [[Libraries|Library or Libraries]]:
+
::* Owner
−
:* ''View a list of your active or draft documents and filter by those that you own and those that have been shared with you''
+
::* File Type
−
:* ''Add and Remove Tags from documents
+
::* Creation Date
 +
::* Last Updated
 +
{{bullet1|Home View|Use this option to '''Set'''  or return to your Home View}}
 +
{{bullet2|Set current view as my home|Use the drop down option to set the current view as your home view}}
 +
{{bullet2|Home|Use the home icon to switch your current view to your '''home''' view }}
 +
{{bullet1|Refresh|Use this option to manually refresh the content of the current view}}
  
−
== Collections ==
+
===Library and Collection Specific Properties===
−
:* ''Organize your Documents in Collections
 
  
−
== Libraries ==
+
When viewing documents from a library or collection an additional '''Cog''' option will be displayed on the tool bar options:
−
:* ''View a list of documents in any Library available''
 
  
 +
{{bullet1|Collection view Cog|This will allow you to view the properties of the collection view.  In the case of a '''Self Organising''' collection it will show you which tags are used to make up the view, and allow you to edit the collection properties}}
 +
{{bullet1|Library view Cog|This will allow you to view the properties of the library, it will show the library title and description as well as who the library has been shared with (users, roles, groups)}}
 +
{{bullet1|Tag Filtering|When viewing a library of documents, you can filter the documents in this library to only those which carry specific tags by selecting the tags you wish to apply}}
  
 
[[Category:Document Manager]][[Category:Videos]]
 
[[Category:Document Manager]][[Category:Videos]]

Latest revision as of 10:25, 6 October 2020

Home > Document Manager > My Documents

Introduction

My Documents is where you can upload, create, or manage documents that you can then share and collaborate on with other Hornbill Users. This is a great alternative to storing files in network shares or passing documents around by email. Collaborate, schedule reviews, store revisions, and much more.


Related Articles

Creating Documents

There are four different document types which you can create / upload

  • Use the New Text Document button to create a new document in Document Manager
  • Use the Upload Document button to add an external document to Document Manager
  • The Maximum upload size is set by default to 10MB - this can be increased if required on your instance using the following system setting in the admin console - communications.maxfileUploadSize
  • By Default the following file types are not permitted to be uploaded - exe, bat, cmd, js, and vbs. These can be changed and added to on your instance using the following system setting in the admin console - security.fileUploadRestriction.webdav.types
  • Use the New Drawing button to create a new drawing in Document Manager
  • Use the External Link button to create a document which opens an external link from a document in Document Manager (N.B. this option only links to the document and there is no integration with the document repository. For example, permissions need to be managed separately).
  • Add the external link
  • Add a title / description for the document
  • As with any other type of document, users will be able to search for the external link document by it's title / description and any tags it has been given

Views

Hornbill Document Manager – All My Documents

The navigation options on the left hand side allows you to view documents in the right hand side view.

My Documents

In this section you can select to view documents which fall into the following areas:

  • Home View - This option allows you to revert the document list view to that which you have set as your Home View
  • All My Documents - This option shows you all documents which you either own or have been shared with you
  • Documents I Own - This option will only show you documents where you are set as the owner
  • Unorganised Documents - This option will show you documents which you either own, or have been shared with you and are not already added into a Manual collection
  • Documents Due For Review - This option will show you any documents where the Review date is either due today or is overdue

Collections

In this section you can select to view documents which you have grouped into collections either using the Self Organising Tags option or the Manual add to collection options

  • Available collections will be listed
  • Use the + New Collection to create a new personal document collection

Libraries

In this section you can select to view documents which have been added to libraries which you have the rights to view

  • All libraries which you have the rights to view will be listed

Document List

The Document List displays the documents based on the chosen view from the right hand side

Document Info and Options

Each document which is displayed will display the document name, description, who the document owner is, when it was created and last updated. You also have the option to perform the following actions from the document list:

  • Open - Open the document
  • Properties - Be taken to the properties of the document where you can manage and collaborate on the document
  • Add To Collection - Choose to add the document to any Manual type collections you have (this option will not be displayed if you do not have any manually organised collections created)

Filters, Views and Ordering

Use the following filters, views and sorting options to manage which documents will be displayed

  • Quick Search
Use this option to filter the documents based on keywords in the document title or description
  • Status
Use this option to only display documents which are in Draft, Active, Retired or a combination of the three
  • View
Toggle between the List and Thumbnail options to display the documents in list or thumbnail views
  • Order By
Use this option to order the documents by, and sort these by ascending or descending order.
  • Title
  • Owner
  • File Type
  • Creation Date
  • Last Updated
  • Home View
Use this option to Set or return to your Home View
  • Set current view as my home
Use the drop down option to set the current view as your home view
  • Home
Use the home icon to switch your current view to your home view
  • Refresh
Use this option to manually refresh the content of the current view

Library and Collection Specific Properties

When viewing documents from a library or collection an additional Cog option will be displayed on the tool bar options:

  • Collection view Cog
This will allow you to view the properties of the collection view. In the case of a Self Organising collection it will show you which tags are used to make up the view, and allow you to edit the collection properties
  • Library view Cog
This will allow you to view the properties of the library, it will show the library title and description as well as who the library has been shared with (users, roles, groups)
  • Tag Filtering
When viewing a library of documents, you can filter the documents in this library to only those which carry specific tags by selecting the tags you wish to apply
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