Documents

The "Documents" application template provides you with a system with basic functionalities for filing, managing and versioning documents.

After the import and when using the sample data, the application is configured so that every portal user ("User" role) can upload documents to the server.

Portal users with the "Manager" role can, among other things, create and delete categories for documents, which are helpful for organizing, searching and finding documents.

General

Document

You can upload documents in the "Documents" application template. One document corresponds to one file. You can upload documents in any file formats.

 

Document data records

A document data record is created for every document that you upload.

In addition to the document itself, the document data record also contains information about the file size, the user who uploaded the document (author) and the date on which the document was uploaded. You can also store comments about the document in the document data record.

A document data record must contain at least one document.

In the portal, a document data record looks like this:

Document version

You can upload versions of a document. Document versions are stored in the same document data record.

 

 

In the portal, a document data record with document versions looks like this:

When you click on the title in the document data record, a dialog with the document versions is displayed.

Actions in the portal

Upload documents

Step-by-step guide

To upload a document, please proceed as follows:

  1. Click on UPLOAD ().

    A dialog box for uploading a file is displayed ().

  2. Drag and drop the file onto the designated area of the dialog.

    Or

  3. Click on the designated area of the dialog and then select the file.

  4. Click on UPLOAD.

    A new dialog will appear.

    Enter a title and a category that you want to assign the document to.

    The category will be helpful for finding and filtering documents later.

    You can create and manage categories in the "Manager" role.

  5. (Optional) Add a comment to the document. You can see the comment, among others, in the documents overview. Descriptive comments help you to find out about the contents of a document without having to open it.

  6. Click on SAVE.

    The uploaded document is shown.

Documents with the same file name

You can upload documents with the same file name multiple times. When uploading via the UPLOAD button on the "Documents" page, the application recognizes that a document with the same file name has already been uploaded once.

Click on NEW VERSION () to create a new version of the existing file with the same file name. In this case, the file will be saved in the same document data record as the existing file with this file name.

Click on NEW DOCUMENT () to create a new document data record. There are then two documents or files with the same file name in the "Documents" application. They are stored in two document data sets.

Replace documents

Step-by-step guide

To replace a document in a document data record, please proceed as follows:

  1. Click on the Pencil icon (Edit)().

    A dialog box for editing the document data record is displayed ().

  2. Drag and drop the file that should replace the currently uploaded file onto the designated area of the dialog.

    Or

  3. Click on the designated area of the dialog and then select the file.

    The old file will be automatically replaced by the newly uploaded file.

    (You can also start by deleting the file to be replaced by clicking on the X icon (Delete file) and then uploading the new file).

  4. Click on SAVE.

    You will be returned to the documents overview page.

Upload document versions

You can upload multiple versions of a document. A version of a document is a separate physical file. The "Documents" application template interprets a document as a version of another document after it has been uploaded to the same document data set.

Step-by-step guide

To upload a document version, please proceed as follows:

  1. Click on the title of the document data record ().

    A dialog window will appear.

  2. Click on UPLOAD ().

    A dialog box for uploading a file and entering a comment is displayed.

  3. Drag and drop the file onto the designated area of the dialog.

    Or

  4. Click on the designated area of the dialog and then select the file.

  5. (Optional) Add a comment to the document version. It can be helpful to have notes on the differences in the individual document versions. You can see the comment, among others, in the documents overview. Descriptive comments help you to find out about the contents of a document without having to open it.

  6. Click on SAVE.

    You will be returned to the dialog box where, among other things, the individual document versions are displayed.

    Versioning is performed automatically by the "Documents" application.

  7. Close the dialog box by clicking on the X icon.

    You will be returned to the documents overview page.

    The new document version is displayed in the documents overview. (You may need to refresh).

    You can display the comments entered by clicking on the icon (comment). In the documents overview, the comment for the latest document version is displayed in each case.

    You can view comments from previous document versions by clicking on the title and clicking on the icon for the individual document versions in the dialog box that appears.

Delete documents

In the "User" role, you can delete documents or document records that you have uploaded yourself.

In the "Manager" role, you can delete all documents or document records.

Step-by-step guide

To delete a document, please proceed as follows:

  1. Click on Pencil icon (Edit) ().

    A dialog window will appear.

  2. Click on DELETE ().

    The document data record will be deleted.

    Note If the document data record contains document versions, all document versions are deleted.

    You can find out how to delete individual document versions in section Delete document version.

Delete document version

Step-by-step guide

To delete a document version, please proceed as follows:

  1. Click on the title of the document data record ().

    A dialog window will appear.

  2. Click on the ().

    A dialog window will appear.

  3. Click on DELETE.

Add category

In the "Manager" role, you have access to the "Administration" page where you can create new categories. Categories make it easier to sort and find documents. When you upload a document, it must be assigned to a category. The categories are displayed on the "Documents" page.

Click on the New button to create a new category.

Enter a title and an ID in each case. You can use any characters for the ID.
After saving, the ID can no longer be changed.

Deactivate category, delete category

Categories cannot be deleted manually. They must be deactivated first. The deletion will then be carried out automatically by Intrexx.

In the "Manager" role, you can deactivate categories on the "Administration" page.

To do this, click on Pencil icon (Edit) ().

Activate the "Deactivate category" toggle switch () in the dialog box.

Click on SAVE.

Deactivated categories are automatically deleted by a background job at regular intervals.

More information