Viewing InfoStore items

In order to display InfoStore entries proceed as follows:

Displaying the list view

The list view displays the InfoStore entries in the form of a table.

How to display InfoStore entries as a list:

  1. Select an InfoStore folder in the folder tree.

  2. In the View panel section click on List.

Result: The InfoStore entries are displayed as a list.

For each InfoStore entry the list shows one line with information in the form of icons or text:

Column

Information

Column 1, icon  

The entry is an InfoStore entry.

Column 1, icon 

The InfoStore entry is locked.

Column 2, icon 

The InfoStore entry contains a document. In order to open or save the current document version click the icon. Details can be found in : Opening or saving the current document version.

Title column

The title of the InfoStore entry.

Size column

The file size of the InfoStore entry.

Created on column

The creation date.

Created by column

The name of the creator.

Version column

The current version of the InfoStore entry.

Last modified column

The date of the last change.

Flag column

The flag assigned to the InfoStore entry.

The InfoStore entries are by default sorted by the Title column in ascending order. The column title is highlighted. An arrow icon next to the column title indicates the sort order.

How to change the sort order:

  1. To sort by a column click on the column title.

  2. To change the sort order, click on the column title again.

Result: The sort order is changed.

Note: The first two columns can not be used for sorting.

Displaying the H split view

In the H Split view the overview window displays the content of the selected InfoStore entry below the list of InfoStore entries.

How to display InfoStore entries in the H Split view:

  1. Select an InfoStore folder in the folder tree.

  2. In the View panel section click H split. Result: The overview window is split horizontally. The upper part displays the list view.

  3. Select an InfoStore entry in the list view.

Result: The lower part of the overview window displays the following information about the selected InfoStore entry:

  • The Overview tab contains the following details:

    • Title, Document, Folder name, and Link/URL The document name serves as a link to the current version of the attached document in order to open or download it. Further information can be found in : Opening or saving the current document version.

    • The document details file size, document type, locking, MD5 sum Tip: By clicking the - or the + icon you can open or close the details.

    • Comments on the InfoStore entry below the details

  • The Versions tab contains a list of the versions of the attached document. The view below the list contains detailed information about a version. The view contains a link that allows you to open or download the selected version of the attached document. Further information can be found in : Working with document versions.

  • The lower part of the overview window displays

    • the creator and the creation date of the InfoStore entry,

    • the modifier and the modification date of the InfoStore entry.

Tip: You can move the horizontal separator between the upper and lower part.

Displaying hovers

Hovers are available in the H Split and List view.

How to display an InfoStore entry in the hover:

  1. Move the mouse pointer to an InfoStore entry. The hover opens after a short delay. It displays the General tab.

  2. In order to view additional information click on another tab.

  3. In order to close the hover move the mouse pointer out of the hover.

The hover for an InfoStore entry displays the following information:

  • The General tab. It contains:

    • The InfoStore module icon.

    • The title and the creator of the InfoStore entry.

    • A colored icon for each category assigned

    • If the InfoStore entry contains documents, the version number, the file type icon, and the file name of the InfoStore entry document are displayed.

    • The icons for opening and saving the document.

    • The comments for the InfoStore entry. Depending on the length of the comment text, the hover only displays the first lines. When clicking on the text further lines are displayed. A second click switches back to the original view.

  • The Versions tab. The number in brackets correlates to the number of document versions. If the InfoStore entry contains a document the following elements are displayed:

    • The plus and minus buttons for displaying or hiding details on the document versions.

    • Version number, file type icon, and file names of the documents.

    • Icons for opening and saving the document versions.

Opening or saving the current document version

An InfoStore entry can contain a document with several versions. If this is the case you can perform the following actions:

  • Open the current document version.

    Note: In order to open a document you might need to install additional software.

  • Save the current document version.

How to open or save the other versions is described in : Working with document versions.

How to open or save the current document version:

  1. Open the InfoStore entry in the H Split view. Switch to the Overview tab.

  2. Click on the document name next to Document. A system window opens. It shows the software used for opening the document.

    Note: The design of the system window can vary, depending on the browser.

  3. Decide on an action:

    • If you want to open the document, select Open with. Note: In order to open the document you might need to install additional software.

    • In order to save the document outside of the groupware, select Save to disk.

  4. In the system window click OK.

Tip: Alternatively you can use one of the following methods:

  • Use the respective icons in the hover of the InfoStore entry.

  • In a list view click the icon .

Sending an InfoStore entry

In order to send an InfoStore entry to other users, choose from one of the following possibilities:

  • If the InfoStore entry contains a document, you can send the document as an E-Mail attachment to any E-Mail address.

  • You can send the InfoStore entry as a link to internal groupware users.

How to send the document of an InfoStore entry as an E-Mail attachment:

  1. Open the InfoStore entry in the H Split view.

  2. In the Send panel section click As attachment.

Result: The E-Mail window opens. The current version of the document is entered as an E-Mail attachment.

How to send an InfoStore entry as a link:

  1. Open the InfoStore entry in the H Split view.

  2. In the Send panel section click As link.

Result: The E-Mail window opens. The direct link to the InfoStore entry is entered as E-Mail text.

Note: In order to follow the link, the recipient of the E-Mail needs to have read permission for the objects in the InfoStore folder containing the InfoStore entry. Information on how to set permissions can be found in : Permission management .