Chapter 7. Documents

Table of Contents

Document Folders
Explanation of the Index Structure
Creating Folders
Changing Folder Details
Deleting a Folder
Creating Documents on the Server (Uploading)
Permissions
Document Title
Description
Assigned Version
MIME Type
Retrieving a Document (Downloading)
Changing Document Descriptions and Permissions
Document Write Protection
Sending an E-mail with a Document Link
Sending a File as an E-mail Attachment
Deleting Documents
Deleting the whole Document Entry and all its Versions
Deleting older File Versions
Moving Folders and Documents
Selecting Folders and Documents to be Moved (Defining Sources)
Defining the Destination
Completing the Move
Searching for Documents
Managing Notes with a Document
Linking a Document with other Objects
History
Old Versions

In the Documents module you can upload document files on the server and make them accessible to other users. Other users can view these documents directly or download them. An infinitely expandable folder structure is implemented to simplify document administration. Also, documents with the same name in the same directory receive different version numbers. Users who want to edit a file can lock such files for as long as they are editing them. Other users are then blocked from saving new versions of the same file on the server during that period. This prevents version conflicts from occurring that might otherwise arise.

Both the folder structure in the document directory tree and the individual documents are subject to a special administration system for permissions.

The following topics are discussed here:

The Documents Directory Structure
Creating Folders
Changing Folders
Deleting Folders
Placing Documents on the Server (uploading)
Retrieving Documents (downloading)
Retrieving Documents (downloading)
Deleting Documents and Document Versions
Moving Folders and Documents
Searching for a Document
Managing Notes with a Document
Linking a Document with other Objects
Document History

Document Folders

Explanation of the Index Structure

Figure 7.1. Documents Directory Structure

Documents Directory Structure

A folder structure was implemented to make the task of administering documents straightforward. You can create as many folders and subfolders as you want in different levels. Because of the permission administration, you can only see those folders that you have access permission to. The permission here is hierarchical: this means that if you lack permission for a folder, you are also unable to access its contents, even if the documents and subfolders within it are public. In this case, you also cannot see the contents of folders you have access to as results in a document search.

Folder administration in the document module

Please note that folder administration in the document module of the groupware is completely independent of the general folder structure based on public, released and private folders as these are used in the appointments, contacts and tasks modules.

The directory structure in the document module is organized as follows:

To display the contents of a folder, use the mouse to click on the plus sign in front of the corresponding folder. The plus sign now becomes a minus sign, the folder icon is open and the contents are shown. To close the folder , click on the minus symbol .

If there is neither a plus nor a minus symbol in front a folder, the folder is empty. Besides the structured view for document entries, you can also display all the document entries together as a list. To do this, use the mouse to click on the index card tab List. This gives you the same functional options as are available in the structured view. The printer icon here also allows you to print the list of displayed document entries. Clicking on the icon first opens a form in your browser that is optimized for printing. You can now print out this page as you normally would by using the printing function of your browser. In Internet Explorer™, for instance, the print option is found under the menu item "File | Print". The print function here helps you print out list fields correctly.

Permissions

Please note that you can assign different permissions for each folder and each document. If the folders and the subfolders and documents contained inside have the same permissions, all users with permission can see the complete contents of the folder. If the subfolders and documents have more restrictive permissions than the folder they are in, only part of the contents will displayed to certain users. If the higher-level folder has more restrictive permissions than the folders and documents contained inside, users without permission to access the folder will not be allowed to see the folder or any of its contents.

Creating Folders

Figure 7.2. Creating a Document Folder

Creating a Document Folder

Before you can create a new folder, you first have to find a place to put it. First mark the option button of the folder containing the directory you want to create the new folder in; next, click on the Create new folder button on the right-hand upper edge of the module page. If you do not mark a folder, the new folder will be created at the main level. On the next page, a form appears with questions about assigning permissions and with a field for you to enter a name for the new folder.

Once you click on the Save button, the data for the new folder are saved. Otherwise, you can click on the Cancel button to leave the page without saving.

Changing Folder Details

Please select the folder you want to change from the directory overview by marking its options button. Next, click on the Change button on the right-hand upper edge of the page. A change form now opens to allow you to change the permissions and the name of the folder.

Once you click on the Save button, the modified folder data are saved. If you decide not to save these changes, you can leave the page again by clicking on the Cancel button. You cannot change folders that you do not have write permission for. If you still attempt to make changes to a folder you have no write permission for, the system will generate a brief error message and then automatically return to the directory tree after three seconds.

Deleting a Folder

To delete a folder, you once again have to mark its option button in the directory overview. Next, click on the trashcan button on the right-hand upper edge of the page. The system asks a security question as shown in Figure 1.3. You can only delete a folder if you also have permission to delete it.

Potential hazards of Deleting Folders

Be sure to keep in mind that this method not only deletes the folder itself, but also all the subfolders and all the documents saved inside. You can generally only delete folders that you also have permission to delete. If you do not have permission to edit any of the saved subfolders or documents, instead of getting the security question, an error message appears for around three minutes and you are then returned to the first page of the module with the overview of the directory tree. If the folder appears to be empty, there may still be documents or subfolders inside that you do not have permission to access and thus are not permitted to delete. The root folder is the core folder of the directory hierarchy. This cannot be deleted.

Figure 7.3. Deleting a Documents Folder

Deleting a Documents Folder

If you are sure you want to delete the folder, confirm the security question by clicking the Delete button. If you decide not to continue with this deletion, you can leave the menu again by clicking on the Cancel button.

Figure 7.4. Error Message when Deleting a Folder without Permission

Error Message when Deleting a Folder without Permission