Documents

Workspace > All Items > Documents

The Documents object contains electronic files, graphics, photos, images, presentations, spreadsheets, or templates that are stored or referenced in the platform.

Working with Documents and Folders

Users that have the Customize Objects permission can create Folders and administer Folder properties

Considerations

• Documents can be shared with other Users, attached to individual records within the platform, or attached to email messages or email templates
• Documents are accessed via the Documents tab or the Documents Widget
• Older versions of Documents can be automatically backed up
• Documents can be organized into Document Folders

• Access rights can be specified for both documents and folders

• When a folder is created by a user, the user becomes the owner of the folder

• Owners have administration rights to the folder, and can define Visibility Controls
• To do so (that is, to share a folder with others), the user must have permission to Make Views/Reports Visible to Others.

• Any "child" folders take on the rights of the parent folder, unless otherwise adjusted.
• To create a folder, click [New Folder]
• To modify a folder, click [Folder Properties]

Learn more: Document Folders

View a Document

Users can view documents that have been loaded to the Documents Tab. Visibility Controls determine which documents or folders are visible to each user.

To View a Document:

1. Open the Documents object
2. Choose from one of the following options:
   • Click the title of the document to view details about the document
   • Click a Document Folder, and then click the name of a document to open it
3. View and verify the information under the Documentation Information

You can then perform any of the following tasks:

• Edit Document to edit the document information
• Upload New Version to upload an updated version of the document
• Delete to delete the document from the database
• Download to download the document from the database
• Email to email the document to a contact or another user

Link to a Document

To generate a link to a document, you must make it Public.

To make an uploaded file Public:

1. Workspace > All Items > Documents
2. Click [Edit]
3. Click the checkbox to make it a Publicly Available Document
4. Click [Save]

The image properties section for a public document contains the field, URL for Public Document, that contains a URL you can use to reference the document. That URL can then be put into an email, used as a bookmark, or put into a JSP/Html Page.

The generated link looks like this (with newlines added for readability):

https://{domain}/networking/RepositoryPublicDocDownload
   ?id={document_id}
   &cid={company_id}
   &encode={media_type}

where:

• document_id - The unique identifier for the document.
• company_id - The unique identifier for your instance of the platform
• media_type - Identifies the file's Media Type. For example, image/png or text/plain.

Download a Document

Users can download a copy of a document to a local file on a computer.

To Download a Document

1. Open the Documents object
2. Click the name of the document, or open the folder in which it resides and click the document
3. Click the [Download] button
4. Click the [Open] button to open and view the file,
   or click the [Save] button to save the document to another location

Manage Documents

Add a New Document

New documents can be added to the platform, which enables the document to be shared with other users. The document can be included as an attachment in email messages or associated with records. Documents can be organized in folders, which can be nested to created a hierarchy of document folders.

To Add a New Document:

1. Open the Documents object
2. Click the [New Document] button
3. Complete the following information for up to five documents:

   File

   Click the [Browse] button to select the file to upload

   Title

   Name of the document

4. Click the [Upload] button to upload the selected document(s)
5. Click the [Close] button after the files have been uploaded

The new document(s) appear in the Documents page.

Delete a Document

When a document is no longer needed, it can easily be deleted.

To Delete a Document:

1. Open the Documents object
2. Click the document name to open the record
3. Click the [Delete] button to delete the document

The document is moved to the Recycle Bin.

Delete Multiple Documents

To Delete Multiple Documents:

1. Open the Documents object.
2. Click the check box next to the document(s) to be deleted.
3. At the end of the list of documents, click the [Delete] button.

Edit Document Information

After a document is added to the Documents Tab, these items can be modified:

• Document Title
• Availability (make the document public, or revoke public viewing rights)
• Document Description

To Edit Document Information:

1. Open the Documents object
2. Select a document
3. Click the [Edit] button, and provide the following information:

   Title

   The title of the document

   Publicly Available Document

   Checkbox

   • If checked, this document is publicly available outside of the platform as a Web link (required for documents that will be used in email messages and email templates)
   • If unchecked, this document is available only to Users with the Visibility Controls necessary to view the document

   Description

   Text that describes what information the document contains, its purpose, or other notes about the document.

4. Click [Save]

Upload a Document

Users can upload new versions of a document, while maintaining original documents. This provides version control to log previously uploaded information.

To Upload a New version of a Document:

1. Open the Documents object
2. Select a document
3. Click the [Upload New Version] button
4. Click the [Browse] button to select the new version of the document to upload
5. Optionally, enter a Comment
6. Click [Save]

Move Documents

To Move a Document to a Folder:

1. Open the Documents object
2. Click the check box next to the document(s) to be moved
3. At the end of the list of documents, in the Move to field , select a destination folder.
4. Click the [Go!] button

Email a Document

1. Open the Documents object
2. Select a document
3. Click the [Email] button
4. Complete the information in the required fields

   • The document is automatically added as an attachment to the email message

5. Click the [Send] button to send the email with attachment(s)

Learn more: Email

Customize the Documents Object

Settings > Administration > Global Resources > System Objects > Documents

Because the Documents object plays such an important role in the platform and is embedded in many processes, very little modification of the Documents object is permitted.

It is possible to add fields to the Documents object, which will appear in the Document record. These fields are available as Filter and Sort parameters in Views and Reports.

Users that have the Customize Objects permission can define custom fields for documents

Considerations

• A maximum of 10 custom fields can be created
• Fields in documents can be reordered
• Fields are accessed while creating/updating a document, notes or attachments

Add a Field

To add a field to the Documents object:

1. Click Settings > Administration > Global Resources > System Objects > Documents
2. Choose one of the following options:

• Click the [New Field] button, using instructions at Add Field
• Click the [Reorder] button to change the order of the fields

The added field(s) appear in the Additional Information Section of the document record.

Reorder Fields

To reorder fields:

1. Click Settings > Administration > Global Resources > System Objects > Documents
2. Click the [Reorder Fields] button.
3. Use the Arrow Buttons to change the order of the fields.