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Browse Support
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IntraNet Applications - Document Manager
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The Document Manager provides an excellent interface for managing, viewing, updating, approving and sharing files within your IntraNet community.
From within the Document Manager you may create, rename, upload, edit and approve files. Select an option from the list below for details on Document Manager features.
Creating a File
From the Document Manager interface you may create a rich text/html file using the IntraEditor application. Simply select 'Create File', and away you go!
The IntraEditor works similarly to other wordprocessor applications. You may format your text using different fonts and colours, text justification and alignment. You may also include pictures and tables to best organize your information.
Uploading a File
Uploading a file to your IntraNet will allow you to share documents, images, spreadsheets and much more, with just a few clicks! Any type and size of file may be uploaded to the IntraNet, however, if the System Administrator wishes, they may decide to impose a limit on file size. This is done in System Settings -> General Settings and will be displayed in Kilobytes (Kb).
Click on the 'Upload File' button to bring up a new window which will allow you to enter the information for the file you are uploading:
After you have selected the file to be uploaded, you may enter a description for your file and any keywords to be associate with it. Click 'Upload' to complete the process.
When the file has been successfully uploaded you will now see the list of files in the Document Manager or Folder you have selected. You will also see sub-folders that the Folder or Document Manager contains.
Editing a File and Versions
From the Document Manager interface you can select a document to edit by simply selecting it from the list.
You must have the application available that was used to create the file, for example, if you upload a Microsoft Word document to your IntraNet, you must have Word installed to edit the document.
Files that have been created using IntraEditor will be viewed when selected. You may then select 'Edit' to bring up the IntraEditor to allow you to edit your document.
When you have completed editing a document you will then save it using the application used to create it. When you close the application you will then be asked how you would like your changes reflected on your IntraNet:
1. Overwrite Existing File - Replaces the old file with the new one.
2. Create a new Version - Retains old/er versions and adds a new version with the changes.
3. Cancel - Cancels the Save action - no changes to any file are made.
Selecting the Information icon (Blue 'I') will show the user with a complete record of a document's history, attachments, description, keywords, size, type and version. You may select a Version from the Version History, located in the drop down box adjacent to the title. You many then view or edit the file as normal.
Creating a Folder
Creating a Folder within a Document Manager couldn't be easier! Simply select the 'Create Folder' button, choose a name and a icon, and et voila!
Folders are always listed at the top of the Document Manager contents list.
Renaming a File
Renaming File is done as follows:
1. Select the File/s you wish to rename by checking the corresponding checkbox/es.
2. Click the button marked 'Rename'. You will now be shown a new window which will contain the names of the Files you wish to change and a textbox for each to change the name:
3. When you are satisfied with your changes, select 'Save' to confirm changes.
Cut, Copy, Paste or Delete a File
Basic File functions are all available in the IntraNet environment. Simply check the checkbox next to the file/s on which the action is to be performed and select it using the buttons provided.
File Information
IntraNet allows the User to add associative information to files that are stored within it's database. This allows for quicker searching, accurate documentation and File indexing.
Keywords and Descriptions
Descriptions are exactly as the name says - a brief synopsis of what the file contains and it's purpose. The Keywords also provide a brief description, however you may choose to add extra words or phrases here to aid with searching.
Both Keywords and Descriptions can be created when a File is created OR uploaded. You may also edit them at any time by going into the File Information.
Folders do NOT have Keywords or Descriptions.
Upload an Attachment
IntraNet allows you to attach a file to another file, much the same as an email attachment. This attached file will not show up in the Document Manager and will only be available to view via the File Information. In order to attach to a file, you must:
1. Select the File Information section of the File on which you wish to make the attachment. Do this by selecting the blue 'I' icon in the 'Info' column.
2. Select 'Upload Attachment', adjacent to the 'Attachments' box title.
3. In the new window, browse for the file you wish to upload using the 'Browse' button or, alternatively, enter the name and path manually in the textbox provided.
4. Enter a title for your file. This is what will be shown in the list of attachments.
You may select an attachment from the list by clicking on it's title. This will allow you to view any attachments you have included with your file.
File Approvals
Approvals are an excellent IntraNet feature that provides a way to ensure that any files stored on your IntraNet are ready for release to either customers or employees. To approve a File simply select 'Approve' in the File Information screen and a green 'Thumbs Up' icon will appear in the file's 'Approvals' Column.
Each file version may have one Approval that can be removed at any time by going into File Information and selecting 'Clear Approvals' in the Item Change History. The Approval will now be displayed in the 'Approvals' column of the Document Manager.
A file may also be 'Disapproved' if the user wishes. This will be shown as a red 'Thumbs Down' icon in the file's 'Approvals' column. Disapprovals can be removed in the same way as Approvals.
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