Adding new documents

In LogicalDOC, there are a variety of ways that a user can upload documents. The options are described below. It is important to remember that the user must select a folder with write permission to be able to create new documents.

Standard upload

Click on the Add documents icon on the toolbar.

An upload popup window will be shown. You can select one or more files from your PC that you want to place in the current folder. Depending on the configuration of your LogicalDOC, your files can be checked by the antivirus software. and you may not be allowed to upload It is possible that some extensions or large files cannot be uploaded.

Use the option 'Immediate indexing' if you want LogicalDOC to immediately index your new documents (normally documents are indexed in the background).

If you want to upload a folder’s structure, you can upload a .zip file and select the option 'Import documents from ZIP'. However, in this case, the import will be executed separately. You will be notified of the conclusion of the import process by a system message. Once the upload is completed, click on Send and a second dialog box will allow you to enter the metadata that will be applied to the new documents.

Maximum upload size

By default, you cannot upload files larger than 100MB. This setting can be changed in Administration > Settings > GUI Settings > Upload max. size

Drop Spot

LogicalDOC supports a feature called Drop Spot that allows you to drag and drop files and folders directly from your desktop into the documents repository. To activate Drop Spot, simply click on the icon in the documents toolbar.

LogicalDOC Data Source

Now you can drag and drop your files and folders in the square and then click on Upload to start all the transfers. Once you are finished, just close the Drop Spot popup.

Notify Users

Sometimes you wish a set of users to be notified about the new upload, to do so just enter the Notify users tab of the upload dialog and choose what users must be notified.

You can optionally provide your own message that will complete the details sent to the users.

Publishing

You can define the publishing status of each specific document by accessing the Publishing section. To be able to handle the publishing settings you have to belong to the admin or publisher group.

Inside the Publishing panel you have the following settings:

  • Published:  Use this selector if you want to unpublish the document regardless of what is specified in publication dates
  • Start publishing: This field is mandatory and specifies the date from which the document is available
  • Stop publishing: This is an optional date after which the document will be no more available

A document is available for normal users only if it is published and if the current date matches the publishing time frame.

The users in the groups admin and publisher will be always able to see unpublished documents and change the publishing settings.

Alerts on document's events

Alerts are emails automatically sent to users when an event occurs in a document. Users can follow the activity of a document, which means that they will receive an alert when an event occurs on the document itself.

Subscribing to alerts

You can subscribe to one or more documents selecting them and clicking on the Subscribe icon.

In the following dialog box you can choose to be notified about any event or just a selection of them.

Here you can select the events you are interested in and confirm the subscription.

Managing your subscriptions

To manage your subscriptions click the menu Account > Subscriptions

You can see the list of items you are following, so to unsubscribe one of them right-click on it and choose Delete.

Subscribing other users

If you have the Subscription permission in the current folder, you can enter the Subscriptions tab in the document's details panel and subscribe users and groups.

Use the Add Group or Add User control to add the desired users, when you add a new subscription it will be configured to receive alerts of a default set of events but you can change this setting by right clicking on the item and choosing the menu Edit.

RSS updates

You can also follow a document by registering it's RSS feed, just click on the RSS feed icon.

For security reasons you will be asked to provide your credentials.

Annotating a Document

You can add notes on the documents, via the Notes tab. Notes enable users to discuss about the document and its evolution.

All users with read permission can see the notes added on a document.

You can add a new note by clicking on the button Add Note. Put your comment in the editor and confirm with Save.

Editing or deleting a note

You can edit or delete a note you have added before simply by right-clicking on it and choosing Edit or Delete.

Content Annotations

Annotations are post-its or comments placed on the content of documents. You can annotate documents as soon as you can access them, i.e. when you have at least "Read" permission.

To open the editor, click on Annotations, here you can browse the pages and add different annotations.

In the toolbar you find the buttons to add annotations of different shapes: squares, circles, arrows and more.

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Right click on an annotation to open the editor that allows you to change the text and look & feel.

Remember to click the Save button to make persistent all your annotations.

Warning

Due to different technological aspects including the limitations of HTML and the precision with which the numbers are saved in the database, once the annotations are saved, they may be displayed in an inaccurate way.

Scan a Document

You can upload into the system a scan from a scanner connected to the computer by clicking on the Scan a document icon.

Webstart

The scan function is implemented as a Java Application and if you PC runs Windows you have to install the LogicalDOC Webstart launcher

Now, depending on  the configuration of your system you could be required to download a .jar file and execute it(it would be sufficient to double-click on it in case Java has been associated with that extension) or this process could be automated by the LogicalDOC Webstart launcher.

At the end the app is launched and you can see it's window.

Here perform the following actions:

  • click the new scan button (white page icon)
  • choose, through the drop-down menu, one of the scanning options:
    • delete the previous scans, and consider only the following ones
    • append the following scan to those performed previously (recommended if the user wants to create a single document consisting of several scans)
  • click OK
  • the system shows the list of the scanners connected to your computer, so you can choose one and click Select
  • now your scanner's driver starts and the image is loaded in the LogicalDOC window
  • you can rotate it and, if you appended more scans, you can scroll through the images with the appropriate arrows buttons.
  • if the scanning is correct, click on the upload button(green arrow) to send the document into the system
  • choose the document's name and format (PDF, JPG or TIFF).

The document is created in the current folder and you can see it into the documents list grid.