Archiving a selection of documents

Tipically the archiving feature is used those times you want to maintain old or obsoletete contents in your system but you don't want them to be accessible during normal operations.

In LogicalDOC when a document is archived it continues  to exist in the system but it is stored in a different area no more available during folder browsing or searches, this optimizes the performances.

If you are granted the Archive permission in the current folder, just right click on a selection of documents and choose Archive.

You will be required to enter a comment and then confirm. You will see the documents disappear, this proves they were correctly archived.

Archived documents report

The archived documents will only be accessible by a dedicated report in the administration panel and they can be restored in the original location by the administrator of the system

 

 

Stamping a document

Stamp is only allowed in the Documents screen for any document which is a PDF or can be converted to PDF. In order to stamp a document it is necessary to have working integration with 3rd party software as described in the installation guide.

If you have the write permission, select a document and click on the Stamp icon of the tool bar.

 

A dialog box allows you to choose one of the stamps assigned to you.

Please select one and click on Apply, now the stamp is printed in the document and a new stamp icon appears on the left.

You can click on this icon to download the PDF conversion with the recently applied stamp.

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The users in the groups admin and publisher will be always able to see unpublished documents and change the publishing settings.

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 and a semi-transparent rectangle will appear. You will now be able to start dropping files and folders from your computer over the drop area. They will be automatically imported as new elements in the current folder. It is important to remember that to be able to import folders, you need the following permissions in the current folder: Write, Import, and Add Folder.

Once you are finished, you can close the drop spot by clicking on the red upper right corner.

Make sure to have Java installed

The Drop Spot is implemented with a Java Web Start. It is important to ensure that your client is properly configured for the execution of Java applications.

The first time you use Drop Spot, you have to confirm a set of security permissions.

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" right.

To annotate a document click on Annotations in the popup window go to the right page, select a text and click on the Add Annotation button. Type your comment.

You will see the text highlighted and the new note is added on the left. If you have many annotations just move the mouse on the highlighted text and the relative annotation will be evidenced.