Working with Documents

Editing the content of a document

LogicalDOC handles the modifications of content through check-out/check-in cycles. However, these changes are only possible if you have the Write permission in the folder where the document is stored. The check-out operation locks the document so that other users cannot alter it while you are editing it. When you are finished with the editing, you will confirm your modifications by checking-in the new content. The check-in will also unlock the document so that other users will be able to edit it. Each time that you check in content, a new version is automatically created. All the past versions of the document are accessible in the Versions tab and available for download, preview and comparison.

A number of possible ways of editing the document's content are presented below.

Standard Check-out

Right-click on the document you want to edit and select the item Checkout

The document is now checked-out and the proper icon appears indicating its status. Once checked-out, you are the only person who can alter the document. The other users can only access it in read-only mode. This mode allows you to download the file to your PC and to edit it locally. Once you have made all the required modifications, right-click again on the document and select Checkin.

A dialog box will now appear to guide you in uploading a new file. Use the option 'Major Version' to mark this update as a major version (this will increase the version number, e.g., 1.0 -> 2.0).

Bulk Checkout

You can edit more documents simultaneously and automate the check-out/check-in operations by selecting the desired documents and then clicking on the Bulk Checkout toolbar icon.

Webstart

The bulk checkout function is implemented as a Java Application and if your 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 its window.

All the documents will be checked-out, and a popup window will show you the list of the files that you are currently editing. To modify one of the files, just double-click on it. The file will be opened in your local editor. This allows you to edit one or more files multiple times. LogicalDOC will automatically detect if an element was modified locally.

Activate sid in request

To successfully display the popup window, you need to activate the "Allow sid in request" parameter inside Administration > Security > Security

To confirm the modifications in a particular document, right-click on it in the Bulk Checkout window and select Checkin. To finish this editing session, you should close the Bulk Checkout window. This will unlock all the selected documents.

More options

You can also edit your documents with:

You can work on documents by accessing the Documents area. Click on a folder in the browser, and on the right side, a grid will show you all the documents that it contains.

The documents grid allows the selection of multiple elements, while a contextual menu will show all the allowed operations on the selection.

If you click on a single document, a set of panels will appear below, showing you all the metadata.

The first 100 records are shown by default. However, this can be changed by using the Display button of the toolbar. For each record, a set of icons will show the status of the document, indicating if it is already indexed, checked out, signed, etc.

The following are the most important status icons:

	Document indexed and full-text searchable
	Document is immutable and cannot be altered
	Document locked. Only the administrator or the owner can unlock it
	Document checked-out. Only the owner can perform a check-in, uploading a new revision
	Document signed. By clicking on the icon, you download the signed copy
	Document protected by password
	Document is bookmarked
	The document contains a stamp. By clicking on the icon, you download the stamped copy
	Document embedded and ready for semantic search

Bookmarks

Bookmarking documents allows you to quickly access your most important files. To add new bookmarks, select the desired documents, and click on Bookmark in the following drop down menu.

Once a bookmark has been created, it can be found in the general Bookmarks section of the expanding tabs located on the left side of the screen. There you will see a complete list of your bookmarks. Clicking on a bookmark will take you directly to the document. To edit or delete existing bookmarks, right-click on the item that you wish to modify, and select the desired action from the drop-down menu.

Locking and Password Protection

Lock / Unlock

If you want to protect the document so that no other users can make changes to it, use the Lock item from the context menu. This means that until it is unlocked, no other user can modify it. Once locked, a padlock icon appears.

If you want to unlock a document you previously locked, simply select it and use the Unlock item.

Only the owner of the lock or the administrators can unlock a document.

Password Protection

If you want to protect the document with a password so that only the users that know that password can access it, use the Set password item from the context menu. This option is only available if you have the Password permission.

In the dialog box, enter your password and press Ok. Once protected, a key icon appears.

Now, when a user selects this file, he has to provide the password to access it. Only the administrator can remove the protection by selecting the file and choosing the option Remove password.

Info

The Lock only prevents users from modifying the content, but they continue to be able to access it. On the contrary, the Password Protection forbids the access at all, if you do not have the password.

Downloading documents

In order to download a document or convert it to PDF format, you must have the Download permission.

Download

If you want to save a document in the local computer without making any changes, you can right-click on a document and select the Download item. Remember that once you have the file in your desktop, it is a mere copy of the original content stored in LogicalDOC, so your modifications will not be replicated in the system.

You can also download a set of documents as a single .zip archive. Just select some documents, right-click on them and choose Download.

Download Ticket

The Download Ticket is a special link generated by LogicalDOC you can then freely distribute to give access to a specific document to people not registered in the system. The download ticket may have an expiration time and if someone clicks on this link, the document will be downloaded directly from the repository. Find more in the dedicated manual page.