Working with Documents - LogicalDOC Documentation

Versioning

Each time a document is changed, the current version is saved, and a new one is generated that becomes the actual version. You can inspect all past versions in the Versions tab.

Version and File Version

In reality, two versions are maintained: the Version itself changes whenever a change is made to the document, whether in the content or in the metadata, while the File Version changes only following the check-in of a new revision of the file.

If you change something in the metadata, the Version changes, but the File Version stays the same.

If you check in a new revision of the document, then the Version gets increased and the File Version is set equal to Version.

Major and Minor versions

Both Version and File Version are composed by two numbers separated by a dot, the number on the left is called major and the number on the right is called minor: major.minor

Some version samples: 1.0, 1.1, 1.2, 1.345, 2.0, 2.2 ...

When you change something in the metadata, the minor gets increased by one, so if the current Version is 1.10 it becomes 1.11

When you check in a new major revision, the minor is set to 0 and the major get increased by one, so if the current Version is 1.10 it becomes 2.0 and the File Version becomes 2.0

When you check in a new minor revision, the minor gets increased by one, so if the current Version is 1.10 it becomes 1.11 and the File Version also becomes 1.11

Maximum number of versions

By default, there is no limit in the number of versions, but in Administration > Settings > GUI Settings you may set the Max Versions setting that defines the maximum number of versions to maintain for each document within the whole repository.

You can also overwrite that general setting at workspace level.

If you set a maximum versions number, then just the given number of most recent versions are maintained, while the oldest one gets removed.

Version Promotion

Sometimes you want to restore a past version and make it the current one. To do so, right-click on the version you want to promote and choose Promote.

Revision

While Version and File Version are automatically handled by LogicalDOC, you can implement your own versioning by using the property Revision.

By default, the Revision is kept the same as the Version, but you can manually edit it or even create an auto-revisioning scheme.

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 3^rd 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 toolbar.

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.

Electronic Signature

If you saved an electronic signature into your profile, then you can stamp it inside the document by choosing the special stamp called signature-your_username, for instance if your username is john, then your electronic signature will appear as a stamp called signature-john.

Visual positioning

If in the stamp selector you also choose the Visual positioning option, you will be asked to position and size the stamp area inside the document.

Extracting fields using the OCR

LogicalDOC allows the extraction of fields from your scans using barcodes or OCR zones. The prerequisite is that the document must be assigned to a template that define a list of extended attributes.

Extract the fields with the Zonal OCR

In the Capture tab open the OCR Template drop-down list and select one of the OCR templates available for the document's template and save.

Now you an click on the Process button to start the elaboration, at the end just open the Ext. Properties tab to see how the fields were extracted.

Extract the fields with the Barcodes

In the Capture tab open the Barcode Template drop-down list and select one of the barcode templates available for the document's template and save.

Now you an click on the Process button to start the elaboration, at the end just open the Ext. Properties tab to see how the fields were extracted.

Reading Confirmation

Sometimes it is necessary to have evidence that a colleague has completely read a certain document, for example an important contract, a project or a medical diagnosis. With LogicalDOC you can invite one or more colleagues to read a document and the system takes care of checking that this happens and notifying you if necessary. If you have the reading request permission, select a document and click on the Request reading icon of the toolbar.

A dialog box allows you to choose the recipients to send the request to read the selected file.

You may write a message to include in the notification sent to the recipients, and optionally ask to be notified when the document has been read. The selected users will be notified about this your request, and they can enter the dashboard to see all the reading requests:

Each row of the panel refers to a reading request and in the preview panel you can read the document, as soon as you have displayed all the pages the Confirm reading button appears.If you click on that button, the reading gets confirmed.

When a user confirms the reading of a document, the requestor will be notified and can check the status of all his reading requests in the dashboard: