browse.html
7.12 KB
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
<html>
<head>
<title>Browse Documents</title>
</head>
<body>
<h2>Browse Documents</h2>
<p>You use the Browse Documents section to navigate the
repository either by folder, by document type, or by lookup value the
default is browse by folder.</p>
<h3>Folder Actions</h3>
<p>You use the Folder Actions buttons to:</p>
<ul>
<li>Add new folders.</li>
<li>Add multiple documents to the repository at once
either by uploading a zip file (bulk import), or by specifying a server path
(bulk upload) to a location to upload all the documents and files at that
location to the repository.</li>
</ul>
<h4>Subscriptions</h4>
<p>Subscribing to a folder allows you to receive notifications
that tell you when that folder is modified. An email notification is sent to you
if you have provided your email address when subscribing. Your alerts and
notifications are also displayed on the Dashboard. </p>
<h4>Search</h4>
<p>KnowledgeTree provides three versatile search options
simple (quick) search, advanced search, and saved searches. Search is
permissions-based, so the system only returns items that the logged in user is
allowed to access. </p>
<p> </p>
<h5>Simple (quick) search</h5>
<p>Specify a search term to search all text - including
document metadata and the contents of the following file types (if your
administrator has configured these options): MS Word, MS Excel, MS PowerPoint,
Adobe PDF, and Plain Text files.</p>
<h5>Advanced Search</h5>
<p>Define criteria to launch a detailed Boolean search of the
repository. This search allows more detailed search requests (using document
metadata). For example, you can search for all MS Excel documents containing the
word 'Invoice'.</p>
<h5>Saved search</h5>
<p>The saved search function allows KnowledgeTree
administrators to pre-save useful advanced searches. For example, you may want
to save a search that shows all documents in a completed state of a workflow.
Saved searches save time on commonly used searches. </p>
<h3>Document Actions</h3>
<p>The Document Detail screen summarizes key information about
the currently selected document. The Document Actions pane on the left of the
screen provides a set of buttons for working with the document. </p>
<h4>Download</h4>
<p>You can download a file to open it, or to save it, without
checking it out of the repository. </p>
<h4>Check-in / Check-out</h4>
<p>Check out a document to temporarily remove it from the
repository while you update it. While its checked out, other users cant check
it out to make changes. The version is incremented when the document is checked
in a metadata version snapshot is created.</p>
<p>An administrator can override the checked out status of a
document if the user has failed to check-in a document. In this case, the user
needs to check-out the document again and redo their changes.</p>
<h4>Metadata</h4>
<p>Metadata is the information about a document that describes
how, and when, and by whom, a particular set of data was collected, and how the
data is formatted.</p>
<p>KnowledgeTree groups metadata fields into fieldsets. A
fieldset is a set of related information, which can be attached to a
document. For example, lets say we specify a Project fieldset as follows:</p>
<p><b>Project</b></p>
<ul>
<li>Project Name</li>
<li>Division</li>
<li>Cost Estimate</li>
<li>Implementation Status</li>
</ul>
<p>This project fieldset can be attached to any document type
that relates to a project; and all members of that fieldset (i.e. project name,
division, cost estimate, implementation status) would apply. A plug-in could be
written, which uses the information in the Project fieldset, to provide
reporting information on a project level, or on a project-based hierarchy of
documents.</p>
<h4>Delete</h4>
<p>Deleted documents remain in the repository (in DMS
Administration) until the KnowledgeTree administrator either expunges them or
restores them. </p>
<p>See Administration Document Storage Restore or Expunge
Deleted Documents</p>
<h4>Move</h4>
<p>Only users with the required permissions for a folder are
allowed to move an item to another location in the repository. </p>
<h4>Transaction History</h4>
<p>This feature provides a record of all transactions
performed on the document: create date, uploads, downloads, check-out, check-in
and the previous deletion of the document if it has been restored.</p>
<h4>Version History</h4>
<p>This feature provides a record of all past and current
versions of a document. A new document version is created whenever a document is
checked-out then subsequently checked-in again. The version history feature
allows you to download older documents and compare them with more recent
versions.</p>
<h4>Links</h4>
<p >Document links allow you to establish
associations between documents in the repository. Your KnowledgeTree
administrator needs to create the Document Link Types that you use to link
documents. When creating a document link, the administrator specifies the type
of relationship that the link implies between the
linked documents i.e. associated with, or duplicated by. </p>
<h4>Version Control</h4>
<p>KnowledgeTree has powerful document version control
features, which ensure that the editing and versioning of documents is done in a
controlled and auditable manner. Newly created documents are assigned as version
0.1. The first time you check it out for editing and then check it back in
again, the version number increments to version 1. Each subsequent check out /
check in causes the version number to increment by 1. </p>
<p>A document may only be checked out for editing by a single
user at a time. When a document is checked back in, you need to specify the
changes you made.</p>
<p>Users and groups who have read or write access to a
document are allowed to download it for viewing only you can choose to open
the document in your Web browser or save it to your local computer. You can
view a version history of all changes to the document, and you can download
previous versions for comparison. </p>
<p>Any changes you make to the document you downloaded won't
display in the version in the repository unless you check out the document, and
then check it back into the repository with your changes.</p>
<p>Any user that logs in to KnowledgeTree can view the list of
documents they have checked out (if any) in the Checked-out documents section of
the Dashboard. </p>
<h4>Permissions</h4>
<p >Permissions in KnowledgeTree are
folder-based permissions that have been allocated for a specific folder apply
to all the documents in that folder.</p>
<p >There are four default types of
permissions: Read, Write, Add Folder, and Manage Permissions. </p>
<p >Users that have only Read permission on
a document can view the document and its metadata, but are not allowed to change
it. Users that have Read and Write permissions are allowed to change the
contents of a document, as well as its metadata. </p>
<p >Users with the Add Folder permission are
allowed to create and edit sub-folders within their group folder. </p>
<p >Users with the Manage Permissions
permission are able to edit permissions within their group folder.</p>
</body>
</html>