diff --git a/kthelp/ktcore/EN/user/portlets/Browse By.html b/kthelp/ktcore/EN/user/portlets/Browse By.html index 868beab..10eaff9 100644 --- a/kthelp/ktcore/EN/user/portlets/Browse By.html +++ b/kthelp/ktcore/EN/user/portlets/Browse By.html @@ -2,10 +2,24 @@ Browse By -

Browse By

+ -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. -

-Note: The system only returns folders where you have read and/or write permissions. +

Browse By

+

+The Browse by ... menu in the Browse Documents tab allows you to select a 'browse mode' for navigating the document management system. +

+
+

+KnowledgeTree's default 'browse mode' is browse by Folder. +

+
+

Browse Modes

+ + + diff --git a/kthelp/ktcore/EN/user/portlets/Document Actions.html b/kthelp/ktcore/EN/user/portlets/Document Actions.html index d7f0cec..cbaf872 100644 --- a/kthelp/ktcore/EN/user/portlets/Document Actions.html +++ b/kthelp/ktcore/EN/user/portlets/Document Actions.html @@ -3,89 +3,89 @@ Document Actions +

Document Info menu

+

Display Details

- -

Document Actions

- -

Document Details

- -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. - +Displays information about a currently selected document; e.g. filename, custom document number, file type, document version, created by, owned by, last update by, document type, workflow, document id, tags, category, author, media type, associated fieldsets, fields, field values +

Download

- -You can download a file to open it, or to save it, without checking it out of the repository. - - - - - - +Downloads a copy of the current document without checking it out of the document management system. You can open the document to view it and/or save it to your local computer. +

+

Permissions

+Displays the current permissions setup on the document. +

+

Transaction History

+Displays a transaction history on the currently selected document, and includes a record of all transactions performed on the document. +

+

Version History

+Displays a record of past content versions and past metadata versions of a currently selected document, and allows you to compare versions. +

+

View Roles

+Displays current role allocations on the selected document. +

+ +

Document Actions menu

+

Archive

+Archives a currently selected document and renders the document invisible to non-administrative users. Only administrative users are allowed to restore archived documents. Archiving clears space in the repository in order to speed up search and document viewing. +

+

Change Document Ownership

+Changes the document ownership. The new user becomes the document 'owner'. Note that changing the document owner may restrict access to the document if the new owner does not have the correct permissions on the document. +

Check-out

- -This procedure allows you to save a document to your computer for editing. -

-The system locks the version in the repository while it's checked out. Other users are still able to download the document to view it, but they cannot change it. -

-An administrator can override the checked out status of a document. The user who checked the document out to edit it will need to check it out again and redo their changes. The Dashboard displays a list of documents that you have checked out when you log on. This reminds you to check in documents where you may have forgotten to do so. - +Checks the document out of the document management system, updates the transaction history, locks the document against check out and editing by other users, and downloads the document to your local computer, where you can edit the document before checking it back in to KnowledgeTree. +

+

Cancel Checkout

+Displays only if you have the current document checked out. This action overrides the document's checked out status. The pre-checkout version of the document is restored to the document management system. To add any changes you made to your local copy of the document you will have to check it out again, add your changes, and check the document back in. +

Check-in

- -This procedure checks in a document that you have previously checked out of the repository. -

-If you have checked out a document, you need to check it back in to make it available for other users to edit, move, delete, or archive. The system increments the version by 0.1 when the file is checked in. - -

Edit Metadata

- -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. - -KnowledgeTree groups metadata fields into fieldsets. - +Displays only if you have the current document checked out. This action allows you to update the current document with the changes you made to your local, checked out copy, and increments the version by 0.1 on check-in. +

+

Copy

+Copies the currently selected document to another location in the repository. +

Delete

- -Deleted documents remain in the repository (in DMS Administration) until the KnowledgeTree administrator either expunges them or restores them. - -See Administration Document Storage Restore or Expunge Deleted Documents. - -

Move

- -Only users with the required permissions for a folder are allowed to move an item to another location in the repository. - -

Transaction History

- -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. - -

Version History

- -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. - +Moves a document out of the folder hierarchy so that it is no longer available to system users. Deleted documents may be restored or expunged by the KnowledgeTree administrator. +

+

Discussion

+Displays discussion threads on the document (if any) and allows you to create new threads, add to existing threads or add a post to an existing thread. Discussions are a low level collaboration tool that provides a forum for users to share their ideas on a document. +

+

Edit Metadata

+Displays existing metadata on the currently selected document and allows you to edit the document's generic metadata. +

+

Email

+Allows you to send an email message to one or more KnowledgeTree users or groups, and provides a link to the currently selected document. +

+

Generate PDF

+Converts a currently selected document to PDF format. To view the file you need to have a PDF Reader installed. KnowledgeTree supports PDF conversion for the following file formats: doc, ods, odt, ott, txt, rtf, sxw, stw, xml, pdb, psw, ods, ots, sxc, stc, dif, dbf, xls, xlt, slk, csv, pxl, odp, otp, sxi, sti, ppt, pot, sxd, odg, otg, std, asc +This action displays only when the file format of the currently selected document is one of the supported options. +By default, the converted PDF is downloaded to your desktop. You may browse to select another location. +

Links

+Allows you to display or remove existing links and create new links, and to open linked documents on a currently selected document. Document links establish associations between documents in the repository, and link to pages or sites on the Internet. Note that when creating document link types, the administrator specifies the type of relationship that the link implies between the linked documents – i.e. ‘associated with’, or ‘duplicated by’. KnowledgeTree ships with the following predefined link types: Attachment, Reference, Copy. +

+

Make Immutable

+Locks the currently selected document so that no further content changes can be made to this document, and only administrators (in administration mode) can make changes to the metadata or can move or delete it. If you require assistance from an administrator to perform one of these tasks, use the Request Assistance action. +

+

Move

+Moves the currently selected document to another location in the repository. Only users with the read and write permissions on a folder are allowed to move an item to another location in the repository. +

+

RSS

+Generates a link on a currently selected document. You may copy the document link to an external aggregator to create a RSS Feed on the document in the repository. Ensure that your RSS reader is RSS 2.0 compatible. +

+

Rename

+Renames the file name of a document, if you have 'write' permissions on the document. This action does not change the document title. It only changes the file name. For example, if you have a jpeg image file in the repository, and you want to change it into a bitmap. This involves renaming the file from filename .jpg to filename .bmp; then, checking out the .jpg file and checking in the bitmap version. +

+

Request Assistance

+Sends a request for assistance on a document to the system administrator and the document owner. +

+

View Inline

+Displays the content of a document within the document management system so that you can view it inline. Currently (April 2008), the View Inline plugin supports the following file types: png, jpeg, gif, tiff, html, xml, plain text documents +Future versions of KnowledgeTree may support additional file types. To preview other file types, convert the document to PDF, then download the document to view it. This action displays only when the current document is of a supported file type. +

+

Workflow

+Displays assigned workflows (if any), and allows you to perform transitions on an existing workflow. This action also allows you to start a workflow on a currently selected document (if there is no existing workflow on the document). -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'. - -

Version Control

- -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. -

-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. -

-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. -

-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. -

-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. - -

Permissions

- -Permissions in KnowledgeTree are folder-based - permissions that have been allocated for a specific folder apply to all the documents in that folder. -

-There are four default types of permissions: Read, Write, Add Folder, and Manage Permissions. -

-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. -

-Users with the Add Folder permission are allowed to create and edit sub-folders within their group folder. -

-Users with the Manage Permissions permission are able to edit permissions within the diff --git a/kthelp/ktcore/EN/user/portlets/Folder Actions.html b/kthelp/ktcore/EN/user/portlets/Folder Actions.html index da751c0..b78868f 100644 --- a/kthelp/ktcore/EN/user/portlets/Folder Actions.html +++ b/kthelp/ktcore/EN/user/portlets/Folder Actions.html @@ -3,81 +3,45 @@ Folder Actions -

Folder Actions

- -

This menu displays the functionality available to the logged in user for the folders listed on the right of the page in Browse Documents. 

- -

Using Folder Actions

-

The options that the -system displays in this menu are permissions-based. If you do not have -permissions to perform one or more of the folder actions, you will not -see the option for that action in this menu when you log on to -KnowledgeTree:

- -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Action

-

Result

-

Add Document

-

 

-

Opens the Add a document page, where you can add a document to the currently selected folder.

- -

Add a Folder

-

 

-

Opens the Add a folder page, where you can add a folder to the repository.

-

Rename

-

Opens the Rename page, where you can change the name of the currently selected folder.

-

Permissions

-

 

-

Opens the Folder permissions page, where you can view or edit group permissions.

- -

Bulk Upload

-

 

-

Opens the Bulk import page, where you specify a path to an archive (ZIP) folder on your local computer that you want to add to the repository.

-

Allocate Roles

-

 

-

Opens the Allocate Roles page, where you can set up or change roles.

-

Bulk Export

- -

Allows you to download (for viewing only) the entire contents of the currently selected folder, in one zipped file.

-
-
-

 

- +

About this folder

+

Display Details

+Displays folder content. +

+

Folder Transactions

+Displays a transaction history for the currently selected folder. Details include: username, action taken, date, comment. +

+

Actions on this folder

+

Add Document

+Allows you to add a new document to the currently selected folder in KnowledgeTree's web interface. The document is uploaded from your local computer. +

+

Add a Folder

+Adds a new sub folder (child folder) to the currently selected folder. Only users with the 'Add Folder' permission on a parent folder may add folders to the that parent folder in the repository. +

+

Allocate Roles

+Only the KnowledgeTree administrator may allocate and edit roles. This action displays only for administrative users. +

+

Bulk Download

+Downloads the entire contents of a folder stored in the document management system to a zipped file, which you can save to your computer for local viewing. This action displays only when you have permissions for this action on the folder. +

+

Bulk Upload

+This action is only available where the functionality is available for your installation. Files should be placed in a zipped archive at the source location before performing this action. Bulk uploaded files retain the directory structure defined in the zip archive. Ensure that you use a supported compression format for bulk uploads to KnowledgeTree: Tgz, Tar, Zip, Deb, Ar +

+

Import from Server Location

+Adds all documents and folders that are located at a specified location on your local server. This action is only available to the KnowledgeTree administrator. +

+

Permissions

+Displays permissions setup on the currently selected folder. This action displays only if you have permissions for this action on the folder. +

+

RSS

+Generates a link on a currently selected folder. You may copy the document link to an external aggregator to create a RSS Feed on the folder. Ensure that your RSS reader is RSS 2.0 compatible. +

+

Rename

+Allows you to change the name of the currently selected folder. This action displays only if you have the required permissions on the folder, and is only allowed on the root folder. +

+

Usage Information

+Displays reports on how the folder and its sub folders have been used. Usage information may be filtered by user, by general activity (date range, transaction type), and by folder content (workflow and document type). +

diff --git a/kthelp/ktcore/EN/user/portlets/Subscriptions.html b/kthelp/ktcore/EN/user/portlets/Subscriptions.html index 83d8dc1..053e13f 100644 --- a/kthelp/ktcore/EN/user/portlets/Subscriptions.html +++ b/kthelp/ktcore/EN/user/portlets/Subscriptions.html @@ -4,8 +4,16 @@

Subscriptions

-

Subscribing to a document or folder will cause email notifications to be sent to you via email, when actions are performed on a document or folder that you have subscribed to - i.e you will be notified when a document or folder is checked in, checked out, deleted, moved, archived etc.

- -

Your notifications also display on the Dashboard. Unsubscribing prevents further notifications from being sent to you when further actions are performed on the document or folder after you have removed your subscription.

+

+Use the Subscriptions menu to view and remove existing subscriptions, and add new subscriptions on documents and folders. +

+
+

+Subscribing to a document or folder allows notifications to be sent to you via email (if you have this feature activated on your system) when the document or folder is checked in/checked out, deleted, moved, archived, etc. +

+
+

+User-specific notifications display on the Dashboard as internal RSS Feeds. Remove a subscription (unsubscribe from the document or folder) to stop receiving notifications. +

diff --git a/kthelp/ktcore/EN/user/workflow.html b/kthelp/ktcore/EN/user/workflow.html index 102b599..50140b5 100644 --- a/kthelp/ktcore/EN/user/workflow.html +++ b/kthelp/ktcore/EN/user/workflow.html @@ -1,23 +1,90 @@ - - - Workflow Overview + Workflow Overview -

Workflow Overview

-

Workflow allows you to assign a series of steps to the document creation and -management process. For example, a "News" workflow might have documents which -go from Research to Draft to Under Review -to Published, -with different people participating in the document's -lifecycle at each stage.  Naturally, not all documents have the -same needs in terms of workflow:  Invoices (which must be drawn up, mailed, and then marked as paid) are very different from Marketing documents. 

-

To facilitate this, KnowledgeTree allows the Administrator to -define a number of different workflows, each of which can be applied to -different documents as their organisation requires.

+

View Assigned Workflows on a Selected Document

+ +
+

Start a Workflow on a Document

+You cannot override an existing workflow on a document. + +
+

Transition a Workflow

+ +
+

Working with Workflows

+The KnowledgeTree administrator defines and manages document workflows in DMS administration. When adding workflows, the administrator defines the workflow states, transitions, and workflow effects. +

+

Assigning workflows

+A document may only have one workflow attached to it at any time. Workflows may be assigned manually on a per document basis, or automatically to specified documents. +

+ +

States and Transitions

+Workflows consist of States and Transitions. Transitions point to the next step in the workflow, and represent actions that may be performed on a document. For example, on a workflow called 'invoicing', 'billed may be a starting state, and 'paid' the end state; the workflow may be moved into the final state by the transition 'payment received'. Each state can have one or more transitions, depending on the workflow configuration. Some transitions may be 'guard transitions' that may only be performed by specified users. +

+

Adding and Using Workflows

+

Workflow planning

+1. Define the following details and business process of the workflow: + +
+

Getting Started

+1. Add the workflow to KnowledgeTree: + +
+2. Configure the workflow - set up security by state; assign permissions that are controlled by each state in the workflow; allocate state controlled permissions to groups and roles +

+2.2. Set up notifications by state - select groups and roles who will receive notifications at specified states +

+2.3. Configure transitions - set up guard triggers, and add transition effects (actions), which define what happens after the transition occurs, e.g. perhaps the document moves to a particular folder. +

+ +

Working with existing workflows

+After adding and configuring the workflow, you can perform the following tasks, if required: +