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.
You use the Folder Actions buttons to:
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.
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.
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.
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'.
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.
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.
You can download a file to open it, or to save it, without checking it out of the repository.
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.
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.
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. 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:
Project
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.
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
Only users with the required permissions for a folder are allowed to move an item to another location in the repository.
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.
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.
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.
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 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 their group folder.