Using the document repository

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IN PROGRESS


Contents

Overview

The document repository is the storage location for those documents which relate to your business, customers, suppliers, finances or basically any document which has a long-term storage requirement - documents you use day-to-day or you want to keep and be able to find. This is distinct from documents which are related to projects or collaboration efforts which typically have a shorter duration (but which do ultimately end up in your document repository once archived) . For the latter we recommend using Sites.

There are many ways to access, find and view the documents in your system. In this guide we are concentrating on the Share browser interface, but for details on the Alfresco Explorer and mounted drive interfaces please see the Alfresco Explorer User Guide.

Using Share, access to the repository can be through the Repository Documents dashlet or the Repository main menu icon, both of which provide access to the Repository Browser.

My Repository Documents Dashlet

The My Repository Documents dashlet gives you an overview of the documents in your system. It has some basic filters to view different sets of documents and also provides advanced options to filter by a folder path, document type, subtype and customer name.

This dashlet allows you to view the content of the document directly in a pop-up browser window (click on the document name) , or to pop-up the document details page where a preview of the document together with document properties, comments, actions etc. can be accessed (click on the document icon). Only a single document can be processed at a time in this way , and the available actions (eg. integration with third party products, bulk updating etc.) are limited.

For more information about the My Repository Documents dashlet, please see topic Working with dashboards.

However, the great benefit of these dashlets is that access to more functionality is as simple as clicking on the "full screen" icon at the top right corner of the dashlet , whereupon you are placed in the Repository Browser which is a full screen view of documents - in this case filtered by the dashlet - and have access to all the main repository functions as described in the following sections.

The Repository Menu Icon

The Repository icon at the top of the Share interface screen provides another way to navigate to the Repository Browser. Unlike the Repository Dashlet view, this will place you in the Repository Browser at the root of a folder/tree style view where you can navigate around a familiar tree structure of folders to get to documents. It is important to understand the difference between the the tree view and the filter view in the Repository Browser (you can switch between them at will ).

Tree or folder view

The tree or folder view of the repository is entered into (by default in the root folder) when clicking on the Repository menu icon Repository icon, when clicking on the "Locate File" Locate file document pop-up menu icon for any document in the Document/Filter view or when clicking on any part of the folder/tree structure under the Repository twistie Repository-folder. In this mode, the folder/tree structure is visible in the left hand pane of the Document Browser, and the current folder is highlighted.

Filter/document view

The filter/document view of the repository is entered into through a Repository dashlet "full screen" icon, or whenever one of the items under the "Documents" twistie Documents is selected. It is important to understand that the list of documents displayed can be scattered across many folders. (You can always locate the exact folder where a document lives by clicking on the Locate File pop-up menu item)



The Repository Browser

The Documents section

You can toggle the views in the documents section of the Repository Browser and also execute different actions for individual documents by mouseover.


Repository Browser view for view toggler


Repository Browser view for document actions


In this view the Documents section on the left shows the list of available filters.

I'm Editing - Click on this filter to view all documents that are locked for offline editing.

My Favorites - Click on this filter to view all documents that are marked as a favorite (see section Document Details).


Editing list


Favorite list



When you hover over a document in the list, you will see the list of available actions that you can perform on the document: Download document, View content in a separate Browser window, Locate the document in the Repository, Edit the properties, Upload a new version, Edit inline (you can only edit 'text' and 'html' documents inline), Edit the document offline, Copy the document to another location, Move the document to another location and Delete the document.


Filter document actions


Filter document actions



The Repository section

In this view the Repository section on the left shows the folders in the Repository. You can browse through the whole folder structure, and view the documents in them.


Repository folder view



When you hover over a document in the list, you will see the list of available actions that you can perform on the document: Download document, View content in a separate Browser window, Edit the properties, Upload a new version, Edit inline (you can only edit 'text' and 'html' documents inline), Edit the document offline, Copy the document to another location, Move the document to another location and Delete the document.


Repository document actions




Repository Browser - Simple View and Detailed View

You can view basic information about each document or view more information about each document in the list, by clicking on the Simple View icon or the Detailed View icon at the top-right of the screen.

In both these views, for each document in the list, the browser shows the name of the document and the corresponding document icon (thumbnail) of the document, along with some information about the document.

When you click on the name of the document, two separate windows appear and are positioned across the entire screen -

- The window on the left shows a short list of properties of the document, that you can change.

- The window on the right shows only the content of the document (Note: We can only display document content that can be natively rendered in the browser like PDFs and image files etc., not Microsoft Office documents.)

- To close both windows, click on the "Save and Close" or "Close" button in the "Edit properties" window.


Repository document name view


Repository document name view pop-ups


When you click on the document icon of the document, the content of the document is displayed in the Document Details window, along with the actions that you can perform on the document, the properties of the document, and the versions of the document.


Repository document icon view




Bulk Operations on Documents

The Repository Browser window allows you to select more than one document from the list and perform an action on all of them together.


Selecting documents - You can either select the check box alongside the documents you want in the page or you can select all the documents on the page by clicking on the Select drop-down list at the top of the screen and selecting the Documents option.


Selecting documents


Selecting an action - To perform an action on the selected documents, click the Selected Items drop-down list at the top of the screen and choose the action you want to perform.


Selecting actions


Copy to - This action allows you to copy all the selected documents to another location. When you select this action the following window appears showing the available destinations. Browse through the folder structure, select a folder and click Copy.


Bulk copy


Set bulk properties - This action allows you to set the properties of all the selected documents together. When you select this action the following window appears showing the list of properties that you can set. Enter a value for the property that you want to set and click Save. This value will be set for all the selected documents.

Note that for a selected document, if a property already has a value, then this value will be overwritten with the new value that you set.


Bulk set properties


Xero Upload - This action allows you to upload relevant documents like invoices to Xero for processing. When you select this action a window will appear to ask for your connection to Xero, after which you can upload the documents. Please look at Xero Accounts tour.


Bulk xero upload


Rehome - This action allows you to rehome all the selected documents based on their default document type or subtype. Please not that you cannot rehome folders - it needs to be actual documents. If the document type and subtype of the document cannot be found in the system's mapping file, the document will not be rehomed and you will have to change the document properties to the document type and subtype that you want.


Bulk rehoming


Compress and download - This action allows you to download the selected documents and then save all of them in a single .zip file. Later, you can open this file to view the documents in them. When you select this action the following window appears; enter a name for the .zip file and click Download.


Compress and download


Compress and download


Edit multiple doc properties - This action allows you to edit the properties of all the selected documents one at a time. When you select this action two separate windows appear and are positioned across the entire screen. The window on the left shows the list of properties of a selected document and the window on the right shows only the content of this document. Use the window on the left to change the properties of the document and click Save and next. Now, the screen will show the properties and the content of the next selected document. In this way, you can continue to view and change the properties of all the selected documents.


Bulk edit properties


You can also navigate to the next or previous selected document using the Next document and Previous document options at the top of the screen.

When you have finished, you can close both windows, by clicking on the Close button in the Edit properties window.




The Document Details window

At the top of the Document Details window you will see the following options: Folder path, Favorite, Like and Comment.


Folder path and options


Folder path - The location of the document is displayed at the top, for example, Repository > Company Documents > Marketing > Collateral > Presentations


Favorite - You can click on the Favorite icon (below the folder path) to include this document in the list of favorites. You can view all documents that are marked as a favorite by clicking on the My Favorites filter in the Repository Browser window.

You can remove the document from the list of favorites by hovering over the Favorite icon Favorite icon, now you will see the Remove from favorites icon Remove favorite, click on this icon to remove it from the list of favorites.


Like - This option shows how many people liked the document Likes. You can click on the Like icon (below the folder path) if you liked this document.

You can change this by hovering over the Like icon Like icon, now you will see the Unlike icon Unlike icon, click on this icon to change it.


Comment - You can click on the Comment icon (below the folder path) to add a comment to the document. When you click on the Comment option, a window appears allowing you to enter your comments. All comments on the document are listed at the bottom of the screen.

Add comment


Share - You can share your document with anyone that is outside the system and is not currently a user. When you click on the Share option, a window appears with the public URL link that will allow anyone to view the document that you shared. Clicking Unshare will disable this option and the URL link will be broken upon unsharing.

Sharing


Document Actions

In the Document Details window, clicking on "Maximize" will enable you to view the document in fullscreen window. You can minimize it back or download the document from that screen.


Document Details actions


After minimizing, you can view the list of actions that you can perform on this document, by clicking on the Document Actions section on the right.

You can select an action from the list of available actions, such as Download document, View content in a separate Browser window, Edit the properties, Upload a new version, Edit inline (you can only edit 'text' and 'html' documents inline), Edit the document offline, Copy the document to another location, Move the document to another location and Delete the document.

Properties

You can view the properties of the document by clicking on the Properties section on the right.


Document Details properties


You can either click on the Edit Properties icon in this section or click on the Edit Properties action in the Document Actions section to change the properties of the document.

Versions

You can view the versions of the document by clicking on the Version History section on the right. Here you will see the last version and the older versions of the document if any.


Version History


If you have a new version of the document, you can either click on the Upload New Version icon in this section or click on the Upload New Version action in the Document Actions section to upload it.

When you click on Upload New Version, a window appears allowing you to select the document to upload and select its version number.


New version


After the new version is uploaded, the Document Details window will show the content of the new version of the document, and the Version History section will list the last version and the older version of the document.


When you hover over a document in the list, you can see its version number next to the name of the document.


Version number



Note that, this Document Details view is NOT shown in a separate window, so to return to the document list view, click on the main browser's Back button or click on the Back to Document list button.

To return to the dashlet view, click on the "Home" link at the top of the screen.


Back options



Working with Google Docs

Note: Google Docs is a trademark of Google. For information about Google Docs please see the Google site.

In the Repository Browser, you can create an empty document and then open this document in Google Docs to create its content. After you have finished working with the document, you can save it back to the Repository. Later, you can open this document again in Google Docs to add or modify its content.

You can create the following types of content using Google Docs - documents, spreadsheets and presentations.

To create an empty document

In the Repository Browser document list view, the Repository section on the left shows the folders in the Repository. First, browse through the folder structure and select the folder in which you want to create the document, and then click Create Content at the top of the screen.

You will see the following list of Create Content options:

- Google Docs Document - Select this option to create a document with a .doc extension.

- Google Docs Spreadsheet - Select this option to create a spreadsheet with a .xls extension.

- Google Docs Presentation - Select this option to create a presentation with a .ppt extension.


Create-empty-doc


The following details is displayed. The details with a star (*) next to them, require a value.

- Name - Enter the name of the document along with its extension, for example Meetings.doc

- Title - Enter the title of the document

- Description - Enter the description of the document

- Click Create. An empty document is created.

To create content

- Click on Document Actions on the right, from the list of actions select Check Out to Google Docs.

- You will see a message after the document is uploaded to Google Docs.

- Click on the Google Docs link in the message.

- The Google Docs site is displayed in a separate window. Login to your Google Docs account.

- Your empty document will be displayed in Google Docs. Now, you can create the content for your document using Google Docs.


Checkout




Checkout-complete

To save the document to the Repository

- After you have finished working with the document in Google Docs, do not close this window, just switch to the Repository Browser window.

- Click on Document Actions on the right, from the list of actions select Check In from Google Docs.

- After the document is saved to the Repository, the content of the document is displayed in the Repository Browser window.

- Now, you can close the Google Docs window.


Checkin




Checkin-complete

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