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How to Use the Documents Tree
Who is this article for?Ideagen Quality Management administrators using the documents tree.
Admin access is required.
- Documents Tree
- Using the Documents Tree
- Document Icons & Status
- Document Button Options
- Folder Button Options
- Dragging and Dropping to Create New Documents
Documents Tree
To access your company's documentation, select Documents from the Navigation Menu. This expands a window of the folder and document tree structure. You can close the Documents Tree by pressing Esc, by selecting the X in the top right-hand corner, or by clicking in the grey space outside the borders of the tree.
From the Documents Tree, you can view documents and folders as well as modify their contents. Getting around is a matter of expanding or collapsing the folder structure and selecting an object. Once selected you may also use the Context Menu.
Note: Parent folders must have View access for child folders and documents to be seen in the Documents Tree. Parent folders should have a broader security set and then be restricted at subfolder levels. Users can access documents via the 'Show Document' link if they have View security for a document in a folder, they do not have View access.
Using the terminology of Ideagen Quality Management, when you have items contained below others, the relationship is referred to as Parent/Child. The item located under another is the Child and the item it is under is the Parent. Many systems are configured so child items inherit settings from their parents. Accessing document and folder properties tells you this information.
Note: Advanced features such as creating, processing documents, and modifying properties are covered in the Document Control section.
Using the Documents Tree
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1) Select Documents from the Navigation Menu. The Documents Tree window opens. Note: Only the folders and documents you have permission to view are displayed. Furthermore, any changes you make to the Documents Tree (colouring, cut and paste, etc) are visible to all users who can see those items; the Documents Tree is not customizable per user. 2) Select the folder to expand the tree down to where you want to go, using the scroll bar along the right if necessary.
3) Select a document to open and access processing and viewing options. •Selecting a document's title or icon opens the document for viewing. •Selecting anywhere else on its highlighted row opens processing options just above the tree. 4) Press Esc or select the X in the upper right-hand corner to close the documents window. Note: The Documents Tree opens to the same place you last had it if you close the documents window and return later. It is only reset once you log out. |
Document Icons & Status
Icons in the documents Tree indicate the file type for each document, to help the user understand how it will open when selected for viewing. These icons also represent a document's revision state: published, edited, approved, or reviewed. If a document is in any state other than published, its icon appears greyed out in the tree, as shown below.
More on revision states:
Published - The document has been published and made available to general users. No one is editing it currently, and it is not being considered for approval or review.
In Edit - Someone is editing or updating this document. Unless you are the editor or have permission to view unpublished revisions, you can only access the most recently published version.
Being Reviewed - The editor has made changes to this document and released it for review to gather comments and suggestions but is still awaiting further review comments.
Out for Approval - The editor has made changes to this document and released it to be approved for publication but is still waiting for all approvals to be completed.
Context Menu
Select a given folder or area on the highlighted row around a document to open options just above the Tree for processing, executing commands, or accessing information. Options vary depending on your level of personnel and group permissions as well as the security of the item you've selected. Not all items described below may be available for you.
Document Button Options
Possible options when clicking a document row include the following. These apply to published documents; other options exist when the document is in the edit, approved, or review:
•Properties - opens the General tab where you can view and modify settings that determine how the document is managed and processed.
•Create Document Here - opens the Create document page, letting you create a document as the Child of the selected document. The Parent document/folder determines not only the new document's location but also the default settings on the Create document screen. This option is available only if you have edit security to the folder.
•Edit - lets you edit a published document. This option is available only if you have edit security to the folder.
•Replace - checks in a new revision of a document without checking out the old one. If the document is published, it goes into edit status when replaced. This option is available for documents in the edit or published status and requires you to have edit security for the document.
•Retire - lets you remove the document from active use and from the Tree view. This option requires Retire Documents & Templates permission to retire the document and to view it once retired.
•Remove Document Location - removes the highlighted document location from the Tree if it has more than one location. This option requires Alter Tree permission and edit security to the Parent folder.
•Cut, Copy, and Paste - lets you rearrange documents. These options appear only if you have the Alter Tree permission and edit security to the document.
•Reset Tamper Flag - allows processing to continue a document that may have been modified incorrectly. Reset Tamper Flag permission is required. See Resetting the Tamper Flag for further details.
•Run Document Automation - forces both HTML Headers and Footers and Embedded Document Variables to update without publishing the document or releasing it for approval. Also generates a new PDF for published view, where applicable.
•Add to My Favourites - creates a Favourite link visible only for yourself.
•Add to Group Favourites - creates a Favourite link visible to members of a group. You can only create favourites for groups that you belong to.
•Add to Company Favourites - creates a Favourite link that's visible to all logged-in and logged-out users.
Folder Button Options
Possible options when clicking a folder row include:
•Folder Properties - opens the General tab, containing settings dictating how the folder, its child folders and documents, and new items created within it behave.
•Create Document Here - creates a new document. This option requires edit security to the selected folder. To add secondary locations, Copy and Paste from this menu.
•Add Folder - create a new folder in the Documents Tree or delete an empty folder. This option requires edit security to the parent folder.
•Remove Folder - deletes the folder. It cannot contain any Child folders or documents, so you may have to move them first. Alter Tree permission is required.
•Reorder Folder - gives you the ability to change the order that subfolders and documents appear in the selected folder.
•Rename Folder - gives the folder a new title. This option requires the Alter Tree permission but does not require edit security to the folder.
•Copy Folder Link - allows the user to copy the link to a Documents Tree folder so that they can share that link in areas outside of Ideagen Quality Management Favourites (like the Homepage and outside of Ideagen Quality Management).
•Cut Folder, Copy Folder, and Paste Folder - rearrange folders and folder contents. These options appear only if you have the Alter Tree permission and edit security to the folders to move or add/remove child folders.
•Reset Tamper Flags - resets the Tamper Flags on all documents in that folder. The Tamper Flag feature in Ideagen Quality Management notifies users when a document or documents file has been modified on the server in an unauthorized manner. This ensures the integrity of the file(s) and that no changes are made without going through the normal processing procedures.
•Run Document Automation - forces both HTML Headers and Footers and Embedded Document Variables to update on all documents in a folder.
•Add to My Favourites - adds a link to a frequently used folder to the favourites section of the Navigation Menu. This can save you from expanding several layers in the Documents Tree each time you access a folder.
•Add to Group Favourite - creates a favourite link visible to members of a personnel group. You can only create favourites for groups that you belong to.
•Add to Company Favourites - creates a favourite link that's visible to all users and visitors.
Dragging and Dropping to Create New Documents
With the Documents Tree open, drag files from your computer into the Ideagen Quality Management browser and drop them into the location you want to create them as new documents. You can drag one or any number of multiple files into the Tree at once to create new documents.
Once you drag and drop, the Create Document page opens presenting settings and options to apply to all the files added.
If your target location highlights with green, you have permission to create documents there. If it turns red, you do not have sufficient permissions or security to create there.