Index
Speaking of document...
Documents are all the files posted by the user. They can be text files, images, spreadsheets, videos, etc.
To create documents, the user must have write permission in the location selected. The administrator can create documents regardless of the security defined.
Documents created using the simplified option or using drag and drop option, inherit the security, approval, and properties of the parent folder.
The upload of documents will be interrupted if the user leaves the document-browsing page while it is in progress.
It is not possible to add documents in the root folder of document browsing. Also, documents that are larger than the maximum size per file defined in platform cannot be added.
Did you know?
A document can be created to present the company’s Platform ❙ Use policy, as well as a Platform ❙ Consent form to be accepted by all users accessing the platform.
View document
01. Find and click on the name of the document you wish to view.
02. View the content of the accessed document.
You can perform some actions when viewing the document, such as viewing its properties, viewing social information, copying its link, among other options. For more information, see Platform ❙ Document view.
Load files
To perform this action, the user must have write permission at the chosen location.
01. In the folder where you wish to create the document, click on Load files, located in the action bar on the top left of the window.
02. Find and select the document to be uploaded.
03. View the upload status and, subsequently, the posted document.
When the action is confirmed, the document will be created in browsing as long as the user has write permission in the chosen location.
Posting progress is displayed at the bottom of the window. To view process details, click the arrow on the upper right corner of the progress window.
To cancel a document upload, simply click on Cancel, located next to the document name, or Cancel all, located next to the upload status window, if more than one document is being created.
In case of inconsistencies during the upload, users can click on Show details to check the description of the event.
Add document – drag and drop
To perform this action, the user must have write permission at the chosen location. The option of creating drag and drop documents can be limited by the browser being used. You can find information on the features supported by each browser under Browser compatibility for drag and drop of files.
01. In the location where you wish to create the document, drag the desired document from its location and drop it in the Drop your files here window, which is shown in document browsing when performing the drag and drop action.
After dropping the document in the indicated place, the upload and posting process begins, as long as the user has at least write permission.
Progress can be monitored at the bottom of the window. The option Cancel All cancels the creation of the new document. To view process details, click the arrow on the upper right corner of the progress window.
In case of inconsistencies during the upload, users can click on Show details to check the description of the event.
Add document – advanced
To perform this action, the user must have write permission at the chosen location.
01. In the location where you wish to create a document, click on New, located in the action bar on the top left of the window.
02. Click on Advanced document.
Clicking on this option opens the window in which you can add a document in advanced mode, i.e., which allows you to define the document properties.
03. Enter a description that identifies the new document.
04. In the Publishing files tab, find and select the document to be posted.
Click on Select file to select a document from the workstation, or Copy ECM file to select a document that has already been posted on the platform.
This tab allows you to transfer the document from a workstation to the platform. This upload is required, because in order to post a document, it must be initially written in the area used for the files to be posted. Although this is a single directory determined in General parameters, the platform automatically creates an upload area for each user in this directory. According to this configuration, each user views only the documents within their upload area.
Find and select the document to be posted. If there is more than one file, select the main file and designate which ones will be its attachments.
If you wish, select Clear upload directory when posting. When checked, it determines that the files located in the upload directory will be deleted once the document is posted.
05. In the General information tab, enter the required information.
Most of the information requested in this tab is common in all documents, so it can be checked in the Platform ❙ Document properties documentation.
06. Click on the Related documents tab.
This tab allows you to link a document that has already been posted on the platform to one that is being posted.
To add a related document:
- Click on Add.
- Find and select the document to be related.
- Click on Confirm.
To delete a related document:
- Click the
icon for the related document.
When there is a related document, the user can access its properties by clicking Document actions > View properties. You will then be able to click on the document in question in the Related document list area and view it.
07. Click on the Approval tab and define the approval criteria for the document.
This tab is only displayed if the folder in which the document is being created does not have approval criteria. For more information about the procedure, see Platform ❙ Define approval criteria for folder or document.
08. Click on the Security tab and define the security criteria for the document.
For more information about the procedure, see Define security criteria for folder or document.
09. Click on Confirm.
Request additional permission for a document
This option is presented only to users who are not administrators.
01. Find the document for which you wish to request additional permissions.
02. Place the mouse over the document name.
03. Click on Request additional permissions, located in the table displayed with the document's general information.
Clicking on this option opens a window in which you can request additional permissions for the document. For more information, see Request additional permission for a folder or document.
View document attachments
01. Find the document for which you wish to view the attachments.
02. Click on View attachments, located to the right of the document name and represented by a paper clip.
Clicking on this option opens a window in which you can view the document attachments. For more information, see Platform ❙ View document attachments.
Define priority for a document
To perform this action, the Priority column must be displayed. If it is not, check the View priority of folder content item.
01. Find the document for which you wish to define priority.
02. In the Priority column, click on the space corresponding to priority.
03. Enter a numeric priority for the document and press the Enter key on the keyboard.
The prioritization of folders or documents is used exclusively to sort them by priority in the documents browsing. You can define the priority for all document types that can be posted.
To view the content of a folder sorted by its priority, simply click on the Priority column.
Perform a social action for a document
To perform this action, the user must have read permission at the chosen location.
01. Find the document for which you wish to perform a social action.
02. Click on the icon corresponding to the desired social action, located in the social actions area, to the right of the document name.
For more information about social actions that can be performed for a document in document browsing, see Platform ❙ Support folder or document, Platform ❙ Comment on folder or document and Platform ❙ Share folder or document.
Follow document
Folders or forms cannot be followed; therefore, this action cannot be performed for the existing content in the root folder.
01. Find the document that you wish to follow.
02. Click on the Notify icon, located after the social actions area to the right of the document name.
For more information on the Follow feature, see Platform ❙ Follow document.
Define document as favorite
01. Find the document that you wish to define as a favorite.
02. Click on the Add favorite icon, represented by a star, located below the document name.
For more information about the Favorites feature, see Platform ❙ Define folder or document as favorite.
Rename document
To perform this action, the user must have modify permission at the chosen location.
01. Find the document that you wish to rename.
02. Click on 
More options, located to the right of the document name and click on Rename.
03. Enter a new name or description and click on Rename.
Clicking on this option opens a window in which you can rename the document.
Remember that there are several types of documents, such as an extension file supported by the platform, an article, an external document, and others. In case of a file, you can only change its name, not its extension.
Update document physical file
01. Find and select the document for which you wish to update the physical file.
02. Click on More options, located to the right of the document name.
03. Click Update file.
Clicking on this option opens a window in which you can update the physical file of the document. For more information, see Update physical file of document.
Edit document content
01. Find the document for which you wish to edit the content.
02. Click on More options, located to the right of the document name.
03. Click on Edit content.
04. In the message displayed, click on Yes to check-out the document.
You must check-out a document before editing it, otherwise you cannot change its content. For more information, see Check-out document. When confirming the document check-out, you can choose the application with which you wish to edit the document. For more information, see Edit content of document.
If the Collaborative editing feature is active on the platform, the message presented displays two editing options. To continue with the traditional editing, click on Webdav. If you wish to use the collaborative editing feature, click on Google Drive.
Download the document
01. Find the document that you wish to download.
02. Click on More options, located to the right of the document name.
03. Click on Download.
The Download option is also available under More, located in the action bar on the top left of the window.
Clicking on this option opens a message confirming the download. For more information about the download and where to find the downloaded document, see Platform ❙ Download folder or document.
Edit document properties
01. Find the document for which you wish to edit the properties.
02. Click on More options, located to the right of the document name.
03. Click on Properties.
04. Edit the properties which you wish.
Most of the information requested in this tab is common in all documents, so it can be checked in the Platform ❙ Document properties documentation.
05. Click on Confirm.
Restore document version
01. Find the document for which you wish to restore an older version.
02. Click on More options, located to the right of the document name.
03. Click on Properties.
Clicking on this option opens a window in which you can restore an older version of the document. For more information, see Platform ❙ Restore document version.
Complement document
01. Find the document that you wish to complement.
02. Click More options, located to the right of the document name.
03. Click Complement.
When you click this option, the internal viewer is displayed, where you can include annotations, content lock stripes, highlight text, among other options. More information can be found in Platform ❙ Complement document.
Copy documents
01. Find and select the document that you wish to copy to another location.
02. Click on Copy, located in the action bar on the top left of the window.
For more information on how to perform this action, see Platform ❙ Copy and paste folder or document.
Cut document
01. Find and select the document that you wish to cut to another location.
02. Click on Cut, located in the action bar on the top left of the window.
For more information on how to perform this action, see Cut and paste folder or document.
Mirror document
01. Find and select the document for which you wish to create a mirror document.
02. Click on Mirror, located in the action bar on the top left of the window.
03. Select the desired target folder.
04. Click on Mirror.
Clicking on this option opens a window in which you can finish creating a mirror document of the document. For more information, see Platform ❙ Mirror document.
Print a controlled copy of the document
01. Find and select the document for which you wish to print a controlled copy.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Print controlled copy.
Clicking on this option opens a window in which you can print a controlled copy of the document. For more information, see Print a controlled copy of document.
Delete document
01. Find and select the document you wish to delete.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Delete.
Clicking on this option opens a message stating that the document has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Platform ❙ Quota control is active, the space occupied by the document in the folder will be freed only when the document is deleted from the Bin. For more information on how to restore or definitively delete the document from the platform, go to the Platform ❙ Bin.
Please note!
This documentation is valid from the Lake (1.7.0) update. If you use a previous update, it may contain information different from what you see on your platform.
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