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Documents (DMS)

v6.0 - Last Mod.: 05/18/2009
With the SITEFORUM Document Management System (DMS) you can make all kinds of files and documents available on the Internet. With the integrated right management you decide who can access those files and documents; additionally, you can view statistics and histories. Access happens by web browser.
Warning: The given links and names can diverge from the network you are using. This depends on the operating company.

1. Overview

  • Click the application link Documents on the portal surface to get to the Document Management System.
You get to the following overview:
  • The tab Current Folder is marked white because you are located in it.
  • By clicking the tab Upload Document you can upload a document in the current folder, q.v. 3.1 Upload external Document.
  • By clicking the tab Create Folder you can create a new folder inside the folder you are located, q.v. 2.1 Add.
  • By clicking the tab Edit you can edit the folder in which you are located, q.v. 2.2 Edit.
  • By clicking the tab Mass Action you can perform mass actions with the documents located in the folder, q.v. 3.8 Mass Actions.
The folder in which you are located consists the following table:
  • In the second column you see the particular document or folder symbol.
  • Document Name Shows the name and the description of the folder/document.
    By clicking the name you get in the folder and respectively to the document details.
  • Size Shows the size of the document.
  • Last Modified Shows date and time of the last modification.
  • Download By clicking the icon you can download the document.
Depending on the rights you can upload and download documents, add folders, rename, copy or move them, etc.

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2. Manage Folders

You can add as many folders and sub-folders as needed. All folders are added below the root folder. There is no possibility to add a folder on the level of the root folder or above.

2.1 Add

  1. Click down to the folder level where you want to create a new folder.
  2. Click the tab Add Folder.
  3. Enter in the field New Folder Name a name for the folder.
  4. Activate in the area Reading Rights for User Group(s) the user groups who should get reading rights for the folder.
  5. Activate in the area Uploading Rights for User Group(s) the user groups who should get uploading rights for the folder.
  6. Click the button Save when ready.
You get to the overview of the new folder.

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2.2 Edit

  1. Click down to the folder level where the folder you want to edit is located.
  2. Click on the name of the folder.
  3. Click the tab Edit.
  4. If required enter in the field Folder Name a new name.
  5. If required activate in the area Reading Rights for User Group(s) the user groups who should get reading rights for the folder.
  6. If required activate in the area Uploading Rights for User Group(s) the user groups who should get uploading rights for the folder.
  7. Click the button Save when ready.
Note: To edit the root folder please go to the highest level (the root folder) and follow the instructions.
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2.3 Move/Copy

Note: If you move a folder the original folder gets deleted; if you copy a folder the original folder remains.
  1. Click down to the folder level where the folder is located you you want to copy/move.
  2. Click the name of the folder.
  3. Click the tab Move.
  4. Choose in the area Please select a folder from the selection box the folder you want to move/copy your folder to.
  5. Click either the button
    • Move Folder to move the folder or
    • Copy Folder to copy the folder.
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2.4 Manage Rights

  1. Click down to the folder level where folder is located whose rights you want to edit.
  2. Click the name of the folder.
  3. Click the tab Edit.
  4. If required activate in the area Reading Rights for User Group(s) the user groups who should get reading rights for the folder.
  5. If required activate in the area Uploading Rights for User Group(s) the user groups who should get uploading rights for the folder.
  6. Click the button Save when ready.
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2.5 Delete

Warning: If you delete a folder, all containing sub-folders and documents get deleted as well.
  1. Click down to the folder level where the folder is located you want to delete.
  2. Click the name of the folder.
  3. Click the tab Delete.
  4. Confirm the erasing procedure by clicking the button OK.
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3. Manage Documents

With the Document Management System you can manage not only documents, but also all files. Depending on your permission you can manage different things.
Note: You can upload documents from your PC/System (external documents), but also directly from the SITEFORUM File Manager in your portal (internal documents).

3.1 Upload external Document

An external document is a document which not yet in the portal like in the File Manager, but on your PC/System.
  1. Click down to the folder level, where the folder is located, to upload the document.
  2. Click the name of the folder.
  3. Click the tab Upload Document.
  4. Choose in the area Path/File the document you want to upload:
    1. Click the button Browse.
      Another window opens up.
    2. Choose the desired document.
    3. Click the button Open in the new window.
      The new window closes.
  5. Enter in the area Details in the field Description a description of the document.
  6. Enter in the field Tags relevant tags with which you can find the document later on in the portal with the help of the search functions.
  7. Activate in the area Access Rights/User Groups the user groups who should get reading rights.
  8. Activate in the area Subscription the option Send email to subscribers if users, who subscribed for this folder, should get a notification.
    Note: After uploading the document completely these users get an email with the path to the corresponding document.
  9. Click the button Upload Document when ready.
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3.2 Upload internal Document

An internal document is a document which already in the portal like in the File Manager, so you don't need to upload it from your PC/System.
  1. Click down to the folder level, where the folder is located, to upload the document.
  2. Click the name of the folder.
  3. Click the tab Upload Document.
  4. Click in the area Source & Target Directory in the line Alternative Source the link Open the File Manager browser (public://).
  5. The structure of the file system opens up.
  6. By clicking Root Directory you get to the main folder, by clicking Parent Directory you get to a higher level.
  7. Click down to the folder level, where the folder is located, to upload the document.
  8. Click the name of the document.
  9. Enter in the area Details in the field Description a description of the document.
  10. Enter in the field Tags relevant tags with which you can find the document later on in the portal with the help of the search functions.
  11. Activate in the area Access Rights/User Groups the user groups who should get reading rights.
  12. Activate in the area Subscription the option Send email to subscribers if users, who subscribed for this folder, should get a notification.
    Note: After uploading the document completely these users get an email with the path to the corresponding document.
  13. Click the button Upload Document when ready.
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3.3 Upload & Unpack .zip File

In the DMS you can upload and unpack .zip files. The existing folder structure and documents remain after unpacking the file.
  1. Click down to the folder in which you want to upload a .zip file.
  2. Click the name of the folder.
  3. Click the tab Upload Document.
  4. Upload the .zip file as described in 3.1 Upload external Document.
The .zip file is listed in the folder. For unpacking it please do the following:
  1. Click the File Name of the .zip file.
  2. Click either the icon or the link Unzip .zip file.
    Another window opens up in which the unpacking process runs through.
  3. Close the new window after the process finished.
  4. Click the link Current Folder in the first window.
The unpacked documents are listed below the .zip file.

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3.4 Download

  1. Click down to the folder which contains the document you want to download.
  2. Click the name of the folder.
  3. Click the icon Download.
    Another window opens up.
  4. Click either
    • Open to open the document in a corresponding program or

    • Save to save the document on your hard drive/system.
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3.5 Forward

  1. Click down to the folder which contains the document you want to forward.
  2. Click the name of the folder.
  3. Click the name of the desired document.
    You get to the Document Details.
  4. Click the link Forward Document.
  5. Enter in the field Your Email your email address as far as it is not entered yet.
  6. Enter in the field Recipient the email address of the recipient.
  7. Enter in the field Your Comment optional a comment.
  8. Click the button Submit when ready.
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3.6 Check out/Check in

You can edit documents without getting problems with different versions. If any document is in process, you check it out in the DMS so other users can read and download it but they cannot edit it. That ensures that several users do not edit one document at the same time.

Check out
  1. Click down to the folder which contains the document you want to check out.
  2. Click the name of the folder.
  3. Click the name of the desired document.
  4. Click the link Edit/Check Out.
    Note: The download starts automatically after few seconds.

    Another window opens up.
  5. Click either
    • Open to open the document in a corresponding program or

    • Save to save the document on your hard drive or system.
The document is now blocked for other users for their editing, they can only read the document. The link Edit/Check out is not available. The user finds the advice that the document is in process. The block can only be ended by a check in or a cancellation of the check out.

Check in
Note: A document can be checked in only from users who checked it out before.
  1. Click down to the folder which contains the document you want to check in.
  2. Click the name of the folder.
  3. Click the name of the desired document.
    You see the note You cannot edit this document. It is in use by [name].
  4. Click the link Click here to check in the document.
  5. Click either
    • in the area Check in document without modification the link Click here, to check in and release the document without modification to check it in without any changes and without uploading a new version or
    • in the area Edit Details the button Browse to upload the edited document or a new one.
      - Enter in the field Description a new description.
      - Enter in the field Keywords new keywords.
      - Activate the option Send email to subscribers to send an email to subscribers.
      - Click the button Upload.
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3.7 Edit

With this function you can, for example, change the name of the document or the access rights.
  1. Click down to the folder which contains the document you want to edit.
  2. Click the name of the folder.
  3. Click the name of the desired document.
  4. Click the tab Edit.
  5. If required enter in the field Document Name a new name.
  6. If required enter in the field Description a new description.
  7. If required enter in the field Keywords new keywords.
  8. If required acitvate other options in the area Access Rights/User Groups.
  9. Click the button Save when ready.
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3.8 Mass Actions

With mass actions you can copy or move documents from one folder to another (If you copy a document, the original documents remains; if you move a document the original document gets deleted.). You can also set rights for all documents inside one folder.
  1. Click down to the folder which contains the desired documents.
  2. Click the name of the folder.
  3. Click the tab Mass Actions.
  4. Activate the options of the desired documents.
    Note: Activate the option All to activate all documents at once.
  5. From the selection box in the area Move or copy the selected elements choose the folder in which you want to copy/move the documents.
  6. Click either the button
    • Move to folder if you want to move the documents or
    • Copy to folder if you want to copy the documents.
  7. Click the button Set Document Rights to set new rights for the selected documents.
    1. Activate the desired user groups.
    2. Click the button Assign Rights.
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3.9 History

  1. Click down to the folder which contains the document whose history you want to view.
  2. Click the name of the folder.
  3. Click the name of the desired document.
  4. Click the tab History.
The following Actions can appear:
  • CREATED The document was uploaded or created.
  • DOWNLOAD The document was downloaded.
  • CHECKOUT The document was checked out.
  • CHECKIN NO UPLOAD The document was checked in without any changes.
  • CHECKIN NEW VERSION The document was edited and checked in again.
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3.10 Versions

Note: A new version gets created not until a document was checked out and in again.
  1. Click down to the folder which contains the document whose version you want to view.
  2. Click the name of the folder.
  3. Click the name of the desired document.
  4. Click the tab Versions.
  5. By clicking the Document Name you can download, open and/or save the document.
  6. By clicking the option Active in the lower table you can activate the desired version.
  7. By clicking the icon Delete you can delete the version.
    Note: The current version cannot be deleted.
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3.11 Delete

  1. Click down to the folder which contains the document you want to delete.
  2. Click the name of the folder.
  3. Click the name of the desired document.
  4. Click the tab Delete.
  5. Confirm the erasing procedure by clicking the button OK.
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4. Document Map

The document map works like a sitemap, but with the document structure.

Click either
  • the link Sitemap and afterwards the tab Documents or
  • directly the link Document map.
All folders with the given structure are shown, which you can click.

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5. Document Managers

Note: Only "Portal Master" or "Document Managers" can assign folders from the DMS to Document Managers.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Documents (DMS).
  3. In the navigation on the left, below Documents, click Document Manager.
As far as Document Managers exist already you see the following table:
  • Status Shows the status of the user.
  • Last Name, First Name Shows the name of the Document Manager.
  • Email Shows the email address.
  • Company Shows the company of the Document Manager.
  • Assign By clicking the icon you can assign folders of the DMS to the Document Manager.
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5.1 Add

  1. In the navigation on the left, below Documents click Document Managers.
  2. Click the tab Add.
    • If the desired user exists alrady, continue with a).
    • If you need to add the user, continue with b).
a) User exists already in the portal
  1. Enter in the field a part of the name.
    All users who match are listed.
  2. Choose the desired user and click his/her profile.
  3. Click the button Save.

  4. The new Document Manager is shown in the overview.
b) Add new user to this portal
  1. Enter in the field Salutation the salutation, e.g. Mr.
  2. Enter in the field First Name the first name, e.g. John.
  3. Enter in the field Last Name the last name, e.g. Smith.
  4. Enter in the field Email the email addresse, e.g. j.smith@domain.com.
  5. Click the button Save.

  6. The new Document Manager is shown in the overview.
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5.2 Assign

  1. In the navigation on the left, below Documents click Document Managers.
  2. Choose in the overview the Manager you want to assign folders to.
  3. Click the icon Assign.
The whole folder structure of the DMS appears.
  1. Activate all boxes of the folders, which you want to assign to the chosen Document Manager.
    Note: To assign all folders at once to the Manager, click the button All at the end of the folder structure. To remove all assignments at once, click the button None at the end of the folder structure.
  2. Click the button Save when ready.
All assigned folders are shown in yellow in this view and also when the Document Manager logs in and goes to the DMS. The Document Manager can create sub-folders now, upload and download files, copy, move or rename them. He has only read rights for the other, white marked folders.

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5.3 Edit/Delete Assignment

  1. Choose in the Overview the Document Manager whose folder assignment you want to delete/edit.
  2. Click the icon Assign.
  3. Disable the checkboxes of the folders which you want to delete and if required activate others.
  4. Click the button Save when ready.
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6. Statistic

Log in as "Portal Master" or "Document Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Documents (DMS).
  3. In the navigation on the left, below Documents, click Statistik.
You get the following lists:

Top downloads
  • Pos. Describes the position of the "Top10."
  • Downloads Shows the number of downloads.
  • File Shows the files which were downloaded.
    By clicking the name of the file you get to the file history.
  • Path Shows the path of the file in the DMS.
By clicking the link more below the table the list is added with another 10 positions.

Latest downloads
  • Pos. Describes the position of the "Top10."
  • Time Shows the time of the downloads.
  • File Shows the files which were downloaded.
    By clicking the name of the file you get to the file history.
  • Path Shows the path of the file in the DMS.
By clicking the link more below the table the list is added with another 10 positions.

Latest uploads
  • Pos. Describes the position of the "Top10."
  • Time Shows the time of the uploads.
  • File Shows the files which were uploaded.
    By clicking the name of the file you get to the file history.
  • Path Shows the path of the file in the DMS.
By clicking the link more below the table the list is added with another 10 positions.

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7. Settings

Log in as "Portal Master."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Documents (DMS).
  3. In the navigation on the left, below Documents, click Settings.
  4. In the area Set supply method choose either Force download dialog to open a dialog while downloading a file, which asks if the file should be opened or saved. Or Open in assigned application to open the file directly in a corresponding program.
  5. In the area File History choose either File history only available for document managers to make the file history not visible for every user. Or File history visible for users with read rights to make the file history visible for every user with read rights.
  6. In the area Default Sort Order choose either By Name to sort documents by name. Or By Position to make the arrows avalaible to sort documents manually in each folder.
  7. Click the button Save when ready.
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