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  • Overview
  • Adding/creating documents
  • Viewing/editing documents
  • Managing documents
  • Sharing documents
  • Changing module settings

Overview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

  • My documents icon My documents is a private storage space, each portal member (with the exception of guests) has this section where he can upload, import or create documents for personal use only;
  • Shared with me icon Shared with me contains documents that were shared with a portal member by other members;
  • Favorites icon Favorites contains documents that were marked as favorites by the current user. Users can hide or show this section in the Common Settings of the Documents module. This section is not available for guests;
  • Recent icon Recent contains all the files recently opened in the editor by the current user (excepting encrypted documents and files from third-party clouds). Users can hide or show this section in the Common Settings of the Documents module. This section is not available for guests;
  • Private Room icon Private Room is a special section for secure work with documents. This section is only available in the server version. Work in the Private Room is only available via Desktop Editors;
  • Common icon Common is a common storage space containing files and folders available to all portal members;
  • In projects icon In projects contains folders corresponding to existing projects and represents a storage place for all documents from the 'Projects' module;
  • Trash icon Trash is a section where all deleted files are stored and can be restored or removed later.
It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.

Adding/creating documents

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File

Viewing/editing documents

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

Managing documents

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

  • To filter items by TYPES choose one of the following options: Folders, Documents, Presentations, Spreadsheets, Images, Media, Archives, or All files.
  • To filter items by AUTHOR click the User or Group option and choose the necessary user or group.
  • To exclude subfolders from search click the No subfolders option in the SEARCH section.

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

  • Share several documents at once for the portal users
  • Copy external link to a file with Read Only permissions for people outside the portal
  • Copy the link to a document to clipboard for portal users
  • Send a file by email
  • Sign a file with DocuSign
  • Show version history and restore one of them
  • Finalize the current version of a file and create a revision for a new one
  • Block a file for further editing by other users with the corresponding editing rights
  • Mark a file as favorite
  • Download a file in the original format to your computer hard disk drive
  • Download as a file in the selected format to your computer hard disk drive
  • Move to another section or folder within the Documents module
  • Copy a file and move the created copy to the selected section of the Documents module
  • Create a copy of a file in the current folder
  • Rename a file
  • Delete a file moving it to the Trash section of the Documents module

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

Sharing documents

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

  • Full Access icon Full Access - a user or group will be able to view and edit the document as well as to share this document. All the editing options including review features, form filling and commenting will be available.
  • Restricted Editing: Review, Form Filling, Custom Filter and Comment. These access rights allow to restrict the users' ability to modify a shared file.
    • Review icon Review - a user or group will be able to view and change the document without actually editing it. Form filling and commenting will also be available, but all the changes made by a reviewer will be recorded and shown to the file owner (or a person who has full access to the file) so that he/she will be able to accept or reject them.
    • Form Filling icon Form Filling - a user or group will be able only to view the document and fill in the forms (content controls) inserted into the document. All other editing options except entering text into the forms will not be available.
    • Custom Filter icon Custom Filter - the changes made by a user to the spreadsheet filters will be applied only for the current user. All other editing options will be available.
    • Comment icon Comment - a user or group will be able only to view the document and add comments, as well as manage them (edit or delete comments, add replies or close the discussion). All other editing options except working with comments will not be available.
    The Review and Form Filling options are only available for the .docx files. The Custom Filter option is only available for the .xlsx files.
  • Read Only icon Read Only - a user or group will be able only to view the document. In this case, editing options are not available and the file cannot be modified.
  • Deny Access icon Deny Access - this option is used to block access previously granted to a user or group.

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

  • provide access to a file/folder for your portal users/groups
  • provide access to a file for anyone else (including people outside the portal)
    • by sharing a link to a document
    • by embedding a document into a web page

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.

Changing module settings

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
  • Save the file copy in the original format as well (available for users and guests) - is used when uploading files in formats which differ from .docx/.xlsx/.pptx. When this option is enabled, it allows to place a converted file as a new separate file. If this option is disabled, a converted file will be placed as a new revision of the original file.
  • Display notification when moving the element to the trash (available for users and guests) - is used to hide or show notifications when moving elements to the Trash.
  • Update the file version for the existing file with the same name (available for users) - is used when uploading a file with the same name. When this option is enabled, it allows to update the version of the existing file. If this option is disabled, a copy of the file will be created.
  • Keep intermediate versions when editing (available for users) - is used to create a new intermediate revision every time the user saves the file by using the Ctrl+S key combination or by using the Save icon.
  • Display Favorites (available for users) - is used to hide or show the Favorites section.
  • Display Recent (available for users) - is used to hide or show the Recent section.
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

  • Keep all saved intermediate versions is used to make it possible for the portal users to store all intermediate revisions.
  • Allow users to connect third-party storages is used to make it possible for the portal users to connect third-party clouds.
Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

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