All documents stored within CompleteEmpire are held and managed within the document management system. The advantage of a DMS includes secure storage in a safe and secure location that is easily searchable.
Any document can be searched by Keyword and filtered using Tags. You have the ability to include metadata that make it easier to recall a document or group of documents. For example, tagging all your invoices as "invoice" makes it easy to review all documents of this type with a simple search.
Document Properties Panel - example
- Document Properties Panel - note when the user owns the document the properties panel will allow you to edit the document properties.
- Preview - opens the document in a separate preview window.
- Version History - opens the document version history detail window.
Opening the Document Properties Panel
- Click to highlight the Document Detail icon to automatically open the properties panel.
- Click the {Right Arrow} icon to close the panel.
Editing document properties
| ID | Field | Actions |
|---|---|---|
| 1 | Folder | select the down arrow icon and choose from the top level folders listed. The current folder is highlighted. |
| 2 | File Name | the file name can be edited directly. |
| 3 | Version Number | the version numbers can be manually edited. |
| 4 | Description | add your own description/comments. Note the description is visible below the file name in the File Display icon. The description is not a searchable field. |
| 5 | Keywords | enter keywords that will assist you and others searching for the document. |
| 6 | Tags | select from the available list of predefined Tags. Tags can be added via Lookups and thus customised to the business requirements. |
| 7 | Author | document author details. This is a searchable field but is not prioritised over the search for a matching word or part word in the file name. |
| 8 | Owner | select the down arrow icon to choose a new owner of the document. |
| 9 | Visibility | select the down arrow icon to change the document visibility (private/everyone). |
| 10 | Public Domain | select the down arrow icon to change the document visibility ( public/internal) |
| 11 | Notes | add notes or reminders, action points in this area. Notes is a searchable field. |
| 12 | Save | click [Save] to save your changes to the document properties. |
| 13 | Delete | click [Delete] to delete the document from the DMS. |
| 14 | Add New | drag a new version of the same document to the 'Add New' area. The document version is updated. |
| 15 | Select Files | click to open the File Explorer window to find and select a new version of the current document. |
Note changing the ownership will result in you NOT be able to edit the document properties.
Managing Version History
- [Version History] - click to open the Version History window.
- {Revert} - click to select previous version and revert to current version.
Example - the current version has been changed from 0.3 to to the first version 0.0.
- Version History - the window will display the date of upload, file name, owner and version number and currency.
- Revert - Older versions of the same document can be reverted to current if required, document with a version history are indicated in the file properties box with a blue 'revert' icon.
Moving a document
- Click the File Details icon to select and open the properties panel.
- Select the down arrow icon and choose from the top level folders listed. The current folder is highlighted.
- Select the folder to move the document to.
- Click [Save] - save the changes.
- The available folders will depend on your log in credentials and work activity.
- Documents should be filed in the folder of most relevance.
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