FusionForge

Document Management/6.1

From FusionForge Wiki
Jump to: navigation, search

This page in other versions: master


FusionForge provides a complete document management system.

Main features

  • unlimited hierarchical folders
  • unlimited documents
  • unlimited versions per document
  • document version review with basic workflow
  • search engine
  • user notification
  • user, project widgets
  • mass actions on selected files

Plugin extensions

Available widgets

user oriented widgets

project oriented widgets

Activation

To enable this system at forge level, the configuration flag use_docman must be set to yes. Per project, the system can be enable/disable through the Project admin tab.

Permissions

Document Management Permissions block in Role

Relying on RBAC, document management permissions are:

  • No Access: forbid any access to document management elements
  • Read only: user can browse, download, search files.
  • Submit documents: can add new files to existing public directories.
  • Approve documents: full permissions on any directory and files.
  • Doc manager administration: access to administrative tasks and settings.

Main Page

Document Management Main page

The main page is organized into 2 panes (directory tree, listing part). These panes provide the following subareas:

  • the dynamic submenu (1)
  • the directory tree (2)
  • the directory full path (3)
  • the paging preference (4)
  • action buttons on the directory (5)
  • file listing (6)
  • mass actions on selected files (7)
  • pending file listing (8)
  • vertical handle bar (9)

The vertical handle bar can set the user preference on the size of the 2 major panes: directory tree & the listing part.

submenu

The submenu is dynamic depending on the data available and user permissions. The submenu contains the following elements:

  • View Documents: point to the Main page.
  • Add new items: Direct access to the multitab add element part. This multitab is also available through the direct access directory action buttons. Requires Submit documents permission.
  • Search: Point to the search engine page.
  • Trash: only available if a directory or a file has deleted status. Point to the main page with a view of the trash can. Requires Approve documents permission.
  • Reporting: Requires Doc manager administration permission.
  • Administration: Requires Doc manager administration permission.

directory tree

The tree provides the ability to drill into the hierarchy of directories. The directory is identified by:

  • a triangle or a dot. Triangle means the directory has at least one subdirectory. Dot means the directory has no subdirectory.
  • the name of the directory
  • number of documents per status.

Permission applies. Private directory requires Approve Documents permission.

directory full path

Document Management Directory Full Path

The full path of the directory provides direct link access to each parent directory.

paging preference

Only available if user is logged.
The paging preference can be modify on this page to select the number of artifacts displayed. This preference is unique per user across the forge. Default value is 25. Modifying here the paging preference will modify it to all pages using the paging system such as tracker browse page.

directory action buttons

  • Edit this folder: open dialogbox to edit name, move the folder across the tree, set status.
  • move this folder and his content to trash: set status to delete to any elements in this directory recursively.
  • Permanently delete this folder: only available if there is no element in the directory.
  • Add new items in this folder: open dialog tabs to add new file, new folder or inject a zip file. Only displayed if the folder is not empty.
  • Download this folder as a ZIP: easy export as zip file all contents of this directory, recursively. Only available if the directory has content (files or subfolders).
  • Start/Stop monitoring this folder: subscribe to mail notification on any action perform in this folder.

file listing

The file list is presented by a table with the following columns:

  • check box: to select file for mass action
  • filetype icon: based on detected mimetype, clickable to view/download the document
  • ID: the ID of the document. Useful for linking this document to other elements in FusionForge, such as an artifact.
  • filename: the real name of the file when added. A star in front of the filename identifies document uploaded in the last 7 days.
  • Title: the title of the document as set when added
  • Description: the description of the document as set when added
  • Author: the user who added the document
  • Last time: either the creation time or the last modification time of the document.
  • Status: the document status. See here for available status.
  • Size: the size of the document. Human readable value.
  • View: the number of views of this document. All versions included.
  • Actions: direct actions on the document.
    • delete: set the delete status to the document. The document is then available in the trash can.
    • edit: file edition, modify title, description, comments, add new version, start review, move the file across the directory tree hierarchy.
    • lock/unlock: set the lock or unlock the document for later edition. User reserves the document. Noone can edit it. Administrators can overwrite the lock.
    • Monitor/Unmonitor: monitor the modification of the document by mail.
    • Notify users: mail notification on selected users from the project.

The information displayed are the values of the current version of the document, except for the view column.

This table can be reorder using the arrows right next to column title. The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.

mass actions

The mass actions block is hidden by default. Ticking checkbox in front of each line of file displays the mass action block. The mass action applies only to the ticked documents. Following mass actions are available:

  • move to trash: set delete status to document
  • Lock for later edition: set the reserve flag to documents. Lock documents to future edition by other user. Document Manager Administrator can overwrite the lock.
  • Unlock for later edition: unset the reserved flag to documents.
  • Monitor: enable mail notification on any modification of selected documents.
  • Unmonitor: disable monitoring.
  • Move to another folder: select the new target folder for the selected documents.
  • Download as Zip: save as zip file selected documents. Only current versions retrieved.

pending file listing

The pending file list is presented by a table with the following columns:

  • check box: to select file for mass action
  • filetype icon: based on detected mimetype, clickable to view/download the document
  • ID: the ID of the document. Useful for linking this document to other elements in FusionForge, such as an artifact.
  • filename: the real name of the file when added. A star in front of the filename identifies document uploaded in the last 7 days.
  • Title: the title of the document as set when added
  • Description: the description of the document as set when added
  • Author: the user who added the document
  • Last time: either the creation time or the last modification time of the document.
  • Status: the document status. See here for available status.
  • Size: the size of the document. Human readable value.
  • View: the number of views of this document. All versions included.
  • Actions: direct actions on the document.
    • edit: file edition, modify title, description, comments, add new version, start review, move the file across the directory tree hierarchy.
    • validate: set status to active.

The information displayed are the values of the current version of the document, except for the view column.

This table can be reorder using the arrows right next to column title. The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.

mass actions

The mass actions block is hidden by default. Ticking checkbox in front of each line of file displays the mass action block. The mass action applies only to the ticked documents. Following mass actions are available:

  • Download as Zip: save as zip file selected documents. Only current versions retrieved.
  • Activate in this folder: set document status to active

directories

A directory is defined by:

  • an unique id, automatically generated
  • a name: free text, max size 255 characters.
  • a status: private or public.
  • a parent directory: default parent is '/'

By default, each project starts with a "Uncategorized Submissions" automatically created on-the-fly on first file submission.

There are:

  • no limit in depth of the directory tree,
  • no limit of number of directories per project.

The directory name must be unique inside the directory parent.

add a new directory

Document Management New Folder Form

To add a new directory, it requires Approve documents permission.
From the submenu Add new items entry or from the Add new items in this folder action button:

  • Click on New Folder tab.
  • Enter the name of the new directory to create.
  • Select status. Public status: every user with Read only permission can browse the directory. Private status requires Approve documents permission to be browsable.
  • Click on create

edit an existing directory

Document Management Edit Folder Form

To edit an existing directory, it requires Approve documents permission.
From the Edit this folder action button, folder name, status and directory parent can be modified. Modifying the directory parent moves the directory and his content across the tree hierarchy.

documents

A document is defined by:

  • an unique ID, automatically generated,
  • a set of parameter is called a version,
  • a status,
  • a directory parent.

A version has the following paramaters:

  • a title: free text, at least 5 characters
  • a description: free text, at least 10 characters
  • a comment: free text
  • a specific flag called current version: this flag is unique across all versions of the document
  • a file: either URL or any file type. If configuration flag use_manual_uploads is set, an already upload file can be used.

status

The following status are available:

  • active: default status if user has Approve documents permission.
  • private: not used.
  • pending: default status if user has only Submit documents permission.
  • hidden: not used.
  • deleted: document with this status is moved to the trash can.

add a new document

Document Management New Document Form

o add a new document, it requires Submit documents permission. From the submenu Add new items entry or from the Add new items in this folder action button:

  • Click on New Document tab.
  • Set the title of the document. At least 5 characters.
  • Set the description of the document. At least 10 characters.
  • Add any comment about this document creation.
  • Select type of document to create. Default select is File
    • File: to upload any new document. The filetype of the document will be set automatically. The filesize will be calculated automatically. The maximum size of the document to upload is set by server configuration.
    • URL: any http/https link.
    • Already-uploaded file: If configuration flag use_manual_uploads is set, users can copy files locally on the server (using scp/ssh for instance). Then uploaded files can be selected.
  • Select the folder that document belongs.
  • Select the status of the document. Default value is pending is user has only Submit documents permission. If user has Approve documents, default value is active.
  • Click on Submit Information

Tips: title & description of the document will be used by the search engine. It is better to set these elements with meaningful values.

When adding a new document, it creates a document object envelop and the first version of this document. It sets automatically this first version as current version.

Edit a document

Document Management Edit Document View

Once a document created, user can edit a document by clicking on the edit button action in the file listing. As result, a dialog box is displayed. A lock is automatically set on the document to forbid simultaneous edition. The lock is released when the user closes the dialog box. If the user does not close the dialog box but closes the browser or any other interruption, the lock is released after 60 secondes.

The dialog box displays the following information:

  • the ID of the document in format D<integer> followed by the title of the dialog box
  • the current folder containing the document
  • the status of the document
  • a specific tab with the listing of versions, each line includes (click on each column title to reorder, except action buttons column):
    • the ID of the version followed by the X mark if the version is the current version.
    • the file name
    • the title
    • the description
    • the comment
    • author (user)
    • last modification time of this version (or creation time if no modification made on this version)
    • Size of the file
    • action buttons on this version
      • edit this version
      • delete this version, only available if the document has more than one version.
  • a Add new version button
  • Save and Cancel buttons.

A second tab with the listing of the reviews, each line includes (click on each column title to reorder, except action buttons column):

    • TODO
  • a Add new review button

After Review tab, it is specified the number of reviews of this document. If there are no review for the document, a information message is displayed and the number of reviews is set to zero.

add a new version

Document Management Add New Version To A Document View

To add a new version to a document, click on the edit button of the document in the file listing view, then click on the Add new version button in the dialog box. It will display to following fields to fill:

  • Document Title
  • Description
  • Comment
  • Checkbox to set this new version as the current version
  • Checkbox to select the type of the document. Depending on the type of the document selected a specific field will be displayed.

And finally click on the Save button

modify a existing version

To edit the version of a document, click on the edit button of the document in the file listing view, then click on the edit button of the targeted version.

Then the required fields are pre-filled with information from the selected version to be edited.

In case of a file type file, the initial file is not displayed in the form. There is no need to reupload the file, the existing file will be used if user does not attach a new file.

Once fields modified as wished, clicking on the Save button submit the modification.

Review a document version

To use the review document feature, the configuration flag use_docman_review must be set on. (Default value is no).

The objective of a review is the possibility to comment/modify or get feedback on a version of a document. A review is defined by the following elements:

  • a title (required)
  • a description (required)
  • the version of the document to be review (required)
  • the end date of this review (required)
  • the mandatory reviewers (required)
  • the optional reviewers
  • notification comment (to be added to the notification mail set to reviewers)

Important: It is not possible to create a review on a brand new document.

Start a review
Document Management New Document Version Review Form
Participate to a review
Finalize a review

deletion

delete a version

Once a version is deleted, it cannot be restored.

delete a document

restore a document

import/export

zip injection

download as a zip

This feature is directly available at several places in the interface:

  • directory action button: download as a ZIP.
  • mass action file button either on general file listing or on the pending file listing.
  • extract documents & folders as an archive in the administrative menu.

Forge command line

The forge binary located in the ~/bin/ directory. It provides functions to import/export document, folder or the complete document management content.

More information about forge command line here

search

To enable this feature, the project must set the option Enable search Engine using the Admin page. This feature is per project.

indexing engine based on libreoffice.

trash page

FusionForge provides a trash mechanism. Both document and directory have a delete status. This delete status is used to identify which documents and/or directories can deleted. Each element can then be found in the trash.

The trash mechanism is implemented using a hardcoded, reserved and immutable directory name .trash. This .trash directory has as parent directory /.

Setting the status to delete for a single document move the parent directory of this document to .trash.

Setting the status to delete for a directory move the parent directory of this directory to .trash and set recursively all the content of this directory to delete status. In that case, the initial directory tree is keeped as it is.

reporting

administration

webdav access