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Difference between revisions of "Document Management/6.1"

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[[Category:User documentation 6.1]]
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[[Category:User_documentation_6.1]]
 
This page in other versions: [[Document_Management|master]]
 
This page in other versions: [[Document_Management|master]]
 
----
 
----
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==Plugin extensions==
 
==Plugin extensions==
* [[Projects_Hierarchy_Plugin|project hierarchy plugin]] provides one view of all child projects in one page.
+
* [[Projects_Hierarchy_Plugin|project hierarchy plugin]] provides one view of all child projects in one page and add specific search option to include child projects.
  
 
==Available widgets==
 
==Available widgets==
===user oriented widgets===
+
===User oriented widgets===
 
* [[Widget_User_Monitored_Documents/6.1|Monitored Documents]]
 
* [[Widget_User_Monitored_Documents/6.1|Monitored Documents]]
 
* [[Widget_User_5_Last_Documents/6.1|The 5 Last Documents in My Projects]]
 
* [[Widget_User_5_Last_Documents/6.1|The 5 Last Documents in My Projects]]
  
===project oriented widgets===
+
===Project oriented widgets===
 
* [[Widget_Project_Documents_Activity/6.1|Last 4 weeks Documents Manager Activity]]
 
* [[Widget_Project_Documents_Activity/6.1|Last 4 weeks Documents Manager Activity]]
 
* [[Widget_Project_Latest_Documents/6.1|5 Latest Published Documents]]
 
* [[Widget_Project_Latest_Documents/6.1|5 Latest Published Documents]]
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The vertical handle bar can set the user preference on the size of the 2 major panes: directory tree & the listing part.
 
The vertical handle bar can set the user preference on the size of the 2 major panes: directory tree & the listing part.
=== submenu ===
+
=== Submenu ===
 
The submenu is dynamic depending on the data available and user permissions. The submenu contains the following elements:
 
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.
 
* '''View Documents''': point to the Main page.
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* '''Administration''': Requires ''Doc manager administration'' permission.
 
* '''Administration''': Requires ''Doc manager administration'' permission.
  
=== directory tree ===
+
=== Directory tree ===
 
The tree provides the ability to drill into the hierarchy of directories.
 
The tree provides the ability to drill into the hierarchy of directories.
 
The directory is identified by:
 
The directory is identified by:
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Permission applies. Private directory requires ''Approve Documents'' permission.
 
Permission applies. Private directory requires ''Approve Documents'' permission.
  
=== directory full path ===
+
=== Directory full path ===
 
[[File:Ff-docman-directory-fullpath.png|thumb|right|400px|Document Management Directory Full Path]]
 
[[File:Ff-docman-directory-fullpath.png|thumb|right|400px|Document Management Directory Full Path]]
 
The full path of the directory provides direct link access to each parent directory.
 
The full path of the directory provides direct link access to each parent directory.
  
=== paging preference ===
+
=== Paging preference ===
 
Only available if user is logged.<br/>
 
Only available if user is logged.<br/>
 
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.
 
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/6.1|tracker]] browse page.
 
Modifying here the paging preference will modify it to all pages using the paging system such as [[Tracker/6.1|tracker]] browse page.
  
=== directory action buttons ===
+
=== Directory action buttons ===
 
* '''Edit this folder''': open dialogbox to edit name, move the folder across the tree, set status.
 
* '''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.
 
* '''move this folder and his content to trash''': set status to delete to any elements in this directory recursively.
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* '''Start/Stop monitoring this folder''': subscribe to mail notification on any action perform in this folder.
 
* '''Start/Stop monitoring this folder''': subscribe to mail notification on any action perform in this folder.
  
=== file listing ===
+
=== File listing ===
 
The file list is presented by a table with the following columns:
 
The file list is presented by a table with the following columns:
 
* ''check box'': to select file for mass action
 
* ''check box'': to select file for mass action
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* ''View'': the number of views of this document. All versions included.
 
* ''View'': the number of views of this document. All versions included.
 
* ''Actions'': direct actions on the document.
 
* ''Actions'': direct actions on the document.
** delete: set the delete status to the document. The document is then available in the trash can.
+
** 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.
+
** 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.
 
** 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.
 
** Monitor/Unmonitor: monitor the modification of the document by mail.
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The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.
 
The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.
  
==== mass actions ====
+
==== 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.
 
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:
 
Following mass actions are available:
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* '''Download as Zip''': save as zip file selected documents. Only current versions retrieved.
 
* '''Download as Zip''': save as zip file selected documents. Only current versions retrieved.
  
=== pending file listing ===
+
=== Pending file listing ===
 
The pending file list is presented by a table with the following columns:
 
The pending file list is presented by a table with the following columns:
 
* ''check box'': to select file for mass action
 
* ''check box'': to select file for mass action
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* ''View'': the number of views of this document. All versions included.
 
* ''View'': the number of views of this document. All versions included.
 
* ''Actions'': direct actions on the document.
 
* ''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.
+
** 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.
+
** Validate: set status to active.
  
 
The information displayed are the values of the ''current'' version of the document, except for the view column.
 
The information displayed are the values of the ''current'' version of the document, except for the view column.
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The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.
 
The reorder is limited to the displayed content. It does not do a reorder request to fetch other data.
  
==== mass actions ====
+
==== 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:
 
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.
 
* '''Download as Zip''': save as zip file selected documents. Only current versions retrieved.
 
* '''Activate in this folder''': set document status to ''active''
 
* '''Activate in this folder''': set document status to ''active''
  
== directories ==
+
== Directories ==
 
A directory is defined by:
 
A directory is defined by:
 
* an unique id, automatically generated
 
* an unique id, automatically generated
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The directory name must be unique inside the directory parent.
 
The directory name must be unique inside the directory parent.
  
=== add a new directory ===
+
=== Add a new directory ===
 
[[File:Ff-docman-new-folder.png|thumb|right|400px|Document Management New Folder Form]]
 
[[File:Ff-docman-new-folder.png|thumb|right|400px|Document Management New Folder Form]]
 
To add a new directory, it requires ''Approve documents'' permission.<br/>
 
To add a new directory, it requires ''Approve documents'' permission.<br/>
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* Click on ''create''
 
* Click on ''create''
  
=== edit an existing directory ===
+
=== Edit an existing directory ===
 
[[File:Ff-docman-edit-folder.png|thumb|right|400px|Document Management Edit Folder Form]]
 
[[File:Ff-docman-edit-folder.png|thumb|right|400px|Document Management Edit Folder Form]]
 
To edit an existing directory, it requires ''Approve documents'' permission.<br/>
 
To edit an existing directory, it requires ''Approve documents'' permission.<br/>
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Click on ''Edit'' button to save modification.
 
Click on ''Edit'' button to save modification.
  
== documents ==
+
== Documents ==
 
A document is defined by:
 
A document is defined by:
 
* an unique ID, automatically generated,
 
* an unique ID, automatically generated,
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* a file: either URL or any file type. If [[Configuration/6.1|configuration]] flag ''use_manual_uploads'' is set, an already upload file can be used.
 
* a file: either URL or any file type. If [[Configuration/6.1|configuration]] flag ''use_manual_uploads'' is set, an already upload file can be used.
  
=== status ===
+
=== Status ===
 
The following status are available:
 
The following status are available:
 
* '''active''': default status if user has ''Approve documents'' permission.
 
* '''active''': default status if user has ''Approve documents'' permission.
 
* '''private''': not used.
 
* '''private''': not used.
 
* '''pending''': default status if user has only ''Submit documents'' permission.
 
* '''pending''': default status if user has only ''Submit documents'' permission.
* hidden''': not used.
+
* '''hidden''': not used.
 
* '''deleted''': document with this status is moved to the trash can.
 
* '''deleted''': document with this status is moved to the trash can.
  
=== add a new document ===
+
=== Add a new document ===
 
[[File:Ff-docman-add-newdocument.png|thumb|right|400px|Document Management New Document Form]]
 
[[File:Ff-docman-add-newdocument.png|thumb|right|400px|Document Management New Document Form]]
 
To add a new document, it requires ''Submit documents'' permission.
 
To add a new document, it requires ''Submit documents'' permission.
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A second tab with the listing of the [[Document_Management/6.1#Review_a_document_version|reviews]], each line includes (click on each column title to reorder, except action buttons column):
 
A second tab with the listing of the [[Document_Management/6.1#Review_a_document_version|reviews]], each line includes (click on each column title to reorder, except action buttons column):
 +
[[File:Ff-docman-review-tab.png|thumb|right|400px|Document Management Review Document Tab]]
 
* each line includes:
 
* each line includes:
 
** ID (automatically generated review ID, internal value)
 
** ID (automatically generated review ID, internal value)
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* It is not possible to create a review on a brand new document.
 
* It is not possible to create a review on a brand new document.
 
* Only one open review at the same time per document. Users must complete the current review before starting a new one.
 
* Only one open review at the same time per document. Users must complete the current review before starting a new one.
 +
 +
===== Status of a review =====
 +
A document review can have 4 different status:
 +
* Open: the review is still on-going. The review can be overdue.
 +
* Closed: the review has been completed.
 +
* Error: Internal status, when no users are linked to the review, error status may occur.
 +
* Success: the review has been completed and creator has set '''Validated''' when finalized the review. This document version will be labelled with a specific icon in the file listing page.
 +
 
===== Start a review =====
 
===== Start a review =====
 
[[File:Ff-docman-create-review.png|thumb|right|400px|Document Management New Document Version Review Form]]
 
[[File:Ff-docman-create-review.png|thumb|right|400px|Document Management New Document Version Review Form]]
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===== Participate to a review =====
 
===== Participate to a review =====
* as reviewers
+
* As reviewers:
* as non-reviewers
+
Reviewers (mandatory or optional) are notified by mail and enrolled for participation. To participate, users must comment the review. Users can attach new documents to a comment. When users have commented, users can tick on the comment form the flag ''Review done'' to set their participation to done.
 +
* As non-reviewers:
 +
Non-reviewers can only read the comments written by reviewers to a document review.
  
 
===== Finalize a review =====
 
===== Finalize a review =====
 +
[[File:Ff-docman-complete-a-review.png|thumb|right|400px|Document Management: Finalize a document review]]
 +
A review can be completed at any time, any participation rate by the user who created the review. To complete the review:
 +
* Click on the '''Complete this review''' action icon
 +
* Tick the '''Close this review''' checkbox
 +
* Tick the '''Validate this document''' if user wants to promote the document from pending status to active status. This checkbox is only available for pending status documents.
 +
* Select the result of this review: ''Closed'' or ''Validated''. ''Closed'' means this review is closed. ''Validated'' status means the review is closed and this document version has been validated. A specific icon is then displayed on the file listing panel in front of the document to identify document with a ''validated'' review.
 +
* Click on the '''Save''' button.
  
 
==== Associate the document to another object ====
 
==== Associate the document to another object ====
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More information about ''forge'' command line [[Forge_command_line/6.1#Document_Management|here]]
 
More information about ''forge'' command line [[Forge_command_line/6.1#Document_Management|here]]
  
== search ==
+
== Search ==
 +
[[File:Ff-docman-search.png|thumb|right|400px]]
 
To enable this feature, the project must set the option ''Enable search Engine'' using the ''Admin'' page. This feature is per project.
 
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.
+
Search is available using the '''Search''' entry in the submenu. The Search is limited to documents and all included versions. It does not support search for directories. The following fields of document are used:
 +
* title
 +
* description
 +
* filename
 +
 
 +
By default, ''Search'' looks for all words of the query to be present. Select ''With at least one of words'' to look for any word of the query. Tick ''inside the document'' to use the content of the documents that have been parse by the search engine.
  
== trash page ==
+
This search engine used under the hood the libreoffice engine to parse the content of documents. The following file mime-type are supported:
 +
* Plain text
 +
** text/plain
 +
** text/x-diff
 +
** text/x-php
 +
** text/x-c
 +
** text/html
 +
* PDF
 +
** application/pdf
 +
* Word processing
 +
** application/vnd.oasis.opendocument.text
 +
** application/vnd.openxmlformats-officedocument.wordprocessingml.document
 +
** application/msword
 +
** application/rtf
 +
** text/rtf
 +
* Presentation
 +
** application/vnd.oasis.opendocument.presentation
 +
** application/vnd.openxmlformats-officedocument.presentationml.presentation
 +
** application/vnd.ms-powerpoint
 +
* Spreadsheet
 +
** application/vnd.oasis.opendocument.spreadsheet
 +
** application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
 +
** application/vnd.ms-excel
 +
 
 +
To get access to ''Advanced options'', click on the small triangle to open the ''Advanced options'' window. The ''Advanced options'' include:
 +
* a time frame to limit the search (From/To)
 +
* include child projects if the project is using the [[Projects_Hierarchy_Plugin|project hierarchy plugin]].
 +
 
 +
Search results uses paging system. Results are organized per version per directory. It provides direct access to found versions for download and edition, and to directories as well. Words found in ''Title'' and ''Description'' are set in bold.
 +
 
 +
== 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''.
 
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''.
  
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The trash page is organized as the file listing view.
 
The trash page is organized as the file listing view.
  
=== delete a document ===
+
=== Delete a document ===
==== delete a version ====
+
Deleting a document, set the status of the document to '''delete'''. There are several ways to achieve this:
Once a version is deleted, it cannot be restored.
+
* option 1:
==== restore a document ====
+
** on the list file panel, click on the '''Move this file to trash''' action icon.
 +
* option 2:
 +
** on the list file panel, click on the '''Edit document"' action icon, set the status to '''delete'''
 +
In both case, the document is moved to the '''.trash''' directory.
 +
==== Delete a version ====
 +
Once a version is deleted, it cannot be restored. When a document has a single version, the version itself cannot be deleted. Just delete the document.
 +
To delete a version:
 +
* click on the '''Edit document"' icon on the list panel.
 +
* In the '''Versions''' tab, click on the '''Delete permanently''' action icon on the selected version to delete.
 +
==== Restore a document ====
 +
Once deleted, a document is moved to '''.trash''' directory. The '''.trash''' is separately browsable using the '''Trash''' submenu entry. This submenu entry points to a specific file listing view including only documents and directories with the '''delete''' status.<br/>
 +
To restore a document:
 +
* browse in the '''Trash''' submenu entry
 +
* browse in the '''.trash''' tree to find the deleted document.
 +
* click on the '''Edit document''' action icon
 +
* set the ''folder the document belongs to''. By default, the first entry of the document tree is selected.
 +
* set the ''status''. By default, the status is set to ''active''
 +
* click on the ''Save'' button.
 +
User is automatically redirected to the new directory where the document is restored.
  
=== delete a directory ===
+
==== Delete permanentely a document ====
==== restore a directory ====
+
To delete permanently a document, user can from the '''Trash''' view:
 +
* click on the '''Delete permanently all documents and folders with deleted status''' button. This will remove any items from the trash.
 +
* click on the '''Delete permanently''' action icon of the selected document.
 +
* click on the '''Delete permanently''' action icon of the directory that contains the document in the '''Trash''' view.
  
== reporting ==
+
=== Delete a directory ===
 +
To delete a directory:
 +
* Select the directory in the tree
 +
* Click on the ''Move this folder and his content'' action icon
 +
 
 +
Once deleted, the directory and all his contents status  is set to ''delete'' and is then available in the ''.trash'' directory. The hierarchy of sud-directories if any is keeped.
 +
 
 +
If the directory is empty, user can delete permanently by clicking on the ''Permanently delete this folder'' action icon.
 +
 
 +
==== Restore a directory ====
 +
To restore a directory:
 +
* Select the directory to restore in the '''Trash''' submenu entry
 +
* Edit the directory
 +
* Set the parent directory. ''None'' value means ''/'' (root)
 +
* Click on the ''restore'' button
 +
 
 +
The directory and all his content status is set to ''active''.
 +
 
 +
== Reporting ==
 
[[File:Ff-docman-reporting.png|thumb|right|400px|Document Management Reporting]]
 
[[File:Ff-docman-reporting.png|thumb|right|400px|Document Management Reporting]]
 +
Document Management Reporting provides basic statistics on download of documents per month across time.
 +
 +
The X axis of the graph unit is month. The Y is the total of downloads for all document alltogether.
 +
 +
User can select start and end month to limit the displayed information.
 +
 +
A table lists the detail of each download:
 +
* directory
 +
* document
 +
* user who has download the document
 +
* date
 +
 +
Each column title can be use to reorder the table.
  
== administration ==
+
== Administration ==
 
=== Extract documents and folders as an archive ===
 
=== Extract documents and folders as an archive ===
 
Generate a ZIP file including all documents and directories stored in the Document Management tool. Only current versions of documents are included. URL filetype are excluded.
 
Generate a ZIP file including all documents and directories stored in the Document Management tool. Only current versions of documents are included. URL filetype are excluded.
=== online document creation ===
+
=== Online document creation ===
=== search engine ===
+
This option provides a simple way to create text/plain document through the web user interface.
==== status ====
+
 
 +
=== Search engine ===
 +
==== Status ====
 
the automatic document indexation can be enable/disable.
 
the automatic document indexation can be enable/disable.
==== reindex ====
+
==== Search Reindex ====
 
Administrator can force the reindexation of the all versions of all documents. A usecase of this option is when administrators turn off for a while the search engine. The reindexation is done within 24 hours using a cronjob mechanism.
 
Administrator can force the reindexation of the all versions of all documents. A usecase of this option is when administrators turn off for a while the search engine. The reindexation is done within 24 hours using a cronjob mechanism.
=== webdav access ===
+
=== WebDAV access ===
 +
This option provides a limited support to the document management tool via [https://en.wikipedia.org/wiki/WebDAV WebDAV].<br/>
 +
This access requires authentication and it is relying on basic auth mechanism. Read & Write access is possible using standard WebDAV clients.
 +
 
 +
The [[Configuration/6.1|configuration]] flag ''use_webdav'' must be enabled.
 +
 
 +
Supported actions:
 +
* Directory creation
 +
* Directory update
 +
* Directory deletion
 +
* Document creation
 +
* Document deletion
 +
* Document modification
 +
 
 +
Unsupported actions:
 +
* Document versionning
 +
* Document review
 +
* Document or directory status modification

Latest revision as of 10:32, 6 January 2018

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

  • project hierarchy plugin provides one view of all child projects in one page and add specific search option to include child projects.

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
  • between parentheses, number of documents per status in the directory.

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.

Click on Edit button to save modification.

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

To 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.
    • Create Online: if document management administrators enable the Online Create Documents, users can start a document directly through the interface. It requires to set the wanted file name and the file content.
  • 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.
  • an 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):

Document Management Review Document Tab
  • each line includes:
    • ID (automatically generated review ID, internal value)
    • Version: the document version to be reviewed
    • Title: title of the review
    • Created by: user that started the review
    • Status: the review status
    • Start Date
    • End Date: final date to comment the review
    • Progress: percentage of completion of the review, % mandatory and % optional reviewers
    • Comments: number of comments
    • Action buttons:
      • Notify users: send a remind mail to reviewers
      • Edit this review: modify the review.
      • Complete the review
      • Comment the review or read the comments
      • Delete the review
  • an 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.

A third tab with the listing of associated objects (documents, artifacts, file release):

  • Remove all associations direct link
  • per associated object:
    • link relation: From/To. From means the document has been associated from another object. To means an user has associated this document to another object.
    • associated object: docment, artifact or file release
    • associated object ID with a link to the object
    • action to delete this association
  • a form to add a new association to this document.
  • Save/Cancel button

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 an 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.
  • Only one open review at the same time per document. Users must complete the current review before starting a new one.
Status of a review

A document review can have 4 different status:

  • Open: the review is still on-going. The review can be overdue.
  • Closed: the review has been completed.
  • Error: Internal status, when no users are linked to the review, error status may occur.
  • Success: the review has been completed and creator has set Validated when finalized the review. This document version will be labelled with a specific icon in the file listing page.
Start a review
Document Management New Document Version Review Form

Click on the Edit action button in the file listing of the selected document, then click on the Review tab in the dialog box and click on the Add new review button. The creation form of a new review is displayed. The following fields must be fill:

  • title
  • description
  • select the correct version of the document to review.
  • select the end date of this review by using the datepicker calendar.
  • select at least one mandatory reviewer. The reviewer list is build on project members with Approve documents permission.
  • select optional reviewers.
  • user can add a specific comment. This comment will be added as body to the mail notification sent to reviewers.
  • click on Save. The user is then redirected to the file listing page.
Participate to a review
  • As reviewers:

Reviewers (mandatory or optional) are notified by mail and enrolled for participation. To participate, users must comment the review. Users can attach new documents to a comment. When users have commented, users can tick on the comment form the flag Review done to set their participation to done.

  • As non-reviewers:

Non-reviewers can only read the comments written by reviewers to a document review.

Finalize a review
Document Management: Finalize a document review

A review can be completed at any time, any participation rate by the user who created the review. To complete the review:

  • Click on the Complete this review action icon
  • Tick the Close this review checkbox
  • Tick the Validate this document if user wants to promote the document from pending status to active status. This checkbox is only available for pending status documents.
  • Select the result of this review: Closed or Validated. Closed means this review is closed. Validated status means the review is closed and this document version has been validated. A specific icon is then displayed on the file listing panel in front of the document to identify document with a validated review.
  • Click on the Save button.

Associate the document to another object

Only available if the configuration flag use_object_associations is set to yes.
To associate a document, user must first create a document. Document cannot be associate at creation. Association is an action available when document is edited. Association is per document not per version of a document.

Import/Export

Inject Tree

FusionForge Document Management: Inject Tree Form

User can use ZIP file to be injected (uploaded, unzip, recursively added) into the directory tree of documents. The feature is available at:

  • Add new item menu
  • Add a new item in this folder button.

The only difference between two is the directory parent. First option uses / as directory parent. All mandatory fields on document creation are automatically filled. If configuration flag use_manual_uploads is set, an already upload file can be used.

To inject a ZIP, select Inject Tree tab, select the file and click on Inject Tree button.

Download as a ZIP

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

  • directory action button: download as a ZIP. User get a full extract of documents and directories. Only current versions of documents are included. URL filetype document are excluded.
  • mass action file button either on general file listing or on the pending file listing. User can pick wanted files then get them as ZIP.
  • extract documents & folders as an archive in the administrative menu.

RSS feed

The Document Management RSS feed is available at <forge_url>/export/rss20_docman.php?group_id=<group_id>

Where:

  • forge_url is the URL of the forge
  • group_id is the ID of the project created in the forge. User can find the ID of the project by looking at the URL used to get access to the Document Management tool itself.

The RSS feed includes only the following information related documents (based on the current version). Per document, user can find:

  • title, linked to directly download the documents.
  • description
  • author
  • publication date (based on create or update date of the document)

By default, the feed is limited to the last 10 items. It can be overwrite (but still limited to 100) by adding the following option to the URL:

  • <forge_url>/export/rss20_docman.php?group_id=<group_id>&limit=<value>

where value is between 1 to 100. If above 100, value is set to 100.

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

Ff-docman-search.png

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

Search is available using the Search entry in the submenu. The Search is limited to documents and all included versions. It does not support search for directories. The following fields of document are used:

  • title
  • description
  • filename

By default, Search looks for all words of the query to be present. Select With at least one of words to look for any word of the query. Tick inside the document to use the content of the documents that have been parse by the search engine.

This search engine used under the hood the libreoffice engine to parse the content of documents. The following file mime-type are supported:

  • Plain text
    • text/plain
    • text/x-diff
    • text/x-php
    • text/x-c
    • text/html
  • PDF
    • application/pdf
  • Word processing
    • application/vnd.oasis.opendocument.text
    • application/vnd.openxmlformats-officedocument.wordprocessingml.document
    • application/msword
    • application/rtf
    • text/rtf
  • Presentation
    • application/vnd.oasis.opendocument.presentation
    • application/vnd.openxmlformats-officedocument.presentationml.presentation
    • application/vnd.ms-powerpoint
  • Spreadsheet
    • application/vnd.oasis.opendocument.spreadsheet
    • application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
    • application/vnd.ms-excel

To get access to Advanced options, click on the small triangle to open the Advanced options window. The Advanced options include:

  • a time frame to limit the search (From/To)
  • include child projects if the project is using the project hierarchy plugin.

Search results uses paging system. Results are organized per version per directory. It provides direct access to found versions for download and edition, and to directories as well. Words found in Title and Description are set in bold.

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.

The trash page is organized as the file listing view.

Delete a document

Deleting a document, set the status of the document to delete. There are several ways to achieve this:

  • option 1:
    • on the list file panel, click on the Move this file to trash action icon.
  • option 2:
    • on the list file panel, click on the Edit document"' action icon, set the status to delete

In both case, the document is moved to the .trash directory.

Delete a version

Once a version is deleted, it cannot be restored. When a document has a single version, the version itself cannot be deleted. Just delete the document. To delete a version:

  • click on the Edit document"' icon on the list panel.
  • In the Versions tab, click on the Delete permanently action icon on the selected version to delete.

Restore a document

Once deleted, a document is moved to .trash directory. The .trash is separately browsable using the Trash submenu entry. This submenu entry points to a specific file listing view including only documents and directories with the delete status.
To restore a document:

  • browse in the Trash submenu entry
  • browse in the .trash tree to find the deleted document.
  • click on the Edit document action icon
  • set the folder the document belongs to. By default, the first entry of the document tree is selected.
  • set the status. By default, the status is set to active
  • click on the Save button.

User is automatically redirected to the new directory where the document is restored.

Delete permanentely a document

To delete permanently a document, user can from the Trash view:

  • click on the Delete permanently all documents and folders with deleted status button. This will remove any items from the trash.
  • click on the Delete permanently action icon of the selected document.
  • click on the Delete permanently action icon of the directory that contains the document in the Trash view.

Delete a directory

To delete a directory:

  • Select the directory in the tree
  • Click on the Move this folder and his content action icon

Once deleted, the directory and all his contents status is set to delete and is then available in the .trash directory. The hierarchy of sud-directories if any is keeped.

If the directory is empty, user can delete permanently by clicking on the Permanently delete this folder action icon.

Restore a directory

To restore a directory:

  • Select the directory to restore in the Trash submenu entry
  • Edit the directory
  • Set the parent directory. None value means / (root)
  • Click on the restore button

The directory and all his content status is set to active.

Reporting

Document Management Reporting

Document Management Reporting provides basic statistics on download of documents per month across time.

The X axis of the graph unit is month. The Y is the total of downloads for all document alltogether.

User can select start and end month to limit the displayed information.

A table lists the detail of each download:

  • directory
  • document
  • user who has download the document
  • date

Each column title can be use to reorder the table.

Administration

Extract documents and folders as an archive

Generate a ZIP file including all documents and directories stored in the Document Management tool. Only current versions of documents are included. URL filetype are excluded.

Online document creation

This option provides a simple way to create text/plain document through the web user interface.

Search engine

Status

the automatic document indexation can be enable/disable.

Search Reindex

Administrator can force the reindexation of the all versions of all documents. A usecase of this option is when administrators turn off for a while the search engine. The reindexation is done within 24 hours using a cronjob mechanism.

WebDAV access

This option provides a limited support to the document management tool via WebDAV.
This access requires authentication and it is relying on basic auth mechanism. Read & Write access is possible using standard WebDAV clients.

The configuration flag use_webdav must be enabled.

Supported actions:

  • Directory creation
  • Directory update
  • Directory deletion
  • Document creation
  • Document deletion
  • Document modification

Unsupported actions:

  • Document versionning
  • Document review
  • Document or directory status modification