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| Overview |
Omnify supports unlimited document/attachment assignments for any database item.
Documents are specified by their path and file name, and can optionally contain a Title and Type to help describe the document.
Documents associated with any items in the Omnify database, can be either vaulted or non-vaulted documents.
- Vaulted Documents - Document information is managed in and by the Omnify database.
Vaulted documents require "Check-out" and "Check-in" functions to make modifications to the document.
- Non-vaulted Documents - Document items are links to existing files (typically in a shared file area/directory)
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Documents Page |
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The Documents Page contains the following sections:
| Toolbar |
Quick access to common Document functions |
| Document List |
Current listing of associated documents |
| Document Navigator |
Quick filter for displaying specific documents in the document list |
Each document will contain action hyperlinks.
Each document will contain a hyperlink on the file name that will open the file when clicked.
An icon will appear next to each document to indicate the document type.
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Document is a linked document |
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Document is a vaulted document |
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Vaulted document is checked out |
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Document Navigator/Filter |
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The Documents page contains both a Document Navigator and Search/Filter features that allow you to search and isolate the documents displayed in the Documents list.
The List Search/Filter area provides you with a way to search and display specific documents on the list.
To search for documents, select the field (or all fields) you wish to search for values in.
Then, specify a value to search and click the Apply button.
The list will be filtered to the specific matches and a status indicator will identify the search parameters
To clear the filter and display all documents, click the Clear filter icon.
The Documents Navigator provides a quick method to filter the documents list based on the document type and/or vault.
When the documents list is loaded the system will automatically build the navigator tree based on the types and vaults assigned to the documents.
Selecting either a type or vault from the navigator tree will automatically set the list filter.
The Documents Navigator will only appear when the number of documents meets or exceeds the document count setting in the User Preferences (General section).
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Adding/Editing Documents |
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To add a document to the list, click the Add button from the documents toolbar.
The Add Document dialog box will appear.
To add a document, you must specify whether or not the document is to be vaulted or linked.
Options are:
| Linked Document |
File will remain in its original location (no document management features will be applied (check-in, check-out, versioning, etc.) |
| Vaulted Document |
Document will be uploaded (via browser technology) from a location available to the user to the vaulting area/database defined by the administrator. |
| Vault from Shared Area |
Document will be copied from a location defined by the "Shared File Areas" (Omnify Administrator) to the vaulting area/database defined by the administrator. |
When vaulting a document, the user can choose from a "local" file or use a "Shared File Area" file.
When using a "local" file upload the system will transfer the file from the user's location to the server using the web upload process.
Once the file has been uploaded to the server, the Omnify Web Services will then determine where to place the file for its final destination based on the vaulting settings.
Using this process, the entire contents of the file will be transferred through the browser which could result in a large amount of resource and network bandwidth utilization.
Using this process is also subject to size and time delay restrictions that may be placed on the web server for security reasons.
To avoid the network bandwidth utilization and possible size and time restrictions, Omnify allows you to define "Shared File Areas".
A "Shared File Area" is a directory/folder that is made available to the Web Services to avoid the upload process.
Using the "Shared File Area" allows the user to browse for a file in the specified folder (or sub folder), however when the "Add" or "Check-in" process occurs the Web Services read the file directly from the Shared location and then determines where to place the file for its final destination based on the vaulting settings.
Using this process, the file is not transferred through the browser, thus providing a quicker "upload" process that avoids potential size and timeout restrictions placed on the web server.
Once the Vaulted/Linked option has been set, you can then browse for the desired file.
When selecting either the Linked Document or Vault from Shared Area option you can either type the file or use the Shared File Area browser.
Clicking the Browse... button will present the Shared File browser.
You will be able to select from the available folder areas (by Alias) using the Search in drop list.
The left side will provide a folder navigator to view any sub-folders.
You can back up one level by clicking the [...].
The files view will display all sub-folders and files of the selected folder.
The files view will also display the file size and last modified date.
To select a file, click the hyperlink on the file name.
The file path and name will be added to the form.
When adding or editing documents you will be able to define:
| Title |
Optional title to provide a description of the document |
| Type |
Document classification to provide additional searching and user permissions |
| Vault |
Document classification to provide additional searching and user permissions (vaulted files only) |
| Version |
Document version number (vaulted files only) |
| Note |
Additional file or check-in details |
| Keywords/Tags |
Content, summary, or keywords to be used when searching for the document (Document Search form) |
Once the document properties have been defined, click the Add button to add the document.
Note: if you do not fill in a value in the Title field, the system will automatically assign the file name as the title.
To modify the properties of any document on the list, click the document's Edit hyperlink.
This will invoke the Edit Document dialog box.
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Existing Documents |
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When adding documents, you can link to existing vaulted documents.
To link to an existing document, click the Add button from the documents toolbar.
The Add Document dialog box will appear.
Click the Add Existing Document hyperlink.
This will invoke the Object Search form.
Using the Object Search form you can search/find an existing document.
To assign the document you can either check the desired document and click the OK button or click the object hyperlink.
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Vaulted Documents |
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When adding/editing a document, you can specify the document to be either a vaulted or non-vaulted (linked) document.
- Vaulted Documents - Document information is managed in and by the Omnify database.
Vaulted documents require "Check-out" and "Check-in" functions to make modifications to the document.
- Non-vaulted Documents - Document items are links to existing files (typically in a shared file area/directory)
To create a vaulted document, you must select the Vaulted Document or Vault from Shared Area option in the Add Document dialog box.
When using the Vaulted Document option, the system will transfer the file from the user's location to the server using the web upload process.
Once the file has been uploaded to the server, the Omnify Web Services will then determine where to place the file for its final destination based on the vaulting settings.
Using this process, the entire contents of the file will be transferred through the browser which could result in a large amount of resource and network bandwidth utilization.
Using this process is also subject to size and time delay restrictions that may be placed on the web server for security reasons.
To avoid the network bandwidth utilization and possible size and time restrictions, Omnify allows you to define "Shared File Areas".
A "Shared File Area" is a directory/folder that is made available to the Web Services to avoid the upload process.
Using the "Shared File Area" (selecting the Vault from Shared Area option) allows the user to browse for a file in the specified folder (or sub folder), however when the "Add" or "Check-in" process occurs the Web Services read the file directly from the Shared location and then determines where to place the file for its final destination based on the vaulting settings.
Using this process, the file is not transferred through the browser, thus providing a quicker "upload" process that avoids potential size and timeout restrictions placed on the web server.
When adding a vaulted document, you can assign the document to a "Vault".
Document Vaults provide you with a way to group/classify vaulted documents.
The "vaults" are not physical locations.
When defining User Permissions, you can define which users can access documents associated with a document "vault".
To assign the document to a vault, select the Vault from the Vault drop list.
You can define options in the Administrator to set the default document type (vaulted or linked) as well as the default vault name.
The Administrator can also set rules that will only allow a document check-in to be performed under Change/ECO.
For vaulted documents, each document will contain vaulted document specific actions and information such as:
- Check in, Check out, Undo functions - vaulting specific actions
- Vaulted Document Status - the vaulting status of the document
- Vault Name - associated document vault
- Version - Associated document version
To make a change to a vaulted document you must perform a "Check out".
To check out any existing vaulted document, click the Check out hyperlink.
You will be asked to download the document (browser dialog box) and the status of the document will update to indicate the check out.
Once a file is checked out, no other user will be able to check-in a new version of the document.
You can undo a check out by clicking the Undo Checkout hyperlink.
To check in a new version of a document, select the Check in hyperlink.
This will present the Document Checkin dialog box.
From the Document Checkin dialog box, you can again select either a Local file or "Shared Area" file.
You will be able to specify a new document version label, check-in note, and document keywords.
Click the Check in File button to complete the document check-in.
You can view all versions and Where Used information for any vaulted document by selecting the Version hyperlink.
This will invoke the Document form.
The Versions/History page will display all versions of the file.
Clicking the Version hyperlink will open/download the document.
The Where Used page will display all objects and versions that the document is assigned to.
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Removing Documents |
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To remove a document from the list, click on the Delete hyperlink from the Actions column for that document.
You will be asked to verify the removal.
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