Document Actions
Other Features
Note: This is the print view with all the Reference Manual pages on one page. The paginated version is available here, if you prefer that.
1. Content History
There are two methods to view history on the site. One is the expandable history that appears on the main viewing tab of each item. This is available to any user who has permission to view that item. It lists the major actions related to the item, such as workflow state changes.
The other is the Content History, which is available only to Site Managers. It is available using the Content History link at the top right of each page and using the Review Content History menu item, in the Actions menu for most items. Using the Content History link, the history of the entire site is available. Using the Review Content History menu items, the history of the site for that item and all items below is available.
The history of most sites will be very long, but can be filtered and sorted. The history is displayed in a table using five columns: Context, Operation, Performed By, Performed On, and Note.
The Context column lists the path to the object where the action occurred. The path is the same as the path which forms the URL to the object, and is a series of id's indicating the item's location in the site's tree. Above this is the same information in a format similar to the breadcrumbs used at the top of most pages. This shows the title of each item as opposed to the id, and each item is a link. In some cases, this may display 'Object Missing'. This occurs when the object has been deleted or otherwise no longer exists.
The Operation column lists the major actions performed on the site, and corresponds to the Operation field in the filter.
Performed By lists the user ids.
Performed On lists the date and time.
Notes gives a description of the action performed.
The actions tracked by Content History are:
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User group creation
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Group removal
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Group site-wide role modifications
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Adding a member to a group
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Remove a member from a group
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Sending automatic emails
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Creating items (areas, entities, documents etc.)
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Deleting items
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Cut & Paste operations (Copy and Paste event generates two events: Added - object added to ... and Copy - this object is a copy of ..)
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Reset password through Site Setup
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Reset password through "Forgot your password?" link
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Deleting user account
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Change site wide role
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Change mail settings
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Download files (files downloaded via the Action drop-down, includes sign out & download, read-only download, and simple download)
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Renaming items
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Sign out documents
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Sign in/Undo sing out documents (the same action)
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Setting documents read-only
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Un-setting documents read-only
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Editing descriptions
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Editing period ends
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Editing quick tip text
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Editing keywords
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Manual state/visibility, automatic state changes (same action)
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Editing related items
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Uploading files
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Editing local roles
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Adding comments
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Deleting comments
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Log in
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Log out
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Creating user accounts
2. Retention Schedules
Retention Schedules are set site-wide by users who have either the Manager or Site Manager role for the site. To set the schedules, users should navigate to Site Setup, OpenEngagement DMS configuration, and then to the Retention Schedules tab.
Retention Schedules specify how long documents will remain in the archived state before they are deleted. Generally this is set to a value between 1 and 7 years. The deleting of documents at the end of their retention period is done once per day, overnight. That is, each night OpenEngagement will check if there are any documents which have reached the end of their retention period and will delete these.
It is possible to set a different schedule for each Section type. Retention applies only to Documents, which always appear within Sections. Note though, retention applies to all Document types: Engagement, File, Page, Image and Link. Where firms do not wish to subject Documents to retention schedules, they should either place these in a Section with no retention schedule or should ensure the Documents do not enter the Archived state, which may require also ensuring they do not enter the Completed state.
Most firms have a variety of document types with different retention schedules. To keep their retention system simple, it is recommended that the different document types be kept in different Sections. For example, for each Entity, the Documents with a one year retention period should be placed in one Section and those with a two year retention period in another Section and so on.
There is one retention schedule for each Section listed in the Settings tab, plus one for other sections. That is, if the Settings tab lists, for example three Sections to be automatically created in each Entity: Assurance, Tax, and General, then it will be possible to set four retention schedules: for Assurance, Tax, General, and Other Sections. Whenever the collection of Sections in the Settings tab is updated, the Retention Schedules tab will also be updated to match.
Note, with Hosted Solutions, backups are kept by CaseWare International for seven days, and are then scrubbed. This means, if a firm sets a retention schedule to, for example, five years, the documents will actually be kept in a recoverable form for five years and seven days. With Local Solutions, this is determined by the backup policy of the firm.
3. Reserve/Release System
The reserve/release system is an optional feature which may be enabled or disabled in any CMS. By default, it is disabled.
When enabled, only one user at a time may edit any given item. For example, if two users have permission to edit an Engagement and the reserve/release system is disabled, it is possible for both users to attempt to edit the Properties or Local Roles tab of the Engagement at the same time. The user who is last to save their changes will, in a sense, win, and their changes will be the version actually saved.
Firms may, alternatively, enable the reserve/release system. Doing this, only one user at any time may edit any given item. This ensures no work is lost and it is always clear who is working on any given item. However, it creates more effort to edit items, as users must explicitly reserve items they wish to edit, and when finished must explicitly release them.
Firms wishing to use the reserve/release system may enable it in the OpenEngagement page in the Site Setup.
When the reserve/release system is disabled, any user with permission to edit an item may at any time access the Edit, Properties and Local Roles tabs. This will include any Site Managers and Engagement Managers for that item. Users will only be able to access the Upload tab if they have the item signed out.
When the reserve/release system is enabled, users will only see the View tab and possibly Contents tab for any given item until it is either signed out or reserved. Items may be signed out and reserved by the same user or by two different users. If the user has signed out the item, they will see an Upload tab. If the user has reserved the item, they will see the Edit, Properties and Local Roles tabs.