Document Actions
2.
Table Views
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The Documents tabs of Areas, Entities and Sections provide a table, sometimes referred to as a report, which lists all documents within these objects. Initially, the table will list all documents from that location in the tree down, but users may use the filter provided above the table to filter which documents are listed. Users may fill in one or more fields here and then click the Filter button. If users desire more control over what is listed, they may instead use the Search tab. The number of documents shown per page within the table is controlled by setting the batch size in the OpenEngagement configuration.
The Entities tab provides a similar table and filter, though this tab will list only Entities, while the Documents tab will list Engagements, Pages, Files, Images and Links.
The Documents tab for the Area will list all Documents within the Entities and Sections within the Area, which will be potentially a very large number. But, by applying filters, a user can usually get the number of Documents shown to be small enough to be useful. This page may be used for the purpose of navigating to a specific Document or may be used to generate a report. The set of Documents listed will vary from user to user, as each user may have permissions to view a different set of Documents.
Which columns are shown in the tables, maybe changed by setting the View, which is a drop-down box above the filter. Users with sufficient permissions may define a set of views for the site. Each view defines a set of columns, their titles, and their order within the table. Any user with permission to view a table is able to set the view to any one of the views defined for the site. Setting the view affects only the current user. The OpenEngagement DMS ships with two views by default: Summary and All Columns. Firms may define as many additional views as they wish.
A different icon is used for the different document types. As well, padlocks and checkmarks are used to indicate the status of the document. A checkmark indicates the document is currently signed out, either by the current user or another user. A padlock indicates the document is set read-only, again, either by the current user or another user.
The tables in the Documents tab for Areas and Entities will have a single column for Entity. However, it is possible for a document to be within an Entity that is itself a sub-Entity of another Entity. In this case the document is actually within two Entities. In fact, Entities may be nested many levels deep. The Entity column in the table will show the lowest level Entity that the document is within.
As users move down the tree, the number of fields in the filters and the number of columns in the tables will be reduced. For example, if the current user is in a Section, there is no need to show the Area in the table, since all documents are within the current Section and therefore within the same Area. For the same reason, there is no need to filter by Area.
It is possible to sort by a column in ascending or descending order, within the tables by clicking once or twice on the column heading. The sort order of the tables will be saved. That is, if you sort a table by, say, year, the next time you view a table, it will be initially sorted by year, and all tables you view from that point on, unless you specifically sort them by another column, will be sorted by year. If you then sort a table by, say, state, then all tables from that point on, until you specifically sort them by another column, will be sorted by state.
Each field in the filters has a drop down, which can be accessed by hitting the down arrow if it is not already appearing. This lists all possible values for that field that will produce results.
When viewing the Documents tab for an Area, if the Area has any sub-Areas, the filter will include a checkbox to include / not include the sub areas. This will control whether or not the table lists any documents which are in sub-Areas. A similar checkbox appear in the filter on the Documents tab for an Entity, where that Entity has sub-Entities.
Below the tables in the Documents tabs, depending on the permissions of the current user, are the Rename, Delete & Change State buttons. To see these, the current user must have the Manager role or Site Manager role for the current location. Since it is possible for users to have a greater number of roles as they traverse down the tree, it is possible for users to see these buttons at some low levels but not at the higher levels.
The actions associated with these buttons are described in detail in this documentation.