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How to View Document Details
When you are in a folder within the Publication Space you will notice that each row - which represents a document or folder will have an icon to indicate what type of document it hereis.
Here we have a PDF file.
Preview
To get a quick preview of the document hover over the icon.
View Document Details
You can view further details about the document such as it's metadata, who has access to it, history and other forms/documents linked to it.
Click on the Document Name and a pop the document will display all this information.
Details Tab
To view
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the details of the document - Click Details.
Access Tab
To view Access rights of the document - Click Access
History Tab
To view the History of the document - Click History
With the history tab, you are able to toggle on or off different views.
The toggles from left to right are.
Upload
Download
Supersede
Changes
Publish*
Distributions
- Download
- Uploaded
- Superseded
- Change
- Publish
- Distribute
- Viewed
Linked Tab
To view what other documents/forms are linked to the document - Click Linked
Document
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Toolbar Controls
The Document details also has a toolbar with There is a document toolbar that has different controls.
The controls from left to right are.
Zoom/Unzoom - Click on the + or - signs.
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- Zoom in.
- Zom out.
- Size dropdown - to increase the size of the document.
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- Download -
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- downloads the document.
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- A|B -
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- let's you compare revisions.
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- Mark up -
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- let's you mark up the document if you have the appropriate rights (Usually done on a Workflow Review).
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- Basket - adds the document to the document basket.
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- Add to version set - lets you add the document to an existing or new version set.
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- Distribute - lets you distribute the document to other collaborators on your project.
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- Lock - locks the document from being superseded by other users.
Retire - retires the document from the Publication space and becomes hidden.
How to Compare Revisions
To compare revisions Open the document you would like to compare by clicking on the Document number.
1. Click on the Compare icon on the Document Details Toolbar.
2. Select the revision you would like to compare the current revision against.
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Download documents from the Publication Space
1. Click on the document you want to download.
2. The document toolbar will be displayed.
3. Click on the Download button on the toolbar.
One Click Download
When your mouse hovers over each document row in the grid it will show a download button. Click on it to Download the document directly.
To download more than 1 document
1. Select 1 document.
2. Press Ctrl and click on the other documents you would like to download.
3. Click on the download button.
To download a folder and a document together
1. Select the folder or document you would like to download.
2. Pres Ctrl on your keyboard and hold it down while you select the other folders or documents you would like to download.
3. Click no download button on the toolbar.
Download Documents from the Details page
1. Click on the document name to go to the document details page.
2. Click on the download button on the toolbar.
Download documents from the Basket
1. Select one or more documents or folders.
2. Select the Add to basket button to add the documents to the basket.
3. Click on the basket icon to go to the basket.
4. Click on Download All.
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- Link - generates a link to this document that you can forward to others.
- Apply a Workflow - send the document on a workflow.
- Retire - retires the document from the Publication space and becomes hidden.