How to View Documents

Owned by Former user (Deleted)
Last updated: Sept 04, 2024 by Usman Shahid (Deactivated)
4 min read

How to View Document 

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 is.

Here we have a PDF file.

Preview

To get a quick preview of the document hover over the icon.

Within preview, if you see a document locked by workflow, clicking the document reference number will open it up in a new window 

Preview of Colour Signals Under State User Field

For this function, you will need to configure State user field and Custom Date user field in Publication Space Settings - Numbering

Documents that need to be completed by a certain due date, will come up with a coloured marking that indicates how close they are to the due date of completion. For example in the below screenshot, green colour indicates it is completed and red indicates it was approved/completed late. State user field and it's coloured markings can configured through custom fields in State user field under Publication Space Settings

In order to view colour signals in publication space user will need to ensure two actions : 

  1. Fill in the custom date user field (which is 'Submission Date' in this example) by clicking 'Bulk edit' when uploading document(s)
  2. Click the edit columns button in document register and ensure State user field is shown 
  3. You will also view State and Submission Date (custom date user field) in Document Details view

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 the document will display.

Details Tab

To view the details of the document - Click Details.

Access Tab

To view Access rights of the document - Click Access. This offers a table view, making the information easier to review

 You also have a dropdown list for revisions, allowing you to switch revisions and see which users have access to each one :

This makes it easier to view which party has each of the revisions 

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.

  • Download
  • Uploaded
  • Superseded
  • Change
  • Publish
  • Distribute
  • Viewed

Linked Tab

To view what other documents/forms are linked to the document - Click Linked

Document Toolbar Controls

There is a document toolbar that has different controls.

The controls from left to right are.  Click on the blue links to go to the relevant page. 

  • Zoom in.
  • Zoom out.
  • Size dropdown - to increase the size of the document.
  • Download - downloads the document.
  • A|B - let's you compare revisions.
  • Mark up - let's you mark up the document if you have the appropriate rights (Usually done on a Workflow Review).
  • Basket - adds the document to the document basket.
  • Add to version set - lets you add the document to an existing or new version set.
  • Distribute - lets you distribute the document to other collaborators on your project.
  • Lock - locks the document from being superseded by other users.
  • 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.


Training Videos

The below Link will take you to the Training Videos Page.

Click Here