A workspace is like a temporary folder that users can open and add documents to for bulk emailing, printing, workflow, and so on. A user can open a Workspace ‘folder’ and then go to various drawers, collecting documents and copying them into the Workspace. Once the documents have all been collected, actions can be performed on multiple items, such as printing, emailing, performing workflow, and so on.
You can save a workspace so that you can work on the documents it contains at a later time. Workspaces can be saved even if you close Document Manager and log in again.
To add documents to a new Workspace:
1. In the Document Manager Explorer, locate the required document (or conducta search).
2. Right-click on the document and select Send To Workspace > NEW. If you have the Document Manager Explorer and Workspace displayed in separate windows or tabs that you can view at the same time, you can also drag-and-drop documents into the Workspace.
The document is sent to the Workspace. If using the tabbed view, a new tab opens with the title ‘Workspace (NEW)’:
If using windows, a new ‘Workspace (NEW)’ window will open:
The location of the document in Document Manager does not change; however, any changes made to the document in the Workspace will be saved.
3. Repeat steps 1-2 for additional documents.
4. When ready, go to the Workspace tab or window. Select the required documents, then right-click on the documents and select the preferred action from the pop-up menu.
To save a Workspace:
1. Click to close the Workspace. A message is displayed asking if you want to save the Workspace.
2. Click Yes to save.
3. In the Save Workspace dialog box, enter the name of the Workspace. If required, you can select Allow other users to see this Workspace to enable others to view the Workspace and work on the documents it contains.
4. Click OK to save the Workspace. A message confirms the Workspace was saved. Click OK. To open a saved Workspace:
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On the Main tab, click the arrow under the Workspaces button ( ) and select the name of the Workspace you require.Depending on the view you are using, the Workspace opens in a new tab or window and lists the documents added to it with their index fields displayed in columns.
To add documents to an existing Workspace:
1. Click the arrow under the Workspaces button on the Main tab and select the name of the required Workspace to open it.
2. Navigate to the required document in the Document Manager Explorer.
3. Either select the document, click Send To Workspace on the Document tab and select the name of the existing Workspace, or right-click on the document, point to Send To
Workspace and select the Workspace name. The document is added to the Workspace. If the Document Manager Explorer and Workspace are displayed in separate windows or tabs viewed at the same time, you can also drag-and-drop documents into the Workspace. Table 15 describes the right-click options in the Workspace:
Item
Description
Open/View
Opens the selected document in a new window. If the document is an application document, it opens using the relevant application associated with the document type. If application documents are required to be checked out for the drawer, and the selected document is not checked out by you, the option changes to View because a read-only copy of the document will open.
You can also double-click on the document to open it.
Prints the selected document(s).
NOTE: If the ‘Application Document Preview’ license feature is enabled and a ‘redaction’ annotation has been added to an application document, the document cannot be printed in its original format unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions. If a user does not have these permissions, only the image generated for the document can be printed, with the redaction applied.
Item
Description
If one of these options is selected, the email system is automatically opened and the name of the document is placed in the subject field of the email.
Image Documents:
• Email Native Document – If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to email the image in its native format. If you select this option, the document is attached to an email ready for sending.
• Document as TIF – Attaches the document as a TIF image to the email. The email recipient can view the TIF file using an appropriate image-viewing tool.
• Document as PDF – Attaches the image document in the email as a PDF. Any annotations in the image document are removed (except redactions) and the recipient can only view the document in its original state. For more on annotations, see 15.6 The Annotation Tab Tools on page 187.
• Reference – Attaches a link to the document in the email. In order for the link to work, the email recipient must be a Document Manager user.
• Zipped TIF – Compresses the TIF file(s) prior to emailing. If the image is already compressed, this will not make the files smaller.
• Zipped PDF – Compresses the PDF file(s) prior to emailing. If the image is already compressed, this will not make the files smaller.
• Advanced Options – Enables users to email a selection of pages, to save as a different format and to compress the emailed image document. If selected, the Email Pages dialog box is displayed. Application Documents:
• Document – Attaches the application document to the email in its native format.
• Reference – Attaches a link to the document in the email. In order for the link to work, the email recipient must be a Document Manager user.
• Zipped – Attaches a compressed version of the document to the email.
NOTE: If the ‘Application Document Preview’ feature is enabled and a redaction has been added to an application document, the document cannot be emailed in its original format unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions.
Export
Select an option for the relevant document type. Application Documents:
• Document – Exports a copy of the document (without its index fields) to the selected location.
NOTE: If the ‘Application Document Preview’ feature is enabled and a redaction has been added to an application document, the document cannot be exported in its original format unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions.
Image Documents:
• Export Native Document – If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to export the image in its native format.
• Document as TIF – Exports a copy of the document(s) as a TIF file to the selected location.
• Document as PDF – Exports a copy of the document(s) as a PDF file to the selected location.
• Advanced Options – Enables users to export a selection of pages, to save as a different format and to compress the export image document. If selected, the Export Pages dialog box is displayed.
Item
Description
Remove fromWorkspace Removes the selected document(s) from the Workspace.
Find
Select a search option:
• All References – Searches for all references to the selected document.
• All Versions – Searches for all versions of the selected document.
• Parent Folder – Searches for the parent folder of the selected document.
View Index Views the index fields of the document. You cannot make changes in the properties using this option (see ‘Edit Index’ below).
Edit Index Select to modify the index fields of the selected document.
Audit Trail Opens the audit record for the selected document(s).
Check Out Checks the selected application document(s) out for editing. Refer to 11.10 Check Out/Check In
Documents on page 91 for more information. Image documents cannot be checked out.
View Meta Data
This option is only available if the Search Service is installed and only applies to image documents.
• Click to view the meta data generated by the Optical Character Recognition (OCR) process for the selected document. The meta data displays in a text file.
NOTE: Whether a specific document has been read by OCR is dependent on the OCR settings defined by the System Administrator in the Search Service configuration.
Mark For Reprocess
This option is only available if the Search Service is installed.
• Click to mark the selected document(s) to be re-read using OCR and/or re-indexed by the indexer service.
View FTS Indexes
This option is only available if the Search Service is installed.
• Click to view an HTML document containing the indexes that the Search Service holds for the selected document. If you select more than one document and click this button, multiple files open.
Table 15: Workspace Right-Click Options
11.12.1
Workspaces Dialog Box
You can also delete Workspaces, open a Workspace and make Workspaces available to all users in the Workspaces dialog box.
To open the Workspaces dialog box: