Documents

This section displays all the documents, available to the user. This is a centralized document and folder storage that provides quick access to the required information and the possibility to work with documents, view history, limit access to documents or folders, etc.

ELMA document incorporates the document data - attributes, versions and other information on the document page. Documents are stored in the document storage. The document page contains all the information on the document (general information, versions, access permissions, document tasks and so on).

The Documents section allows you to:

create documents;
move documents to archive;
organize documents into folders;
create and delete links to documents;
configure access to a document or a document folder;
attach web documents to folders.

You can access the Documents section in several ways:

click Documents on the system main page ;
click Documents in the system main menu.

The Document section is only available to users with the appropriate access permissions. The permissions are assigned by the system administrator in Administration - Users - Access settings - Global access settings - Document Management - Access to the "Document Management" module. For more information on assigning access permissions, see the respective Help section.

You can see the Documents section in fig. 1.

Fig. 1. Documents

The Documents section main page contains the left menu and the work pane. By default, it includes the "Document Search" and "Recent Activity" portlets.

To get advanced document management functions (document types and routing processes, Digital Signature and Record Cards) install the ECM+ application.

Left Menu

By default the left menu (fig. 2) contains:

The Documents link to the main page of the Documents section;
Document Search – go to the Document Search page. You can use quick or advanced search;
Shared Folders – go to the Shared Folders page, which contains all the system shared folders and documents for which the current user has access permissions to View/Load;
Archive – go to the Archive page, which stores all the ELMA documents, sent to archive;
My Documents – go to the My Documents page, which contains all the current user documents and the Favorites section.

Fig. 2. Main page left menu

You can quickly access any section by clicking its name.

Toolbar

By default, the toolbar contains the Create Document button. To learn more about creating a document, read the respective Help page.

Folder navigation

Usually, the system has a large hierarchy of nested folders with numerous documents. The full path to the current folder is displayed under the name of the current folder (fig. 3).

To view the parent folder, click …\(level up) (fig. 3). To open a specific folder in the path, click on its name.

Fig. 3. Documents section

You can open a folder only if you have access to the folder. If you do not have access to a folder and try to access it, a form will be displayed (fig. 4), with the error text and a list of users, who can grant access to this folder.

Fig. 4. Access error form