Help ELMA BPM Platform

Document List Actions

You can multi-select documents, folders or links in the document storage, by checking their boxes (fig. 1).

Fig. 1. Multi-selecting

To select all the objects, check the

box in the top table row. This button has a drop down menu, which allows selecting object types.

To learn more about the data table and its settings, see the respective Help section.

Group Document Actions

After you have selected the object, you can apply group actions to them, using the Selected button (fig. 2) in the toolbar of the document storage.

Fig. 2. "Selected" button

Create Links for Documents – create links to the selected documents. Click Selected – Create Links for Documents, select the folder for the links in the opened window and click Save. Names of the created links are similar to the documents names.

Move Items – move the selected documents to another folder. Click Selected – Move Items, select the folder to move the documents to in the opened window and click Move.

Delete Links – delete the selected links. Click Selected – Delete Links and click Delete in the opened window. Note, that if there are no links among the selected objects, the system will show a respective notification.

Send Documents to Archive – move the selected documents to archive. Click Selected – Send Documents to Archive and click Yes in the opened window.

Convert Documents – convert the selected documents to another type. Click Selected – Convert Documents, select the type to convert to in the opened window and click Convert. By default this button is available only to the system administrator. The system administrator assigns the access permissions in Administration – Document Management – Permissions for Accessing "Documents" Section – Access Permissions to Convert Documents .

Sign Documents – sign the versions of the selected documents. To learn more about signing documents, see the respective Help page.

Context menu of documents, folders, links

The

context menu button is to the left of the Name column in the data table. The context menu includes actions to apply to a document, folder or document link. The items of the context menu depends on the object type and the user's access permissions.

Document Context Menu

In fig. 3 you can see a document context menu.

Fig. 3. Document context menu

To Favorites – create a link to the document in the Favorites folder.

View – open the document page.

ELMA Agent – document actions, available via ELMA Agent. This button is not displayed for web documents.

Lock and Change – lock the current document version and edit it in the standard system editor.
Edit – edit the current document version in the standard system editor.
New Version (from the current one) – edit the current document version in the standard system editor and create a new version after saving the changes.
Compare – compare several document versions (select the main version and version for comparing).

Create Link – create a link to the document in the folder, selected by the user.

Move – move the document to another folder. Click Move, select the target folder with the

button in the opened window and click Move.

Move to Archive – move the document to archive. This button is available, only if the current user has "Full" access permissions to the document.

Copy – copy the document. When you click Copy the document creation page opens. The fields values will be copied from the source document. You can change any of the fields. To save the new document, click Save in the toolbar of the document creation page.

Folder Context Menu

In fig. 4 you can see a folder context menu.

Fig. 4. Folder context menu

To Favorites – create a link to the folder in the Favorites folder.

Create Link – create a link to the folder in the folder, selected by the user.

Move – move the folder to another folder. Click Move, select the target folder with the

button in the opened window and click Move.

Delete Folder – delete the folder. This menu item is available only to the author, system administrator and other users with the "Edit" permissions.

Access Permissions – assign access to the folder. This menu item is available only to the author, system administrator and other users with the "Edit" permissions.

Edit – change the folder name.

Link Context Menu

In fig. 4 you can see a document link context menu.

Fig. 5. Link context menu

Delete – delete the document link.

Edit – change the link name.

Move – move the link to another folder. Click Move, select the target folder with the

button in the opened window and click Move.

Copy – copy the link to another folder, selected by the user.