Document preview

To preview a document, single-click on an entry in the hit list (see chapter Hit list). Depending on the configuration the document preview can be shown either in the overlay area, in the fixed area in the right side or in the bottom of the search room (also see To define the search room layout, click the icon “Change layout”: ).

In the top of the document preview area several functional elements can be shown like the attachment list, the lock status, task panel (see Task view (for one task)), file information (according to topic Files structure), and different menus with options.

The preview panel contains the following tabs:

• Attachment Preview

• Metadata (attributes with values)

• Tasks (shown in case ImageMaster Business Process Management is licensed and configured)

  All tasks available for the current document are displayed, for more details see chapter Task view (for one task).

You can close a tab by clicking the cross sign for the corresponding tab. You can later display a tab again by clicking the “plus” button and selecting the corresponding box in the menu.

Also take into account the related details in chapter Document preview and printing with the integrated viewer.

The latest revision of the document is shown. If the document is locked by the current user, the preview represents the working state that was last saved in ImageMaster by this user. In contrast, another user sees the last revision that was checked in. For related details see chapter Locking documents for editing (checkout). If the document is locked, hover the mouse pointer over the lock icon to view more information such as the current owner of the lock with the exact time of locking.

If a business process (workflow) for the document is active, the corresponding marker will be shown.

If multiple documents are selected in the hit list, it is possible to bulk edit the documents.

Actions in document preview

From the document preview the following menus are available:

• Document

  • Open opens each of the selected documents in a document view (see topic Document details view); enabled if at least one item in the hit list is selected.

  • Refresh refreshes the displayed document data, e.g. if the document in the meanwhile has been changed by another user. You may also click again on the document row in the hit list to refresh.

  • Edit opens the document to edit the attribute values (see topic Modifying attributes).

  • Checkout locks documents for other users and allows you to edit these (see topic Locking documents for editing (checkout)). The document will be locked and listed in the Locked Document panel (see chapter Structure of the document view).

  • Show Referenced Documents opens the referenced document in the document detail view. If multiple documents are referenced, a window with a list of the referenced documents is displayed. Select the documents to be opened and click Open.

  • Copy creates a new document and copies metadata of the currently selected document. Attachments from the original document are not copied (see chapter Copying documents).

  • Show History opens a dialog with a hit list displaying all revisions sorted by date with additional information of creation date, modification date, creating user, modifying user and attachment names.

  • Bookmark creates a bookmark for the document (see topic Document bookmarks).

  • Print prints the document details and content (see topic Printing documents).

  • Download Attachments downloads attachments of the currently selected document (see chapter Downloading attachments).

  • Show Original Attachments / Attachment Default View shows / hides the original content file in the attachment list in cases where otherwise a converted rendition is presented. This requires a corresponding permission.

  • Show Audit Trail displays the document audit trail (see Audit trail in[UM AdminClient]).

  • Legal Hold allows setting or showing a legal hold:

    • Set Legal Hold protects a document from deletion (see topic Setting legal holds).

    • Show Legal Hold(s) displays legal holds (see topic Details of legal holds for a document); enabled only if the selected document has at least one legal hold.

  • Retentions Plan(s) displays retention plans for the document (see topic Viewing retention plans); enabled only if there is at least one retention plan for the selected document.

  • Export exports the document into a ZIP file (see topic Document export).

  • Send allows sending via e-mail:

    • Sending documents as links

    • Sending document attachments

  • Delete removes the entire document (see topic Deleting documents).

• Workflow

  The menu described below is only accessible if your configuration allows it.

  • Start Workflow establishes the workflow process for the currently selected document. See section To start the workflow.

  • Show Tasks displays the My Tasks room. See sections My Tasks (as list) and To display the tasks.

  • Show Diagram opens the business process diagram for the corresponding document in a separate overlay window. See section To display a workflow diagram.

  • Show History opens the workflow history in a separate overlay window. See section To display the history.

• Postbox

  The menu described below is only accessible in a customized environment where the ImageMaster Postbox solution has been installed and licensed.

  • Schedule Postage schedules documents for postage delivery and routes them to a centrally organized printing and traditional postage service. Such a customized service must be set up beforehand. This action is only available if no printing date or internal copy label has been set, and it is typically available to an account manager.

• List of attachments

  If the document contains several attachments the list of attachments is displayed. To see the file content of an attached document, select the corresponding attachment in the list and expand the panel Attachment Preview. See topic Opening an attachment with a preview for related details. To view all attachments, select the option Open the document to view all attachments. The document will be opened in the document view.

• 3D Structures

  This is only available for readily configured 3D document types if the user has sufficient permissions and if the 3D viewer has been set up with the ImageMaster Content Services for 3D Structures.

  • Open in 3D Viewer opens an external 3D viewer to display the item. This process can take a while since multiple files need to be collected. A notification is shown, when the object is ready to view with a link to open it in the 3D viewer.

  • Show References opens a window with 3D structure displayed as a tree. The following tabs are available:

    • Structure displays the structure of the 3D document in a tree structure.

    • Where Used displays the tree of the parent documents starting from the selected document.

  • Download downloads compressed file structure on the local system.

  • Export creates an export file structure in a directory on a preconfigured server.

  • Litigation Export creates an export structure based on a time interval given by parameter Litigation Time.

  Export (including litigation export) and download actions can include an additional verification process, which requires the Signature Service. Hereby all files that have been archived with a signature or a timestamp will be checked for validness.

  Any kind of export is executed in the background (also see topic Document export). You can optionally specify an e-mail address to notify a user when the export has finished. (This requires that ImageMaster was set up to connect to a company e-mail server.)

Some of the above actions may not be available due to permissions or due to the current lock state of a document.