From a document menu the following actions with documents are available, which are in general the same as in the document preview. Some actions may not be available due to permissions or the current state of a document.
Shortcuts for the menu actions are available. For more details see Menu shortcuts. By default the following options are displayed:
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Print prints the document details and content (see chapter Printing documents). -
Refresh displays the updated document if it has been changed. You may also single-click again on the document row in the hit list to refresh. -
Back To Hit list navigates to the current hit list if the document was opened from the hit list. The action is enabled if a hit list is present.
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New opens a dialog to create a new document with the currently selected document type (see topic Creating a new document), disabled if the user does not have the right to create documents for the selected document type.
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Restore Revision restores the currently selected old revision as the new latest revision. The functionality is only available if the user has the right to access old revisions.
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Show Latest Revision opens the latest revision of the currently displayed document. The functionality is only available if the user has the right to access old revisions and the historic revision is currently displayed.
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Refresh refreshes the displayed document data, e.g. if the document in the meanwhile has been changed by another user.
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Edit to edit the attribute values (see topic Modifying attributes).
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Checkout locks documents for other users when you want 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).
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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.
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Show In Dossier opens the dossier search with the selected node where the file is located.
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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).
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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.
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New Version clones the current document (including attachments and metadata) and prefills the next version into the part version attribute (for more details on part attribute configuration or external versioning see Other document type settings in [UM AdminClient]). In case the external revision is selected to be displayed, the following icon is available before the action menus:
The functionality is only available if “external versioning” is configured by your system administrator (for more details see Other document type settings in [UM AdminClient].
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Bookmark creates a bookmark for the document (see topic Document bookmarks).
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Print prints the document details and content (see topic Printing documents).
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Show All Versions opens a search hit list that contains all versions (revisions) of the currently selected document. The functionality is only available if “external versioning” is configured by your system administrator (for more details see Other document type settings in [UM AdminClient].
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Download Attachments downloads attachments of the currently selected document (see chapter Downloading attachments).
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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.
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Show Audit Trail displays the document audit trail (see Audit trail in[UM AdminClient]).
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Legal Hold allows setting or showing a legal hold:
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Set Legal Hold protects a document from deletion (see topic Setting legal holds).
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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.
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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.
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Export exports the document into a ZIP file (see topic Document export).
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Send allows sending via e-mail:
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Close closes the currently displayed document.
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Request Deletion initiates a secure process for requesting the deletion of document from the audit-proof archive (see topic Requesting document deletion).
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Delete removes the entire document (see topic Deleting documents).
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Next / Previous Document shows the next or previous document from the list of currently opened documents. Such an action is disabled if there is no more previous or next item to show.
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Back To Hitlist navigates to the current hit list if the document was opened from the hit list. The action is enabled if a hit list is present.
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One column / Two columns (default) / Three columns displays the corresponding number of columns in the document view, the content of which you can configure.
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Reset to default restores the default layout of the document view.
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The menu described below is only accessible if your configuration allows it.
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Start Workflow establishes the workflow process for the currently selected document. See section To start the workflow.
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Show Tasks displays the My Tasks room. See sections My Tasks (as list) and To display the tasks.
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Show Diagram opens the business process diagram for the corresponding document in a separate overlay window. See section To display a workflow diagram.
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Show History opens the workflow history in a separate overlay window. See section To display the history.
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The menu described below is only accessible in a customized environment where the ImageMaster Postbox solution has been installed and licensed.
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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.
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This is only available for readily configured 3D document types if the user has enough permissions and if the 3D viewer has been set up with the ImageMaster Content Services for 3D Structures.
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Open in 3D Viewer opens an external 3D viewer to display the item. This process can take a while since several 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.
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Show References opens a window with 3D structure displayed as a tree. The following tabs are available:
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Structure displays the structure of the 3D document in a tree structure.
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Where Used displays the tree of the parent documents starting from the selected document.
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Download downloads compressed file structure on the local system.
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Export creates an export file structure in a directory on a preconfigured server.
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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.)
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