The functions of the DMS that are available for the user are shown above the File Table with access to the buttons controlled via DMS Security Permissions.
You can control and structure your project files and workflows using folder setup in conjunction with this button access . Also refer to DMS Configurations Guidelines for further details.
Please be aware that Security Group permissions and thus button access is controlled on a folder by folder basis and therefore you may be able to do things in 1 folder and not in another. Refer to your Superuser or DMS Admin for Security Group queries.
Multi Document Select
By selecting multiple files with the Select column Document Actions can be carried out against multiple files in one go.
The maximum no of Documents that can be selected at once is 500.
Upload documents into the current folder. Navigate to the required folder and click Add (Security group controlled) to show the Upload Panel.
You can either:
- Drag and drop file(s) to be uploaded into the the green box or
- Select individual files by clicking on the Select button
The maximum file upload to the DMS is 6GB in each upload.
File types are filtered to accept valid files and all files are anti-virus scanned on upload. If a file type you need isn't accepted please contact Clearbox support with details for inclusion.
Once documents have been added to the Wizard they will get a coloured dot shown in the 'Saved' Column, with the following meanings:
Blue Dots shows files that have been recognised as uploaded to the system already. Any Metadata associated withe these files will therefore not be editable during this upload stage. The Revision and Document Purpose are editable need to be saved.
Red Dots show files that have not been recognised on the system already. All Metadata, Revision and Document Purpose fields are editable and need to be saved.
Green Dots show files that have had their Metadata details saved in the Wizard. These files are ready to be Uploaded.
If default configuration is used: The document filename will appear within the filename box and the title box. You can change the owner, author, title, enter a document number, amend the revision date, choose a revision and select a purpose/suitability.
If BS1192 configuration is used: If a file has been named correctly and in accordance to the drop downs added to the system as part of the BS1192 configuration, then the system will recognise the file when uploaded and pre-populate the File Identifier fields. You then have the option to change the owner, author, title, document number, revision date, revision, purpose/suitability.
Select files (far left had column) to edit metadata fields in the section below. If multiple files are selected then only the common metadata fields will remain enabled, with uncommon fields disabled. The files then have to be individually selected if you need to amend other fields.
All documents can have Upload Comments added to them in the bottom text entry field. Please note that files that have had comments added are not able to be moved in the DMS.
Once the metadata has been set click Save and the blue and red dots shown in 'Saved' column will turn green. If the save is not successful an error message will appear.
The system will only allow one document with the same File Identifier to be uploaded onto the platform. If the same File Identifier is used then it will flag this up to you and provide you with the next number.
Once you are ready to continue select all the files you wish to Upload and click Upload. You will prompted to confirm the number of files you are uploading.
There are two options available to you to revise documents:
Add (Refer Above)
You can use Add to revise a file that already exists in the DMS. Select the folder where the document is located and Add the revised files.
Please note: This relies on you making sure the documents have the same filename. If they do not, then the documents will be added as new entities and therefore duplicates on the system.
Refer to Add Document for details.
You can also use the Revise button to revise a file or a group of files. Select the file(s) you want to revise and then select the Revise button.
The selected file(s) will be displayed in the pop up. It will show the filename, title, document number, author, revision, owner, purpose/suitability, date, uploaded by, primary file, secondary file and recipient.
Select each file in turn in the top panel and edit the settings in the bottom panel:
- Revision - Of the revised file
- Document Purpose / Suitability - Of the revised file
- Recipient - Notify users via email of the File Revision
- Primary File - Select a new file from your PC to become the next revision of the the existing file. Use this if you need to revise a file that doesn't have the same filename as the existing one.
- Secondary Files - Select any secondary files to add to this file revision.
- Comment - Add Revision Comments to the File.
The revision codes used in the DMS containers are as follows:
WIP: Both Step and Point Revisions are used, with the user setting Step Revisions and the System automatically setting Point revisions. When a document is uploaded for the first time within WIP it will be given both a Step and a Point revision. When the document is revised the Point revision will be set automatically with the Step revision set by the User. The Revision can be overridden by the user with the above Revision setting.
EG, Upon first upload of a document the revision will default to either $.1 or P01.1 depending on which configuration is used. When the document is revised it will be given a Step revision set by the user EG A.1 or P02.1 and it will be given a Point revison automatically incremented by the system EG A.2 or P02.2
Share: Only Step Revisions are used and they are automatically incremented by the system. The Revision can be overridden by the user with the above Revision setting.
Published: The revisioning works the same as it does in Share.
Allows User to Delete documents in the current folder. Navigate to the required folder, select the required files and click Delete (Security group controlled) to delete the latest revision of each file. Use the Delete function again to delete any further revisions of your files in reverse sequence order. It is not possible to only delete a particular revision of a file without also deleting all prior revisions of it first.
Deleted files will then be removed however remain available for recovery in the Deleted files chart.
E.g. If a file has 3 revisions, using the delete button once will leave the 2nd revision as the primary file. Using delete again, will leave the 1st revision as the primary file. Delete once more will remove all history of that file.
To remove all revisions of a file in a single action, you may prefer to use the Archive function.
Edit the Metadata and DMS Codes of selected files.
Access to the move function is based on a users folder permissions defined in Security Groups. It allows allows files to be moved to a different folder within the same tab they're in. E.g., a file in WIP can only be moved to another folder within WIP.
Please note that a file can only been moved if nothing has been done to it in the DMS.
- The file cannot be moved if it has been edited
- The file cannot be moved if it has multiple revisions
- The file cannot be moved if a secondary file has been added
- The file cannot be moved if it is in the document basket
- The file cannot be moved if it has a comment made against it
To move a file(s), select it/them and click move. A pop up will appear with the folder tree expanded to level 1. Select the folder that the document needs to be moved to and click OK.
This button can be used to Distribute shared and published documents
For more detail on distributing documents click here.
Files can be downloaded individually or as a .zip file for multiple documents.
If a single file is required, click on the cloud icon.
If you need multiple files, select them using the selection box and then click download. Within the notification tray it will highlight that the files are downloading. Once the files have downloaded, the notification will be updated and you will be able to click on the blue link text to get the files.
Please note: The maximum size file download is 10GB total in a single ZIP file, however the maximum number of files allowed in a single ZIP is set by the total path and filename lengths.
Archive an entire File record from a folder and send all it's document revisions to the Archive section of the DMS. Please be sure that this action is required as there is currently no way to restore the information. The archive tab is controlled via Security Permissions, if you need access, please contact your project Superuser.
Create a new Comm with any currently selected DMS files automatically added to the Comm. Any files that are selected will be added after the Comm is Saved and it has reached the Submit stage. Further files can be added before the Comm is finally Submitted.
Link to Folder
Allows the linking of selected files to Dynanic & Static folders.
You can also use the Mouse Right Click menu to link selected files
Link selected files into a Dynamic Folder.
Link selected files into a Static Folder.
Shows all comments that you have not read that are registered against documents in the current folder. Navigate through multiple pages with the page controls at the bottom of the panel.
The Basket is a function where the user can add and remove files from many areas of the DMS for use at a later stage. It holds a reference to each of the added files, not a copy of them.
You can add files from any folders in the DMS into the Document Basket. The basket has the following limitations:
- Only the latest revision of a file can be added to the basket.
- The basket has a limit of containing 500 items. However some of the functions in the basket can only operate on 100 items (refer individual commands below).
Shows how many documents are currently in the Document Basket. Click to open the Basket.
From here you can then run the following commands on the files in the basket:
- Download - Download the selected files with their original Filename (max 500 files),
- Download by BS1192 - For BS1192 configuration projects, download the selected files with their BS1192 ID as the Filename (max 500 files),
- Distribute - Distribute selected files (max 500 files),
- Edit - Edit Metadata for selected files (max 100 files),
- Dynamic - Link selected files to a Dynamic folder (max 100 files),
- Static - Link selected files to a Static folder (max 100 files),
- Add Comms - Add a new Comm with the currently selected basket documents attached (max 100 files),
- Remove - Remove selected files from the Document Basket
- Empty - Empty the Document Basket
- Save Layout - Save your current Document Basket Layout
- Metadata - Run the Metadata report on the currently selected basket documents (max 500 files).
The Metadata report provides details of all files in the current folder and can be exported in .pdf or Excel format using the controls in the top left corner of the report panel.
The report includes URL links to:
- Download each doc directly,
- Add each doc to your basket.
The Signoff report provides details of all document distributions in the project and is exported in XLS format.
For users with the DMS Admin role, the User journal provides a log of all activities based on a user selection. In other words you can look and see which documents and actions a user has undertaken in the system.
Please note the page Size limit at the bottom of the screen is also the limit of filtered results with the column filters. Therefore you should ensure your page size is large enough to capture all possible results for your filter selection.
All information displayed can be exported to Excel.
The user log is also available in Docs For Review
Save the current layout of your DMS File Table, including visible columns and column sorting order, and apply it to all folders across the current project. Therefore you can have different page layouts to suit each of your projects.
Manage your DMS email notifications for the current project. This provides you a XLS Daily Digest of any selected activity for the folders you setup, with the option to Include Subfolders. Digests are only sent if any of the selected activities are triggered on your monitored folders that day.
You can manage the folder notifications you have for the current folder.
Add a Daily Digest notification for the current folder, with the option to Include Subfolders.
Shows the folders you are receiving Daily Digests for. Use the Delete button to the right to remove Notifications for that folder.