Once you have uploaded a Document to a Document record, if it is in a format conducive to Open Office then it can be edited online.
Once you open a Document record each document that is attached to the record is displayed, the current version number, the last updated date and time is displayed.
Fig 1 - Existing Document record
Each attachment will have a [...] option at the end, click this icon to see a drop down list of options that you can choose in relation to this document.
Fig 2 - Edit options
Download - Download a copy of the document
This option will download the current version to your devise.
Edit - Edit your existing version online
This option will open up the document as a full page for editing. Your intelligentcontract session will be locked until you press [Save and Close], whilst saving you will see the locked message, please do not refresh your browser at this time as your document will be lost.
Fig 3 - Editing a Document
Fig 4 - Session Locked
As well as locking your session, the system will also lock the document out for others to view, if another User opens the same record, the file that is opened will be displayed with a padlock icon at the end, if you hover over this padlock it will display who has the document locked for editing and for how long.
Fig 5 - Document locked
Once your edited document has been uploaded you will be prompted to select a new version number. All new Documents Initial version is 1 and the system will automatically increment, press [Save] if you are happy with the next version number.
Fig 6 - Saving an edited document
You can adjust the version number to another format if required, for example, change 2 to 1.1 instead. If this is done then the next time the document is edited the system will recognise your version format and increment accordingly i.e. next version will be 1.2. Comments can also be added to give a summary of the changes if required.
Once saved your updated document will be saved to the record, and the updated version number will be displayed in the filename.
Fig 7 - Updated version and date
Rename - Rename your document
This option will allow you to rename the document if required. As this Rename may result in the version number updating you also have the option to change the version number at the same time. Comments can be added to record the reason why the Rename was done.
Fig 8 - Renaming a file
Replace - Replace your document for another
This option is you to fully replace the attached document with another if required. You can either create a new online document, add one from your device or pick an existing one up from your Library.
As this change may result in the version number updating you also have the option to change the version number at the same time. Comments can be added to record the reason why the replace was done.
Fig 9 - Replacing a file
Email - Email this Document out
This option allows you to email a copy of this document to another person, this can be either internal or external to intelligentcontract, but they must have a Person record already created.
- Use the 'People' drop down list or the 'Find' magnifying glass to display all the People that can be selected.
- Add a Note to the email - this text will appear in the body of the email
- Press [Send] to send the email and attachment.
Fig 10 - Emailing a file
Delete - Delete a file from the record
This option allows you to remove a document from the record if required
Version History - View previous versions
This option allows you to view previous versions of the document, the pop up will display all versions that have been added plus any of the Comments that have been added.
The [...] option at the end of each row will give a few options such as:
Restore a previous version - if you do restore then this will be given a new version
View a previous version - none editable
Download a previous version
Fig 11 - Version History
There will be some filetypes that you will not be able to view as they are not files that are available in Open Office, you will however have the option to download and view them if required.
The filetypes that you are able to view are:
All other filetypes cannot be viewed but can be downloaded.
Note: All changes to any of the documents are captured in the audit trail, download, rename, replace, edit, delete, email, restore are all classed as an update to the Document record and are recorded as such.
Controlling the Edit Options
All the editing options listed in the Attachment [...] feature can be controlled by a switch in the Account Configuration area.
Navigate to: Configuration => Manage Account Configuration => Attachment Options
Fig 12 - Edit Attachment Options
By default all options are ticked and displayed for selection, untick any option that you wish to remove.