Working with the Datagrid

In Document Central it is possible to view documents coming from a previous process. Document Central keeps this information as related documents. To view related documents in the datagrid, a action can be used to open a page which will display the related Document entries, to perform the action, a document entry must be selected.

On this page, the related document source is displayed. If you click on the entry count, the related documents from this source will be displayed.

Show Source Record

When the Show Source Record action is performed on an entry in the Document Entry list, the page for the associated record is opened. For example, if a document is linked to Customer 10000, the Customer Card page for record 10000 will be displayed.

Benefit:

The benefit of the Show Source Record action is that it allows users to quickly access and view the original record associated with a document. This is particularly useful for verifying information, understanding the context in which the document was created or referenced, and for making any necessary updates or decisions based on the most relevant and accurate data. It streamlines the process of navigating between documents and their related data, improving efficiency and accuracy in document and data management.

When the Show Related Documents action is performed on an entry in the Document Entry list, the Related Document List page opens, displaying a list of records related to the source record. This list is populated using the document relationship feature. Users can access the related target records directly from the Related Document List. Additionally, the Document Library of each related record will be displayed.

Benefit:

The benefit of the Show Related Documents action is that it provides users with a comprehensive view of all documents connected to a specific source record. This feature facilitates easy navigation and access to relevant information, enabling users to see the broader context and relationships between different records. It helps in efficiently managing and cross-referencing related documents, ensuring that all pertinent information is readily available for review, decision-making, or further action. By displaying the Document Library of the related records, it also offers quick access to all associated documents, streamlining workflows and enhancing productivity.

Document Basket & Add to Document Basket

When the Add to Document Basket action is performed on an entry in the Document Entry list, the document associated with the selected entry is added to a user-specific Document Basket. Users can collect multiple documents in this basket and later download them all together as a packaged ZIP file.

Benefit:

The benefit of the Document Basket is that it allows users to easily collect and organize multiple documents for batch processing. This functionality is particularly useful for efficiently gathering and downloading a selection of documents, saving time and effort compared to downloading each file individually. By packaging the selected documents into a single ZIP file, it also simplifies file management and ensures that all relevant documents are conveniently accessible in one place. This feature enhances productivity and convenience, especially when dealing with large volumes of documents.

Show Document Log

When the Show Document Log action is performed on an entry in the Document Entry list, the Document Log View page opens. This view displays a comprehensive history of all interactions with the document, including dates, action descriptions, and the user who performed each action. Additionally, users can access the source record directly from the Document Log View.

Benefit:

The benefit of the Show Document Log action is that it provides a detailed audit trail of all interactions with a document. This feature enhances transparency and accountability by allowing users to see who accessed or modified the document and when these actions occurred. It is particularly valuable for tracking changes, ensuring compliance with regulatory or organizational standards, and investigating any discrepancies or issues. Additionally, the ability to access the source record directly from the log streamlines the process of reviewing related information, improving efficiency and clarity in document management.

When the Share action is performed on an entry in the Document Entry list, a OneDrive link is generated, allowing the document to be shared via email with a contact.

Benefit:

The benefit of the Share action is that it simplifies the process of securely sharing documents. By generating a OneDrive link, users can quickly provide access to specific documents via email, ensuring easy and controlled distribution. This method is efficient for sharing large files, as it avoids email attachment size limits, and also enhances security by using a trusted cloud service. Additionally, it provides a convenient way to manage and track document access, as users can control permissions and monitor who has viewed or downloaded the document.

View

When the View action is performed on an entry in the Document Entry list, a separate page opens to provide a larger and clearer preview of the document. This enhanced preview allows users to zoom in or out and rotate pages as needed. Additionally, a side menu offers an overview of all pages with small thumbnails, making it easy to navigate through the document.

Benefit:

The benefit of the View action is that it offers an enhanced and user-friendly way to examine documents. By opening a separate page for a detailed preview, users can better see the document's content, which may be difficult to discern in the smaller preview available in the Document Entry list. The ability to zoom in, zoom out, and rotate pages ensures that users can closely inspect details and view the document from different angles. The side menu with thumbnails provides a quick navigation tool, allowing users to easily jump to specific pages, thus improving the overall efficiency and accuracy of document review.

Edit Metadata

When the Edit Metadata action is performed on an entry in the Document Entry list, a list of the associated metadata for that entry is displayed. Users can then edit the metadata directly from this list.

Benefit:

The benefit of the Edit Metadata action is that it allows users to customize and update the information associated with documents, ensuring that all metadata is accurate, comprehensive, and relevant. This capability enhances the organization and retrieval of documents by enabling precise categorization and better search functionality. Accurate metadata also improves the contextual understanding of each document, providing valuable information such as authorship, date of creation, and related topics. Furthermore, the ability to edit metadata facilitates better data governance and compliance, as it ensures that documents are appropriately classified and tracked according to organizational standards.

Move

When the Move action is performed on an entry in the Document Entry list, the document reference can be updated to a different source record. If the new record is associated with a different document library, the document will also be relocated to that library.

Benefit:

The Move action offers several benefits by enabling the reorganization of documents within the system. It ensures that documents are correctly classified and associated with the appropriate source records, which is crucial for maintaining accurate and relevant document management. This action improves accessibility by relocating documents to the correct document library, making them more easily accessible to the relevant teams or departments. This, in turn, enhances collaboration and information sharing within the organization. Furthermore, the "Move" action helps maintain the integrity and consistency of the document management system by ensuring that documents are properly linked to the correct records and libraries. This accurate organization of documents simplifies workflows, making it easier for users to locate and use the documents they need, thereby streamlining overall operations.

Create Reminder

When the "Create Reminder" action is triggered for an entry in the Document Entry list, the user can create an email reminder for the selected document. The user can select from a catalog of predefined reminder templates tailored to various needs. The email reminder can be scheduled for a specific date or set to recur.

Benefit:

Setting up reminders for document entries offers several benefits. Firstly, it enhances organization by helping users keep track of important tasks and deadlines related to their documents, ensuring that nothing is overlooked. This is particularly useful for managing time effectively, as scheduling reminders allows users to prioritize their work and avoid last-minute rushes or missed deadlines.

The use of predefined reminder templates adds another layer of efficiency. These templates ensure that reminders are consistent and standardized, which minimizes the risk of errors or omissions. Furthermore, the option to set reminders for specific dates or to make them recurring provides flexibility, allowing users to tailor reminders according to their individual scheduling needs, making sure they are timely and relevant.

Another significant advantage is the reduction of cognitive load. With automated reminders, users no longer need to rely solely on their memory to keep track of every detail, freeing up mental resources for other tasks. This can lead to enhanced productivity, as it allows users to focus more on their core activities, rather than on remembering to follow up on document-related tasks. Overall, these actions contribute to a more efficient and organized workflow.

Remove

When the Remove action is executed on an entry in the Document Entry list, both the selected entry and the corresponding document in the repository will be deleted.

Benefit:

The action of removing an entry from the Document Entry list provides several key benefits. Firstly, it facilitates efficient space management by freeing up storage in the repository, which optimizes system performance and can reduce storage costs. It also enhances organization by eliminating irrelevant or outdated entries, keeping the document management system clutter-free and making it easier for users to find relevant documents.

Additionally, this action improves data accuracy by ensuring that only current and accurate documents are accessible, as outdated or incorrect documents are removed. This contributes to better decision-making and reliability of the information stored in the system.

Another important benefit is increased security. By deleting sensitive documents that are no longer needed, the risk of unauthorized access or data breaches is minimized, enhancing the overall security of the document management system.

Moreover, a clean and organized document list streamlines workflow processes. Users can navigate the system more efficiently without the distraction of unnecessary entries, allowing them to focus on relevant tasks. Finally, this action helps ensure compliance with data retention policies and regulations by enabling the timely removal of documents that are no longer required, thereby avoiding potential legal and regulatory issues.

Open/Download

When the Open/Download action is performed on an entry in the Document Entry list, the corresponding document will be downloaded.

Benefit:

The Open/Download action offers several benefits. Firstly, it provides users with convenient access to documents by allowing them to download files directly from the Document Entry list. This ease of access is particularly useful for users who need to work with documents offline or share them with others.

Additionally, this action enables users to utilize their preferred tools and software to view or edit the documents, rather than being restricted to a specific platform or application associated with the document management system. This flexibility enhances productivity and user experience.

Synchronize

When the Synchronize action is performed on an entry in the Document Entry list, the entry is synchronized with the corresponding document in the repository. If there have been changes in the repository, such as updates to the document or modifications to its metadata, the synchronization process ensures that the document entry in the list is updated to reflect these changes, keeping everything in sync.

Benefit:

The Synchronize action offers several important benefits. It ensures that the Document Entry list is always up-to-date with the latest version of documents and their associated metadata in the repository. This is crucial for maintaining data consistency and accuracy, as any changes made to the document or its metadata in the repository are reflected in the document entry list.

By keeping entries synchronized, this action helps prevent discrepancies between the stored data and the information available to users, reducing confusion and the risk of working with outdated or incorrect documents. It also enhances collaboration, as team members can be confident they are accessing the most current version of a document.