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.
Benefits
- Quick access to the original record associated with a document.
- Useful for verifying information, understanding context, and making updates or decisions.
- Improves efficiency and accuracy in navigating documents and related data.
Show Related Documents
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.
Benefits
- Provides a complete view of all documents linked to a source record.
- Enables easy navigation, cross-referencing, and access to relevant information.
- Helps manage related documents efficiently for better decision-making.
- Displays the Document Library for quick access, streamlining workflows.
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.
Benefits
- Enables easy collection and organization of multiple documents.
- Allows batch processing and bulk downloading, saving time.
- Packages selected documents into a single ZIP file for easier management.
- Enhances productivity, especially with large document volumes.
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.
Benefits
- Provides a detailed audit trail of document interactions.
- Enhances transparency and accountability by tracking user actions.
- Useful for change tracking, compliance, and issue investigation.
- Direct access to the source record streamlines document review.
Share
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.
Benefits
- Simplifies secure document sharing via OneDrive link.
- Bypasses email attachment size limits for large files.
- Enhances security with controlled access and permissions.
- Allows tracking of document views and downloads.
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.
Benefits
- Opens a larger, clearer document preview.
- Allows zooming, rotating, and detailed inspection.
- Side menu with thumbnails enables quick navigation.
- Improves efficiency and accuracy in 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.
Benefits
- Enables direct editing of document metadata.
- Ensures accurate and comprehensive information.
- Improves document organization and searchability.
- Enhances data governance and compliance.
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.
Benefits
- Reorganizes documents by updating their source record.
- Ensures correct classification and accessibility.
- Moves documents to the relevant document library.
- Enhances collaboration and information sharing.
- Maintains system integrity by keeping records properly linked.
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.
Benefits
- Frees up storage and optimizes system performance.
- Keeps the document system clutter-free and organized.
- Ensures data accuracy by removing outdated documents.
- Enhances security by minimizing access to unnecessary files.
- Supports compliance with data retention policies.
Open/Download
When the Open/Download action is performed on an entry in the Document Entry list, the corresponding document will be downloaded.
Benefits
- Enables quick and convenient document access.
- Allows offline use and easy sharing.
- Provides flexibility to open files with preferred tools.
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.
Benefits
- Keeps the Document Entry list up-to-date with changes in the repository.
- Ensures data consistency and accuracy.
- Prevents discrepancies, ensuring users work with the latest version.
- Enhances collaboration by providing access to the most current documents.
Toggle Preview
When the Toggle Preview action is performed, the preview of the selected document is activated. The document is displayed on the right side, allowing users to view it directly without opening it in a separate window.
Benefits
- Enables a quick preview of the document without additional loading.
- Saves time by allowing users to view documents directly within the interface.
- Enhances workflow efficiency by enabling seamless navigation between documents.
Toggle Versions
When the Toggle Versions action is performed, the version view is activated, allowing users to see different versions of the document. If multiple versions of the same document have been stored, users can easily switch between them.
Benefits
- Provides an overview of all available versions of a document.
- Facilitates comparison of changes and selection of the correct version.
- Supports version control and improves document management.
Create Reminder
When the "Create Reminder" action is performed on an entry in the Document Entry list, the Reminder Wizard opens, allowing users to create a new reminder for the selected document. Users can choose from predefined reminder templates or create a custom reminder. The reminder can be scheduled for a specific date and time and assigned to an individual user or a user group.
Benefits
- Ensures important document deadlines and tasks are not missed.
- Allows flexible scheduling with predefined or custom reminders.
- Streamlines workflow by automating notification processes.
- Enhances productivity by reducing the need for manual follow-ups.
Personal Reminders
When the "Personal Reminders" action is performed, a list of all reminders created by the user is displayed. This allows users to view, manage, and update their reminders in one place, ensuring better organization and tracking of pending document-related tasks.
Benefits
- Provides an overview of all personal reminders in one place.
- Helps users stay organized with pending document-related tasks.
- Enables quick updates or modifications to existing reminders.
- Improves task management and accountability.