Working with desktop

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Almost all user’s activity is done there. Users can work directly on folders, documents, mails or records.

The desktop is distributed in tree sections:

Navigation panel at left hand side.
Browser panel at top center.
Properties panel at bottom center.

The navigation at left hand side is an stack panel. Each stack contains a tree ( folder and records hierarchy ) structure from root that enables easily access documents and mails.

The navigation panel is divided on several stacks:

Taxonomy.
Categories.
Metadata.
Thesaurus.
Templates.
My documents.
E-mail.
Trash.

Each stack contains a tree ( folder and records hierarchy ) to help on organizing the nodes into the repository and help the user to locate fast and efficiently the data.

The taxonomy stack is the space for collaborative work, that means is the space where several users modify and share the company data.

The categories stack is a virtual taxonomy space that helps on navigation of taxonomy nodes across other concepts.

The metadata stack is a virtual taxonomy space that helps on the navigation of taxonomy nodes across the metadata field values.

The thesaurus stack is a virtual taxonomy space that helps on the navigation of taxonomy nodes across SKOS concepts.

The templates stack is the space to set templates for all the company. That means is the space where company templates are set to be used by several users for creating new company documents.

The My documents stack is a private space for each user, that means that only a user is able to get access in this section and is the default where personal data is stored.

The E-mail stack is a private space for each user, that means only a user is able to access their data in this section and is the default place where are stored the mails of the user.

The Trash stack is a private space for each user, that means that only a user is able to get access in this section. When a user deletes a node it goes automatically to its own trash. When a user empty its own trash the document is definitively removed from the application.

The selected node from navigator panel determines the content shown at browser panel. All the nodes shown at the browser panel have the same parent ( selected node on tree ).

When you do a right click with the mouse button on a node at the tree is shown a contextual menu. The available menu options in contextual menu depending on selected stack.

Browser

The browser panel at the top center shows a table of nodes ( documents, folders, mails and records ) that are in the selected node of the navigation panel.

At the top of the browser panel there’s a path that indicates the actual location in the navigation panel ( for example “/okm:root/”). Below, there is a list of the nodes related with the selected node in the navigator panel.

By default the browser table shows the columns:

Status ( icons display node status, for example if the node is locked is shown the Lock icon ).
Checkbox ( to apply actions on several nodes at same time ).
Icon ( indicate node type ).
Name ( name of the node ).
Title.
Language ( only for documents ).
Size.
Update date.
Author.
Version ( only for documents ).

When you do a right click on the mouse button at some node it is shown a contextual menu. You will have distinct menu options depending on the selected node type and the visible stack panel combination.

Available menu options when Taxonomy, My documents stack is visible are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
Add bookmark.
Set default home.
Export to ZIP.
OCR data capture.
OMR data capture.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when Categories, Metadata and Thesaurus stack is visiable are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Go to ( document, folder, mail, record ). Open node location in taxonomy view.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when Templates stack is visible are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
Export to ZIP.
Create from template.
Add bookmark.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when E-mail stack is visible are:

Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
OCR data capture.
OMR data capture.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when Trash stack is visible are:

Restore.
Purge.

The checkbox helps you to select several nodes at same time and apply an action for all.

The Massive icon displays a contextual menu for doing quick actions:

Feature	Description
Select all	Selects all the nodes.
Select all folders	Selects all the nodes of type folder.
Select all document	Selects all the nodes of type document.
Select all mails	Selects all the nodes of type mail.
Select all records	Selects all the nodes of type record.
Remove selection	Unselect all the nodes.

Pagination

When pagination feature is enabled is shown and extra toolbar:

Feature	Description
Show / hide folders	Shows / hides nodes of type folder in the browser panel.
Show / hide documents	Shows / hides nodes of type document in the browser panel.
Show / hide mails	Shows / hides nodes of type mail in the browser panel.
Show / hide records	Shows / hides nodes of type record in the browser panel.
Filter	Filters nodes.
Paginate checkbox	Enables or disables the pagination feature.
Limit select	Sets the limit of nodes to be shown at the same time.
Go to the beginning	Goes to the beginning of the list.
Go to previous	Goes to previous list.
Go to next	Goes to next list.
Go to the end	Goes to the end of the list.
Order select	Sets the column value for that ordering.
Reverse checkbox	Reverses the ordering.

Mouse features

Double-click on a node of type folder to open the folder.
Double-click on a node of type document to download the document.
Right click on a node will show a contextual menu.
Drag & drop. You can drag & drop nodes keeping the left mouse button held down and moving to destination node in the Navigator panel.

Properties

The properties panel at bottom center, show a collection of tabs that contains the grouped properties or features like preview associated with the selected node. The selected node can be a navigator node or a browser node.

Tabs on nodes of type document

Tab	Description
Properties	Displays properties of the selected document. From this view you can: - Set the keywords of the document. - Change the title of the document. - Set relations between the document and categories. From this tab is shown a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the document. From this view you can add, edit or remove your own notes. Administrators can manage notes of other users.
History	Displays a list with the versions of the document. From this view you can: - Restore to a previous version of the document. - Preview any document version on the right panel. - Compare two versions of the document on the preview panel. - Compact the history. The action of compacting the history will remove all the document version except the active. This action freezes repository size but must be take in consideration that this action can not be reverted.
Security	Displays the security grants of the document. From this view you can change the security grants. - Click on Update button to change the security grants. When “Recursive permission changes” checkbox is checked the changes will be applied recursivelly. You should also be interested on reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Preview	Displays a pre visualization of the document.
Relations	Displays the relations of the document to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the document, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown: document, folder, mail or record. There’re three types or relations: - Bidirectional - Parent-child - Many-to-many More information at Relation types.
Contacts	Displays contacts associated with the document. From this view you can: - Associate existing contacts with the document. - Add a new contact and associate it with the document. - Delete the association between the contact and the document. - Edit a contact associated with the document. - View contact details. This option is only available if you have enabled the Contacts feature.
Activity log	This view performs a complete audit trail of the document. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often are not relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the document. From this view you can: - Add a new topic. - Post a reply of the topic. - Quote a reply of the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Display a wiki associated with the document. From this view you can: - Create a wiki. - Update a wiki. - Show the history of wiki versions. - Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the document. From this view you can: - Show the detail of the workflow variables. - Show a graph where it is marked the actual node. This option is only available if you have enabled the Workflow feature.
Text extracted	Displays the text extracted of the document. Only when the document has been processed by text extractor worker you will see the text. For more information: Administration > Statistics. This option is only available if you have enabled the Text extracted feature.

Tabs on nodes of type folder

Tab	Description
Properties	Displays properties of the selected folder. From this view you can: - Change the folder style. - Set the keywords of the folder. - Change the title of the folder. - Set relations between the folder and categories. This tab shows a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL. More information: Folder style.
Notes	Displays a list of notes related with the folder. From this view you can add, edit or remove your own notes. Administrators can manage other user’s notes.
Security	Displays the security grants of the folder. From this view you can change the security grants. - Click on Update button to change the security grants. When the “Recursive permission changes” checkbox is checked the changes will be applied recursivelly. You could be interested on reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Relations	Displays the relations of the folder to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the folder, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown: document, folder, mail or record. There’re three types or relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Contacts	Displays contacts associated with the folder. From this view you can: - Associate existing contacts with the folder. - Add new contacts and associates with the folder. - Delete association between the contact and the folder. - Edit a contact associated with the folder. - View contact details. This option is only available if you have enabled the Goggle contacts feature.
Activity log	This view performs a complete audit trail of the folder. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often are not much relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Display a forum associated with the folder. From this view you can: - Add new topic. - Post a reply to the topic. - Quote a reply tof the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Displays a wiki associated with the folder. From this view you can: - Create a wiki. - Update a wiki. - Show the history of wiki versions. - Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the folder. From this view you can: - Show the detail of the workflow variables. - Show a graph where is marked the actual node. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type mail

Tab	Description
Properties	Display properties of the selected mail. From this view you can: - Set the keywords of the mail. - Change the title of the mail. - Set relations between the mail and categories. This tab shows a list with the users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the mail. From this view you can add, edit or remove your own notes. Administrators can manage notes of other users.
Security	Displays the security grants of the mail. From this view you can change the security grants. - Click on Update button to change the security grants. When “Recursive permission changes” checkbox is checked the changes will be applied recursivelly. You might be interested on reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Preview	Displays a pre visualization of the mail. From this view you can also download the mail attachments or copy them to a destination folder.
Relations	Displays the relations of the mail to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the document, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, for it are shown four icons for searching a document, folder, mail or record. There’re three types or relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Contacts	Displays contacts associated with the mail. From this view you can: - Associate existing contacts with the mail. - Add a new contact and associate it with the mail. - Delete the association between the contact and the mail. - Edit a contact associated with the mail. - View contact details. This option is only available if you have enabled the Goggle contacts feature.
Activity log	This view performs a complete audit trail of the mail. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often they are not relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the mail. From this view you can: - Add a new topic. - Post a reply to the topic. - Quote a reply of the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Displays a wiki associated with the mail. From this view you can: - Create a wiki. - Update a wiki. - Shows the history of wiki versions. - Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the mail. From this view you can: - Show the detail of the workflow variables. - Show a graph where is marked the actual node. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type record

Tab	Description
Properties	Displays properties of the selected record. From this view you can: - Set the keywords of the record. - Change the title of the record. - Set relations between the mail and categories. This tab is shown as a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the record. From this view you can add, edit or remove your own notes. Administrators can manage notes of other users.
Security	Displays the security grants of the record. From this view you can change the security grants. - Click on Update button to change the security grants. When “Recursive permission changes” checkbox is checked the changes will be applied recursivelly. You might be interested on reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Relations	Displays the relations of the record to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the record, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown document, folder, mail or record. There’re three types or relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Contacts	Displays contacts associated with the record. From this view you can: - Associate existing contacts with the record. - Add a new contact and associate it with the record. - Delete the association between the contact and the record. - Edit a contact associated with the record. - View contact details. This option is only available if you have enabled the Goggle contacts feature.
Activity log	This view performs a complete audit trail of the record. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often they are not relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the record. From this view you can: - Add a new topic. - Post a reply to the topic. - Quote a reply of the topic. - Edit a reply to the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Display a wiki associated with the record. From this view you can: - Create a wiki. - Update a wiki. - Show the history of wiki versions. - Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the record. From this view you can: - Show the detail of the workflow variables. - Show a graph where is marked the actual node. This option is only available if you have enabled the Workflow feature.

Shortcuts

Available shortcuts:

Shortcut	Description
F2	Rename a node.
CTRL+SHIFT+C	Copy a node.
CTRL+SHIFT+X	Cut a node.
CTRL+SHIFT+V	Paste a node.
CTRL+D	Downloading.
CTRL+G	Show UI testing popup.
CTRL+Z	Show UI log.
CTRL+N	Create folder.
F5	Refresh desktop view.
INSERT	Add new document.
ALT+B	Bookmark a node.
F1	Show help.
CTRL+ALT+Q	Exit application.
ALT+DELETE	Delete a node