The documents page is where you find documents associated with a project
Working with documents in VisionFlow is very flexible, giving you the possibility to organise the documents, create several versions, comparing versions, upload/download and share documents with the people you wish to. You are also able to connect a document to an issue. Find more information about document on issues here.
This video shows a small introduction to document management in VisionFlow. You will see how to create a text document, change it, compare versions of documents, sharing a document with read-only rights and how to organise documents. Of course you can work with any type of document in VisionFlow.
The page has two sub-tabs - Project documents (documents on the project itself) and Issue documents (documents on issues in the project). This article mainly concerns Project documents.
The document title bar contains the path (Contents of .... ). In this case it is '/' , meaning its the root directory under Documents.
1. Document functions: These are important document functions detailed below. Note that for some functions (move, download, delete), you need to have selected some documents by checking them in the leftmost column.
Upload file: Takes you to the 'add document' page, where you can choose document in a file chooser, enter a description and set access in one step.
Upload multiple files: Opens a java applet that facilitates uploading several files at once, including compressing/zipping them into archives to keep down the size of the upload.
New folder: Creates a new folder in the current folder. Just type the name of the folder in the popup. Properties of the folder can be further edited by clicking on its edit action.
Move files: Moves selected files/folders(with content) to another folder than the current.
Download files: Compress the selected files/folders(with content) into an archive file (Files_from_VisionFlow.zip) that is downloaded.
Delete files: Deletes the selected files/folders(with content), after confirmation.
New document: Lets you choose between two document types - HTML or text file, and takes you to an editor where you can fill in the content and save the document.
Image viewer: Opens the image viewer popup window. This displays all images in the folder, and starts with showing the first image in the list. Navigate between images using the back/forward arrows, and if you find the one you want to see, you can download it by clicking on the download button.
2. The document table: This contains the main info about the documents.
Select: This leftmost column consists entirely of checkboxes. Just check to select the document row and apply the relevant function (move, download, delete..). You can check all documents by checking the box in the column header.
Name: The name of the document, as a link. What happens when clicking depends on document type:
Folder: Opens the folder, showing all documents in it.
Text or HTML file: Opens the Edit content page, where you can read and edit the document content.
Image: Opens the image in the Image viewer.
Other: Downloads the document with option to open it locally
Description: Having a short description of the document is often very helpful, especially if the name isn't descriptive.
Files: Shows the number of files in a folder. For normal files, this number is 0.
Folders: Shows the number of sub-folders in a folder. For normal files, this number is 0.
Locked?: This column shows padlock icons for the documents (nothing for folders), which indicate if the document is locked or not, depending on the icon. The locking is useful when you want to make sure no one else tries to edit the same document you are currently working with.
Open padlock: The document is open to editing. Click on the padlock to lock it for editing by others. The edit actions for the document will disappear for others - you can still see and use them.
Closed padlock: The document is locked to editing. If someone else locked it, you will not see the edit actions. Hover over the padlock with the mouse, and you will see who locked the document. You can unlock a document by clicking on the padlock - it will show a confirmation dialog though.
Size: The total file size of the document or folder.
Published: A checkbox indicating whether the document is accessible in the support center or not ('publishing' it for anyone to read if not restricted by access permissions). Clicking on the checkbox publishes the document to the support center for the project. Be careful to not publish sensitive documents!!
Modified: The date/time the document was last modified.
Modified by: The user that last modified the document.
Action: This column contains the action functions for the particular document, see point 3 below.
3. Document Actions: These are the individual action icons for the documents, from left to right:
Note: Not all icons need be visible. Locked documents does not show edit icons, for example.
Download: Downloads the document.
Direct link: Click on this to see a popup with the direct URL for a document published in the support center. You can click on the url to download the document via the support center. This URL is useful in support, if you want to give a direct link to document for an external user/customer, who then can download it. Be careful to not publish sensitive documents!!
Edit: Shows the 'Edit document' page, where you can change description, or even replace the document with another (usually an updated version of the original)
Edit content: What this does depends on document type:
HTML or text documents: Shows the 'Edit document content' page, where you can see and edit the content in an editor.
Other files: will download the document, and open it in a suitable program. You can then edit the document, save and close. VisionFlow will then update the online document with the local changes. This should work for the most common programs/file formats.