UManual Chapter 2: Organizing documents
Table of contents
1
Organizing documents ....................................................................................................... 3
1.1
The document list ............................................................................................................... 3
1.1.1
My documents .................................................................................................................... 3
1.1.2
The editing status ............................................................................................................... 3
1.1.2.1
The draft mode ...................................................................................................................................3
1.1.3
The context menu .............................................................................................................. 4
1.1.4
Discern documents with news ........................................................................................... 5
1.1.5
Discern unopened documents ........................................................................................... 5
1.1.6
Bookmark documents ........................................................................................................ 6
1.1.7
Filtering the document list .................................................................................................. 7
1.2
Manage documents with folders ........................................................................................ 7
1.2.1
The standard folder "My documents" ................................................................................. 7
1.2.2
Add new folders and subfolders ......................................................................................... 8
1.2.3
Move existing folders ......................................................................................................... 8
1.2.4
Edit or delete existing folders ............................................................................................. 8
1.2.5
Move documents ................................................................................................................ 8
1.3
The search function ........................................................................................................... 8
1.3.1
Filtering results by type ...................................................................................................... 9
1.3.2
Folder paths of documents ................................................................................................ 9
1.3.3
Searching for documents ................................................................................................. 10
1.3.4
Searching for folders ........................................................................................................ 10
1.3.5
Searching for documents via tags .................................................................................... 10
1.1.2.2
The review mode ................................................................................................................................3
List of figures
Figure 1: The document list (example) ................................................................................................... 3
Figure 2: Context menu icon in document list ........................................................................................ 4
Figure 3: Context menu of a draft document .......................................................................................... 4
Figure 4: Context menu of a review document ....................................................................................... 4
Figure 5: Tab bar on the left with highlighted "News" tab ....................................................................... 5
Figure 6: Column and icon "News" in the document list ......................................................................... 5
Figure 7: Tab bar on the left with highlighted "Unopened documents" tab ............................................ 5
Figure 8: Column and checkbox "Unopened"......................................................................................... 5
Figure 9: Different bookmarks in the document list ................................................................................ 6
Figure 10: Tab "Bookmark" with at least one due or overdue bookmark ............................................... 6
Figure 11: Tab "Bookmark" without due bookmarks .............................................................................. 6
Figure 12: Filter in the document list ...................................................................................................... 7
Figure 13: The standard folder in the document list ............................................................................... 7
Figure 14: The standard folder's context menu ...................................................................................... 7
Figure 15: Folder context menu ............................................................................................................. 8
Figure 16: The search function in the document list ............................................................................... 9
Figure 17: Search dialogue with selection "All types"............................................................................. 9
Figure 18: Display of folder path in result list, extended path highlighted .............................................. 9
Figure 19: Result list for searching via tags ......................................................................................... 10
User Manual SMASHDOCs Version 1.5
2 | 10
1
Organizing documents
1.1
The document list
1.1.1
My documents
The document list is the first interface the user sees after the login. It shows an overview of all documents that he
created himself or participates in.
Figure 1: The document list (example)
The following information appears for every document:
1. Bookmark including due date (if activated)
2. Status (Draft, Review)
3. File name of document
4. Document title
5. Document subtitle (if existing)
6. News symbol (only displayed if there are changes in the document unseen by the user)
7. Unopened symbol (only shown if a document has not been opened before; can be marked as opened via
checkbox)
Select a document from the list and it opens in a new browser tab.
You can create new documents by clicking the button "New document" on the upper right corner of the page, right
next to your profile picture. For further information about creating documents, please refer to chapter 3 of the
manual.
1.1.2
The editing status
A document can have different editing states.
1. Draft mode
2. Review mode
1.1.2.1
The draft mode
Documents in draft mode can solely be accessed and edited by the creator, and the system does not log any
changes to the content. Other users can neither read nor edit the document. To add further users to a draft
document, the creator has to start the review mode.
1.1.2.2
The review mode
In review mode all content changes are tracked, documented and displayed in the change view. The creator can
grant other users access to the document and confer different editing rights (see also chapter 5).
User Manual SMASHDOCs Version 1.5
3 | 10
1.1.3
The context menu
Move the cursor over an entry in your document list to display the context menu on the right side.
Figure 2: Context menu icon in document list
Depending on his role and further permissions the options displayed in the context menu vary for each user.
The context menu of draft documents holds the following options.
1. Open
2. Edit metadata
3. Start reviewing
4. Send to trash
5. Duplicate
Figure 3: Context menu of a draft document
The options in the context menu of review documents are the following:
1. Open
2. Edit metadata
3. Add user
4. Send to trash
5. Duplicate
Figure 4: Context menu of a review document
The option "Edit metadata" is only visible to the document creator and users with administrator rights.
User Manual SMASHDOCs Version 1.5
4 | 10
1.1.4
Discern documents with news
The tab bar on the left indicates if there are news in your documents by displaying the "News" tab.
Figure 5: Tab bar on the left with highlighted "News" tab
The "News" tab only shows if there are unseen changes, pending decisions or unread conversations in review
documents a user contributes to. If none of the above criteria are met, the tab is not displayed.
The meter below the tab shows the number of documents that contain news. Documents that contain unseen
changes, as well as conversations, do only count once.
The symbol for unseen changes also shows in the "News" column of the document list.
Figure 6: Column and icon "News" in the document list
1.1.5
Discern unopened documents
The tab bar on the left also indicates if there are documents that the user got invited to, but has not opened yet.
The meter below the tab shows the number of unopened documents.
Figure 7: Tab bar on the left with highlighted "Unopened documents" tab
As soon as the user opens a document, the status "Unopened" is adjusted automatically. The status can also be
adjusted manually in the document list via the checkbox in the column "Unopened".
Figure 8: Column and checkbox "Unopened"
User Manual SMASHDOCs Version 1.5
5 | 10
1.1.6
Bookmark documents
You can bookmark each document in the document list that you contribute to or created yourself.
If there is at least one document with a bookmark the tab "Bookmark" shows in the tab bar on the left. The meter
shows the number of bookmarked documents.
You can set a bookmark by clicking on the star symbol in the document list. The symbol has different colors,
depending on the status.
—
White: not bookmark set
—
Purple: bookmark set with/without due date (that has not been reached yet)
—
Red: bookmark set and due date reached or exceeded
When setting a bookmark, the user can specify a due date in the input field that appears.
The due date can have the following properties:
1. Upcoming
2. Due
3. Overdue
Figure 9: Different bookmarks in the document list
When a bookmark reaches its due date the meter below the tab turns red and so does the star symbol at the
document.
Figure 10: Tab "Bookmark" with at least one due or overdue bookmark
When there are only documents with upcoming due dates the meter is grey.
Figure 11: Tab "Bookmark" without due bookmarks
User Manual SMASHDOCs Version 1.5
6 | 10
Note: Bookmarks are only visible to the user who set them and can therefore only be changed or deactivated by
that user.
1.1.7
Filtering the document list
You can choose between several options to filter your document in the upper right part of your document list:
1. All documents (All)
2. Documents in review mode (Review)
3. Documents in draft mode (Draft)
4. Documents containing news (News)
Figure 12: Filter in the document list
The number of the listed document adjusts depending on the filter chosen by the user.
1.2
1.2.1
Manage documents with folders
The standard folder "My documents"
The "My documents" folder in the document list helps the user to manage and structure his documents within
SMASHDOCs.
Figure 13: The standard folder in the document list
This folder can neither be deleted nor renamed. It serves as standard filing for all documents that a user created
or got invited to.
Within this folder, you can create new folders on different hierarchy levels to structure documents thematically,
according to projects, etc.
Figure 14: The standard folder's context menu
User Manual SMASHDOCs Version 1.5
7 | 10
1.2.2
Add new folders and subfolders
Use the "My documents" context menu to create new folders on the highest hierarchy level. Folders on lower
hierarchical levels can be created accordingly via the subfolders' context menus.
A folder's context menu offers the following options:
1. Add folder
2. Delete folder
3. Rename folder
Figure 15: Folder context menu
You can not create two folders with identical names on the same level. In this case, a warning shows and asks
you to choose a new folder name.
1.2.3
Move existing folders
You can move folders within SMASHDOCs via Drag & Drop. Select the folder you want to move and drag it to its
new position. If there are already folders on the same hierarchy level, the relocated folder will be alphabetically
sorted into the structure.
Any subfolders move along with the relocated folder to maintain the hierarchy. Here again, it is impossible to
move two identically named folders on the same level. In this case, the user also gets a warning.
1.2.4
Edit or delete existing folders
Once created, folders can always be renamed or deleted. The folder context menu offers to options:
1. Delete folder
2. Rename folder
Folders with identical names are also not possible when renaming a folder. When you delete a folder, the
documents contained are moved to the "My documents" folder.
1.2.5
Move documents
You can also move single documents via Drag & Drop. Select an object from the list and drop it into the desired
folder on the left.
1.3
The search function
The search function can be accessed via the document list. Clicking on the magnifier in the page header opens
the search dialogue.
User Manual SMASHDOCs Version 1.5
8 | 10
Figure 16: The search function in the document list
The search scans documents as well as folders and document tags for matches with one or multiple search
terms.
1.3.1
Filtering results by type
Using the filters on the left side of the search window, you can narrow down your search even further. The
parameters available for the search are:
—
All results (default setting)
—
Documents
—
Folders
—
Tags
Figure 17: Search dialogue with selection "All types"
1.3.2
Folder paths of documents
Right next to each document in the result list you can see the respective folder path. If too long, the path gets
shortened, but can be displayed completely if required.
Figure 18: Display of folder path in result list, extended path highlighted
User Manual SMASHDOCs Version 1.5
9 | 10
To directly open a folder and show all documents within, just click on the folder name in the search results.
1.3.3
Searching for documents
To search for documents, enter one or more search terms. Documents that match those terms appear in the
result list together with other types of results (folders & tags).
Click on the filter "Documents" on the left side of the search window to only show the document results.
Clicking on a document from the list opens it in a new tab.
1.3.4
Searching for folders
Search for folders by entering one or more search terms. Folders matching those criteria appear in the result list
with other types of results.
Click on the filter "Folder" on the left to only show the folder hits.
Clicking on a folder from the result list opens it in the same tab and shows all documents within.
1.3.5
Searching for documents via tags
If a document got tagged, these tags also show in the search results. Selecting a tag not only shows you all
documents marked with this tag, but also a list of all tags combined with the selected tag. Another click on a tag
from the list adds it as a search term and further narrows down the search.
You can delete a tag from the search terms at any time. The result list adjusts automatically.
Figure 19: Result list for searching via tags
User Manual SMASHDOCs Version 1.5
10 | 10