You open the context menu by right-clicking on a document.
What can you find in the context menu?
The context menu contains
Functions that are also available in the menu bar
Advanced functions that are only available here
Resubmission
Setting up a resubmission
Step 1: Open context menu
Right-click on the document
Select "Resubmission"
Step 2: Select a time
You have two options:
Simple time: Select a predefined option
Customised time: Specify an individual time
Step 3: Create resubmission
Add a customised message (optional)
Confirm with "Create follow-up"
Manage resubmission
Call up overview
You can call up the overview of existing resubmissions via the context menu.
What can you do?
Change resubmissions
Cancel resubmissions
Completed resubmissions
Resubmissions that have expired and have been marked as "completed":
Are shown crossed out
Can be deleted
Can be reset
Resubmission time occurs
What happens when the time occurs?
You will receive
A corresponding notification in the system
Optionally an e-mail notification
Visual display
An orange round symbol is displayed in the context menu:
It shows the number of resubmissions that have occurred but have not yet been completed
Edit resubmissions
When you open the overview:
The affected resubmissions are highlighted in colour
You can view the individual resubmissions
You can "Mark as completed" them (they are then crossed out)
Add/move
Function
You can move the file:
Move to another collection
Save as a copy in another collection
Proceed as follows:
Step 1: Call up the function
Select "Add/Move" in the context menu
Step 2: Select destination
A selection window opens
Specify the destination
Select the desired collection
Step 3: Select action
You decide:
Move: The document is moved to the new location
Copy: A copy is created in the new location
Additional option
You can create a new subfolder directly in this step.
Remove from this storage location
What does this function do?
It removes the document from the collection without further enquiry.
Note: The document is only removed from this collection, not from the entire system.
Create copy
When do you use this function?
Link vs. copy
For a better overview and for reasons of storage space, you can normally link the same file to any number of collections.
In certain situations, however, it is important to have a document multiple times in the client.
Example:
You have a document template
You would like to copy it
You fill the copy with individual data
What happens when copying?
An independent copy of the file is created.
Important: The copy has no reference to the original file or its:
Metadata
keywords
approvals
Etc.
How to create a copy:
Step 1: Call up the function
Click on a document with the right mouse button
Select "Create copy..." in the context menu
Note: You cannot select multiple documents and copy them in one operation.
Step 2: Make settings
You can optionally:
Assign a different file name for the copy
Decide whether the copy should be stored in the same location as the original
Select a different storage location
Step 3: Select location (for a different storage location)
If you select a different location:
A selection window appears
You can create new collections
You can create new folders
You select the destination
Step 4: Confirm
Confirm your selection with "OK"
The copy is created at the desired location with the desired file name
Splitting
Splitting PDF documents
Prerequisite: The document must consist of at least two pages.
Note: If the document only consists of one page, the "Split" function is not displayed in the context menu.
How to split a PDF:
Step 1: Call up the function
Open the context menu by right-clicking on a document
Select "Split"
Step 2: Select the splitting method
You have two options:
Option a) Automatic splitting
A separate PDF is created from each page of the document
Option b) Customised splitting
You create a customised split
Step 3: Set markers (for customised splitting)
If you have selected option b):
Set the markers where splitting should take place
Important: The document is always split before the specified page. The specified page corresponds to the first page of the split document.
Example:
You want to split a 6-page PDF document
The document is to be split into 4 documents: Pages 1-2, 3, 4, 5-6
Enter the markers: 3,4,5
Press "Enter"
Further options:
You can change and customise the file names of the individual sections
You can remove existing markers with the recycle bin symbol
You can create new markers with "+"
Step 4: Confirm division
If you agree with the split shown, confirm with "OK"
The splitting process starts
Merge
Merging PDF documents
Step 1: Select documents
Select all documents that you would like to merge into a new PDF
Step 2: Call up the function
Open the context menu by right-clicking on one of these documents
Select "Merge"
Step 3: Specify the order
Specify the order in which the individual PDF documents are to be displayed
Step 4: Save
Choose a name for the new PDF document
Complete the process by clicking on "Save as new document"
Transfer owner
Case 1: The owner transfers ownership
How does it work?
The owner can transfer ownership to another user via the context menu of the document (right-click).
Prerequisite for the new owner:
The new owner must have at least the status of an external user
Guests may not have their own documents
What happens to the original owner?
The original owner:
Automatically retains direct access to the document
Can still see the document
What is retained?
The information that the original user uploaded the document is retained
The original owner is still visible on the document or in the log
Case 2: The owner is deleted by an administrator
What happens when a user is deleted?
If an administrator wants to delete a user from the client:
He can transfer all documents in his possession to another user
He can transfer all collections in his possession to another user
Note: This prevents documents and collections from being lost when a user is deleted.