Action bar

• Comment. Each document comes with its own timeline to allow users to discuss, plan, and collaborate. Click Comment to add a new comment to the timeline discussion.
• Share. Share your document with other users that are helping write or review the document.
• Upload. Upload a new version of the document.
• Change Owner. Providing ownership of a document helps ensure that the document is maintained and managed. When a handover is needed, use the Change Owner option to assign the document to another owner.
• Add to Collection. Collections are used to help organize your documents and make them easier to find within your document list. Use this action item to add the document to one of your existing collections.
• Review. Create a review activity for the document.
• Change Status. Three statuses are available: Draft, Active, and Retired. Draft status indicates that the document is still being worked on and is not ready for consumption. Active documents are deemed ready for publishing to a library. Once a document is active, the Publish option is made available. A retired document is hidden from any library that it is associated with.
• Publish. The Publish action is only available on a document once the status of the document has been set to Active. Once a document is Active, you can then publish it to one or more libraries.
• More. Here you can delete a document or lock/unlock it.

Using lifecycle processes

Lifecycle processes can be manually invoked from the document view. If no lifecycle processes are created, the lifecycle option will not be visible in the document view.

Once lifecycle processes are created and active, users with the docmanager designer role will be able to configure which lifecycle processes to make available using the Design this button.

Document users will then be able to manually invoke available active lifecycle processes. Only one lifecycle process can be running at any given time. Once a lifecycle process is started, its progress tracker will be visible at the top of the document view.

Once a lifecycle process has finished, its progress tracker will disappear from the document view.

Lifecycle history

Once a lifecycle process has completed, the Heads Up Display (HUD) will disappear. You can view all previous lifecycle processes that have run on the document from the Lifecycle button dropdown > Show History option.

You can view the HUD for each lifecycle process that was run against the document.

Configuring the lifecycle process button

• Default Label. Give the button a display value (which will be visible when a lifecycle process is not in flow).
• Translated Label. Add additional language variants of the default label, which will be displayed to users viewing the document view in the language defined in the user settings.
• Button Styling. Choose a background color that will be used for the button when a lifecycle process is not in flow.
• Drop Down Options. Configure the lifecycle processes you wish to make available from the button. By default, this will show all Document Manager-defined lifecycle processes defined in the admin console and marked as active.
  • Use the trash bin icon to remove any lifecycle processes you do not want to make available from the button.
  • Use the arrows to re-order the lifecycle processes in the dropdown.
  • Edit each dropdown option to set the following:
    • Set the Default Label as it will appear in the dropdown.
    • Set any translated label values.
    • Set button style and image when the lifecycle process is running.

Disabling manual options when a lifecycle process is running

Optionally, you may want to disable the ability for a user to perform certain manual actions while a lifecycle process is running. The following options can be disabled globally, from the settings tile under Document Manager in the admin console. These settings will then apply to any document that has a lifecycle process actively running against it.

• Publishing: webapp.documentmanager.bpmLifecyle.whileLifecycleRunning.disableManual.publishing. OFF by default, so manual actions are permitted.
• Set Review Date: *webapp.documentmanager.bpmLifecyle.whileLifecycleRunning.disableManual.setReview OFF by default so manual actions are permitted.
• Status Change: webapp.documentmanager.bpmLifecyle.whileLifecycleRunning.disableManual.statusChange OFF by default so manual actions are permitted.

Opening, downloading, and checking out files for editing

If the document you are viewing has been uploaded to Document Manager, you will see options to:

• Open. Download the current version of the document.
• Checkout for Editing. Download the current version of the document but also lock the document preventing other users from checking out the current version of the document for editing.
  • If you check out a document for editing, when finished, you can upload a new version and unlock the document from the More dropdown option.

If the document you are viewing has been created in Document Manager, you will see the option to open. This opens the document and provides the following options:

• Edit. Open the document for editing. If you save changes to the document while editing, this will create a new version of the document and add the previous version of the document as a revision (if revision tracking was enabled for the document).
• Details. Switch back to the Details view of the document.
• Full Screen. Display the document in full-screen mode.
• Print. Allow for the printing of the document.
• Toggle View. Switch between the full-screen mode and the normal-view mode.