Guidelines for uploading and downloading documents through Logicaldoc

Transcription

1 1: Logging in into Logicaldoc 1.1 Use this URL for login: Enter login id and password and click on Sign In Following window will appear after logging in:

2 2: Creating folders It is important to store the documents in proper folder/subfolder to ensure easy and timely retrieval. 2.1 Click on Documents tab 2.2 Under the Browser section on left hand corner, you can see Default folder 2.3 Right click on Default folder. Following window will appear 2.4 Click on New folder. Following window will appear.

3 2.5 Type the folder name, click on Inherent security policies from parent and click on Create 2.6 For creating a sub folder, right click on the parent folder and follow step no. 2.3 & 2.4 3: Moving folders If any sub-folder is created under an incorrect parent folder, then the folder can be moved to correct parent folder by using Move option. 3.1 Right click on a sub-folder which is to be moved and then click on Move option Following window will appear:

4 3.2 Select the correct parent folder by clicking on + option and click on Move. Click on Yes to complete the transfer. 4: Deleting the folder Right click on the folder which is to be deleted. Click on Delete and then click on Yes to complete the transaction.

5 5: Adding documents into folders 5.1 Select the folder (from Browser section) under which the document is to be added 5.2 Click on Add documents as shown in the screenshot below: 5.3 Following window will appear. Click on Import documents from ZIP if uploading a zip file. Always click on Immediate indexing. Then click on Choose Files ; browse through the folders to arrive at the required file and select the desired file by double clicking on the file.

6 5.4 The selected file name will appear above Choose Files button. Click on Send and following window will appear: 5.5 Click on Ext. Properties tab. Fill up the details as per the parameters set for each department (Refer Annexure 1 ). Click on Save to complete the uploading.

7 5.6 The uploaded file will appear under the selected folder. Following things can be done by right clicking on the file: Download: To download the documents into local drive Cut: Cuts the document. To paste, right click on desired folder and click on Paste Copy: Copies the document. To paste, right click on desired folder and click on Paste Delete: Delete the document Send by Sends document via . Enter the recipient complete address and click on Send. N.B.: By default you cannot upload files bigger than 100MB. For files bigger than 100MB, please contact administrator. 6. Restoring deleted documents: Once deleted, the documents get deleted from the current folder. However, you can find them in your Trash bin located on the extreme left corner of the screen. Click on Trash, right click on required file and click on Restore. The document will be restored in the currently selected folder.

8 7. Searching your documents: There are 3 ways to search the document. 1. Filter (Search by document name) 2. Quick search (search by key word) 3. Full-text search (Search in specific folder by setting search criterion) 7.1 Filter: This option searches the documents by its name. Upon entering the keyword in the filter, a list of all documents having that sequence of letters in their names will be filtered and displayed on the screen Select the required folder (in Browser section) in which the document is to be searched. The list of documents in that particular folder will be displayed on the right side of Browser.

9 7.2 Click on filter icon as shown in the screenshot. Enter the keyword in the window displayed below the filter icon. A list of documents containing the entered keyword will automatically be displayed below the keyword window. 7.3 Identify the required document from the list

10 7.2 Quick search: This option searches the document by the key word entered (not necessarily the document name). However, the option to search documents in a particular folder is not available in Quick search. Quick search searches the document in the entire database rather than in a particular folder. Upon giving the search command, a list of all documents containing the entered keyword gets displayed on the screen Enter the key word in the search box located at the top right corner of the screen and then click on the icon of magnifying glass The visualization then switches to Search tab where a list of hits is displayed. Each element can be expanded by clicking on the blue arrow, to show a snippet of text evaluated relevant for the given search expression. Browse through the list to identify the required document.

11 N.B.: By default the search returns the first 40 hits. If the system detects a possible greater number of results, you will be informed with a message in the status bar. If you want to include more hits, simply type the desired number in the Display field of the tool bar as shown in the screenshot. 7.3 Full text search: This option allows to search in the content of a document, by entering a keyword. Unlike Quick search, Full text search allows you to search the document in a particular folder/subfolder rather than searching the entire database. This option gives the most precise search results Click on the Search tab. Full text Searches window will appear with following options: Expression: Enter the search key word here Language: To be kept blank Size: Filters documents by their size in KB Date: Filters documents before or after the specified date. Always select the Date option from dropdown list as shown in the screenshot Template: To be kept blank Folder: Please read Search in: The text expression will be searched in the content of the document and in the other checked fields in Search in section. Check the specific search criterion relevant to keyword entered in Expression. For department wise details of search parameters, refer Annexure 1

12 7.3.2 Full text search allows to search the document in a particular folder/subfolder. Folder can be selected by using the dropdown list of Folder option. However, dropdown list only shows folder upto 3 rd level (i.e. Default>Folder1>Folder2>Folder3).

13 Folder above 3 rd level can be selected by using magnifying glass icon as shown in the screenshot Upon giving the search command, a list of documents containing the entered keyword will be displayed. Select the required document from the list. 8. Preview and downloading the documents: 8.1 Preview: This option is used to view the document without downloading it to the user s local drive. Preview option can be used to identify the required document (from the list of search results) before downloading the same Click on the required document from the search list Click on Properties tag located below the search list Thumbnail of the document will be available on extreme right of the screen Click on the thumbnail to preview the document Additionally, extension properties of the document can be checked by clicking on Ext. Properties tag.

14 8.2 Downloading the document: Document can be downloaded by following two ways a) Click on the Download link in Properties tab b) Right click on document and click on Download

15 8. Logging out: 8.1 Click on File and then click on Exit 8.2 Click on Yes to exit **************************************** End *************************************************