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Actions on Documents

Users are able to perform a variety of actions on individual document versions.

Actions are accessible from the contextual menu associated with a document by either right clicking on the document name - if accessing the software using the FileHold Desktop Application - or left clicking on the down arrow associated with the file if accessing FileHold using a web browser.

The following actions can be performed on one or more documents at a time. Note: This command only appears if multiple documents are selected first. The zip file name will include the user name and the download date.

The availability of actions is dependent on the rights that users has.

Action / Function What the Function Does Who can Access the Function
Open Opens the selected document in its native application. All users with access to the document.
Open in document viewer Opens files in the Brava document viewer. This option is only available if the Brava viewer is installed and licensed for the user. Users that have been assigned a Brava viewer license.
Open in PDF/Image Viewer Opens the document in the PDF/Image Viewer. This menu item is only available if the Brava Viewer is installed and licensed for the user. Users that have been assigned a PDF/Image Viewer license.
Open to Reorder Pages/Images Opens the document in the PDF/Image Viewer in order to reorder the pages or images. This menu item is available if you have the Brava viewer or PDF/Image viewer installed and licensed for the user. Users that have been assigned a PDF/Image Viewer or a Brava Viewer.
Make a Local Copy Creates a copy of the document the users local machine. The copy is automatically sent to the My FileHold Documents folder. All users with access to a file. This function can be restricted by the library administrator.
Check Out This Document Checks out the document and downloads it to your working directory which is typically My FileHold Documents folder.

Users with document publisher rights or higher.
Check In This Document Checks documents back in the system and opens the 'lock" on the document. Documents that are checked in are given a new document version number. Users with document publisher rights or higher. However, only the user that has checked the document out of library OR the library system administrator may check it back in.
Workflow > Initiate (workflow template name) Initiates a workflow on a document. Users with document publisher rights or higher and have added the document to the system. Non-version owners can initiate workflows only if it is enabled.
Workflow > View Sign-Off Sheet Listing of all users that either approved or rejected this version of the document, when they did it and if they signed-off on behalf of someone else. Users that are participants or observers in a workflow.
Workflow > View Review & Approval History View the history of comments for a workflow. Users that are participants or observers in a workflow.
Workflow > Cancel Workflow Cancels a workflow in progress. Initiators of a workflow or Library Administrators.
Workflow > Submit Approval Allows you to approve a document. Users assigned to perform an approval task in a workflow.
Workflow > Submit Review Allows you to submit a review on a document. Users assigned to perform a review task in a workflow.
Metadata and File Properties Displays the Metadata and file properties for a file stored in the documents management software. All users with access to the folder the document is in.
View Linked Documents Displays all documents that are linked to a selected document. All users with access to the folder the document is in.
Redact Document Sends a file to the Brava viewer so that the user may redact (black out) portions of the text before sharing for security reasons. Users with a Brava viewer license who have the role of Document Publisher or greater.
Send to > Document Tray Send a document to the Document Tray. All users with document publisher roles or higher unless restricted by administration.
Send to > Virtual Folder Send a document to a Virtual Folder. All users with document publisher roles or higher unless restricted by administration.
Send to > Local Folder Downloads a copy of document to a folder on your local computer. You can browse to where you want the document downloaded. All users with document publisher roles or higher unless restricted by administration.  
Send to > Export Exports the documents to your local computer in their native format and a XML file containing the metadata, schema, and library location for the selected documents. All users with document publisher roles or higher unless restricted by administration.
Send to > Email Emails the document as an attachment or a link to the document in the document management system. All users with document publisher roles or higher unless restricted by administration.
Send to > Email and Check Out Emails the document as an attachment or a link and checks out the document at the same time. All users with document publisher roles or higher unless restricted by administration.
Send to > Library Archive Sends the document to the Library Archive. All users with document publisher roles or higher unless restricted by administration.
Send to > Printer Send the document to your printer. All users with document publisher roles or higher unless restricted by administration.
Publish As Allows users to convert documents in FileHold to PDF, TIFF, DWF or CSF. All users with document publisher role or higher unless restricted by administration.
Notify Me Create a Document Alert or Reminder and/or cancel ones that have been created. All users with access to the document.
Create Shortcut Allows the user to create a shortcut to a selected document in another Folder located in the document management system. Note that this functionality has been disabled unless it is enabled by an administrator. Users with Publisher access rights or higher that have access to the folder the document is in.
Copy or Move Make a copy of a document or move it to another location in FileHold. All users with Document Publisher or higher permissions. Restrictions on where a document can be moved to will apply.
Delete Delete a document from the system.

All users with Publisher + delete permissions or higher.

Library Administrators can recover deleted documents within the configured number of days.
Convert to Offline Converts an electronic document to an offline document. Downloads the file to the local machine and deletes all versions of a file from the document management system. Users with Publisher + delete permissions or higher.
Rename Rename a document. Users that created the file or those with Publisher or higher permissions.
View Version History Displays the usage logs for the selected document including:
• All versions of the document. Actions that users have taken on the document by document version.
• Edits to the document.		 All users with access to the folder the document is in.
Download as Zip File Downloads multiple documents as one zip file. Users with access to the folder the document is in.

 

 

See Also:

Inbox

My FileHold