Document actions and functions
A variety of actions can be taken on individual document versions. Actions are accessible from the contextual menu associated with a document by right-clicking on the document name.
The following actions can be performed on one or more documents at a time. The availability of actions is dependent on the rights that the user has.
| Action / Function | Description | Permissions needed |
|---|---|---|
|
Open (FDA only) |
Opens the selected document in its native application. |
Users with access to the document. |
|
Open in Brava viewer (FDA only) |
Opens files in the Brava document viewer. This option is only available if the Brava viewer is installed and licensed for the user. Starting in 2017, Brava viewer licenses are no longer available for new FileHold purchases. Previously purchased Brava viewer licenses are still available for use in the FileHold Desktop Application. This option may be disabled in FileHold 16.2. See your administrator for details. |
Users that have been assigned a Brava viewer license. |
|
Open in PDF/Image Viewer (FDA only) |
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. This option may be disabled in FileHold 16.2. See your administrator for details. |
Users that have been assigned a PDF/Image Viewer license. All users who have been assigned a FileHold viewer license. |
| Open in FileHold viewer (both FDA and Web Client) | Opens the document in the FileHold Viewer. | Users who have been assigned a FileHold viewer license. |
|
Make a Local Copy (FDA) Get a Copy (Web Client) |
Creates a copy of the document the users local machine. If using the FDA, the copy is automatically downloaded to the My FileHold Documents folder. |
Users with access to a file. |
|
Check Out This Document (FDA)
|
Checks out the document. If using the FDA, downloads it to your working directory which is typically My FileHold Documents folder. |
Users with document publisher rights or higher. |
|
Check In This Document (FDA)
|
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 (FDA and Web Client) Initiate Workflow > Workflow template name (Web Client) |
Allows you to select the workflow template name from the list and start a workflow. Selecting more than one document will start a multiple document workflow |
Users with Document Publisher rights or higher and is owner of the document.* *Unless the ‘Allow non document version owner to initialize workflow” permission setting 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 (who owns the cabinet in which the documents reside) or higher. |
|
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. |
| Courier > View transmission status | Displays the Courier transmission report for the document. | Senders of the transmission and cabinet administrators or higher role and are owners of the cabinet. |
| Courier > Initiate <Courier template name> | Select the Courier template name from the list and start a Courier transmission. | Users with a document publisher role or higher and has permission to use Courier. |
|
Metadata and File Properties |
Displays the Metadata and file properties for a file stored in the documents management software. |
Users with access to the folder the document is in. |
|
Edit Metadata |
Displays the Metadata and file properties for the selected files and allows you to edit the metadata en masse. |
Users with document publisher rights or higher. |
|
Link Documents (FDA) Link (Web Client) |
Displays the Create Links window to link the selected documents together. |
Users with document publisher rights or higher. |
|
View Linked Documents |
Displays all documents that are linked to a selected document. |
Users with access to the folder the document is in. |
|
Redact Document (FDA only) |
Sends a file to the Brava viewer so that the user may redact (black out) portions of the text before sharing for security reasons. Starting in 2017, Brava viewer licenses are no longer available for new FileHold purchases. Previously purchased Brava viewer licenses are still available for use in the FileHold Desktop Application. |
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. |
Users with read only or higher. |
|
Send to > Virtual Folder |
Send a document to a Virtual Folder. |
Users with read only roles or higher. |
|
Send to > Local Folder (FDA only) |
Downloads a copy of document to a folder on your local computer. You can browse to where you want the document downloaded. |
Users with read only roles or higher. |
|
Send to > Export (FDA only) |
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. |
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. |
Users with read only 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. |
Users with document publisher roles or higher. |
|
Send to > Library Archive |
Sends the document to the Library Archive. |
Users with library administration or higher unless restricted by administration. |
|
Send to > Printer (FDA only) |
Send the document to your printer. This function is available if enabled and user has a viewer license. |
Users with document publisher roles or higher unless restricted by administration. |
|
Send to > Existing Workflow (Web Client only)
|
Adds a main or supporting document to an existing workflow. |
Users with document publisher role or higher. User must have access to all added documents and be owner of the document version when adding main documents. |
|
Publish As (FDA only) |
Allows users to convert documents in FileHold to PDF, TIFF, DWF (Brava viewer only) or CSF (Brava viewer only). This function is available only if you have viewer license assigned to your account. Starting in 2017, Brava viewer licenses are no longer available for new FileHold purchases. Previously purchased Brava viewer licenses are still available for use in the FileHold Desktop Application. |
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. |
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. |
|
Go to Document Location |
Takes you to the folder location of the selected document. This function is available when you are not in a folder such as in My Favorites, search results, virtual folder and so on. |
Users with access to the document. |
|
Copy or Move |
Make a copy of a document or move it to another location in FileHold. |
Document publisher and publisher need to have ownership of the document. Organizers or higher permissions can move documents owned by anyone. Restrictions on where a document can be moved to will apply. |
|
Delete |
Delete a document from the system. |
All users with document publisher + delete permissions or higher (and in some cases, they can only delete their own documents. See User Roles for more information). 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 cabinet administrator rights or higher and are owners of the cabinet. |
|
Rename |
Rename a document. |
Users that created the file or those with document publisher or higher permissions. |
|
Change Document Owner |
Change the owner of a document version. Ownership change can be done one document at a time. |
Users with organizer role and higher. Cabinet administrators must own the cabinet. |
|
View Version History |
Displays the usage logs for the selected document including: |
Users with access to the folder the document is in. |
|
Download as Zip File (FDA only) |
Downloads multiple documents as one zip file. Note: This command only appears if multiple documents are selected first. The zip file name will include the user name and the download date. |
Users with access to the folder the document is in. |