Element

DocuPhase Results Page Element Description

Select Individual Documents

To select Documents individually, mark the appropriate checkboxes.

The checkbox selection is used identify one or more documents on the Result Page that are to be processed by a single action such as: exporting, multi-editing, emailing and printing.

Select All Documents on this Page

Use the Select All Documents checkbox to automatically checkmark all documents on the current page only, as shown below.  

Note: The 1^st  Page rows are automatically check-marked,
         but the 2^nd page rows and beyond are not affected.

However, the Select All results operation can be used to select the result items on all pages with one click (as detailed in the table row below).

The check-marked items can be processed by a single action operation such as exporting, multi-editing, deleting, emailing, and printing.

Select All Documents on All Pages of Results

Use the Select All results checkbox to automatically checkmark all documents on All Pages of the results list, as shown below.   

Note: The one check-mark action automatically check-marked all of the result rows on page 1 and page 2 shown above.

The check-marked items can be processed by a single action such as exporting, multi-editing, deleting, emailing, and printing.

View File Column

Selecting a File icon from the View File Column loads the first page of the selected Document into the Document Viewer Pane, as well as highlights the row of the selected Document.

Right-Mouse clicking the File icon on a selected Document displays a drop-down menu of options, as shown below.

The list of action options will vary depending on what is applicable for the selected document:

§ Edit Indexes

§ History

§ Checkout

§ Check In

§ Undo Checkout

§ Download

§ Copy Link

§ Populate Form

§ Edit Indexes

Right clicking the File icon of the appropriate document row and selecting Edit Indexes displays the Edit Index page.

The Edit Index page permits the user to view and change the index field values that the user’s permissions allow.

Note: From the Edit Index page, a User can update index values, perform a soft delete, or route the document. 

Additional DocuPhase system indexes can be optionally viewed or edited based on permissions granted to this user.

§ Checkout

Right clicking the File icon of the appropriate document row and selecting Checkout displays the document Checkout dialog.

The Checkout dialog permits the user to access a copy of the document to make revisions under the DocuPhase Revision Control features before completing use by doing a Check In or Undo Checkout action.

This dialog provides options for Downloading and Saving the Document, Downloading and Opening the Document or Editing the Document In Place (i.e., as displayed in the Document Viewer Pane).

§ Check In

After updating the checked out document changing the ‘New Owner Name’ field to “Jane Doe”, the revised document may be checked in.

Right-mouse clicking the File icon of the appropriate document row and selecting Check In menu choice causes DocuPhase to present you with the document CheckIn Document dialog which allows or requires you to enter a comment related to the reason for your revisions depending on the Revision Control settings made by the designer or administrator, as shown below.

§ Undo Checkout

Once a document has been checked out and optionally edited or not, the document must be either Checked In with any revisions or the checkout cancelled discarding any changes that may have been made by selecting this Undo Checkout action.

After clicking the Undo Checkout menu selection, the following confirmation request prompt appears.

•      History

Documents under Revision Control that have a history of revisions will present this History action option when their File icon is right-mouse clicked.

This displays their revision history showing a Revision Number, the User making the revision’s User ID, Date and Time of the Revision as well as any revision comments for each revision, as illustrated below.

§ Download Option

Right clicking the File icon of the appropriate Document and selecting Download displays the Download Document dialog box.

The Download Document dialog allows you to specify whether to Save or Open the Document, the file directory location where to save the document.

Clicking the Browse button (above), allows you to select the file directory location where the Downloaded document file is to be saved and you may optionally choose to re-name the file before clicking the Save button.

If the current document has any annotations, then an expanded dialog is presented with an Annotation Option panel and a warning that any annotations included with the output file will be permanently incorporated in its document image.

Note: the above Warning that all existing annotations such as notes, highlights, rubber stamps and redactions that are selected by your choice of Annotation Options will be fused with the Document images permanently altering the copy of  document images in the file that is downloaded, but it will not affect the original in DocuPhase.

§ Copy Link

The Copy-Link option is a convenient right-mouse-click option that will place an active hyperlink to the selected DocuPhase document in the windows clipboard so you may paste the document link into a shortcut, document, email or other message to allow users with access to DocuPhase quick access to a specific document.

Selecting the Copy Link option on the menu above, creates a URL web-address link and places it on the client-computer’s clipboard.

The following example illustrates that the user opened a new email addressing it To a recipient, entered a Subject line and pasted the copied link into an email message and clicked the Send button to deliver it.

Note:  The recipient of a Copy Link URL web-address must:

§ Be a valid DocuPhase user with permission to access documents in this Application

•    Have established appropriate network connectivity
in order to successfully use this link.

§ Populate Form

This action option appears in the File right-mouse click popup menu when the current DocuPhase Application is a destination cabinet for one or more iForm definitions.

By selecting the Populate Form action, you are able to select the desired iForm Template name as a submenu selection (e.g., ‘Warranty Claim Form’) which will then cause the selected template to appear in the Document Viewer Pane on the right filled with any index field values from the selected document that are mapped to corresponding iForm Template fields, as shown below.

Add Notes Column

Selecting the Add Notes icon of the appropriate Document loads the Notes page of the selected document into the Application Pane.

Note: Multiple notes entered on the Notes page appear sequentially with a stamp that indicates the date, time, and user that entered each note, as shown above.

Before a note is added this Add Notes Column contains “Add”, but after a note is added the Notes icon appears, as shown below.

Print Event History

After selecting a document row, click the ‘Print Event History’ feature icon to retrieve its audit trail history of transaction events and display it in report format and optionally print it, as shown below.

This ‘Print Event History’ and the ‘View Event History’ feature icons only appear when the user has the  ‘Document History Report’  permission assigned for the currently selected Application (e.g., ‘PO’) on the Result Page, as illustrated below. 

View Event History

The ‘View Event History’ action button provides an enhanced Timeline History Visualization and Reporting feature for a selected row or rows on the DocuPhase Results page, as illustrated below.

The tracked events that have been applied to the selected document are displayed in boxes aligned with a timeline of your choice.  Timeline Display controls allow you to dynamically adjust the timeline and your view of the document’s event history.

Multiple rows may be selected and multiple timelines displayed along with Timeline Display Control features to adjust and synchronize their displayed timeline views.

Note: This feature only appears when the user has the ‘Document History Report’ feature permission.  See the Print Event History topic, above, for additional information on this permission.

Delete

One or multiple document rows in the Results List can be selected using the left-most checkboxes.  Clicking the Delete action will cause the selected documents to be deleted.

Note:  This feature icon only appears when the Application’s Account Functionality Management permissions: ‘Document Soft Delete’ and/or ‘Document Hard Delete’ are granted.

Note: This feature only appears when the user has this permission.  See the document Delete topic for additional information on this feature.

Favorites

Clicking the Favorites provides the user with quick access to his Favorite saved queries so that the next Search can be initiated quickly using the next selected stored query, as shown below.

Multi-Edit

One or multiple document rows in the Results List can be selected using the left-most checkboxes.  Selecting one or more of the Multi-Edit fields with a checkmark and entering the new value(s) for each index, then clicking Submit will update the corresponding index field values on each of the selected document rows.

Note: This feature only appears when the user has this permission and Multi-Edit index fields exist for the selection DocuPhase Application

See the Results Page Multi-Edit topic and the  Multi-Edit Function topic for additional information on this feature.

Global Search

The Global Search feature appears when you have permissions to use it and access to multiple DocuPhase Applications.  A global search for “FredEx” is entered and launched by clicking the global-search icon ().

The Global Search does its matching across each of the check-marked  types of objects in the DocuPhase ECM which are selected in your Preferences>Global Preferences Tab.

Logout

Select the Logout icon to exit the DocuPhase web-based application.

The user is returned to the DocuPhase Login page in their browser.

DocuPhase

Select the DocuPhase website icon to view the DocuPhase Corporation website.

The DocuPhase Website home page appears in your browser.

Help

Select the Help icon to launch the web-based DocuPhase Products Help System that provides you with an integrated library of help topics for the DocuPhase Platform and links for online viewing and access to  DocuPhase manuals in PDF format.

The DocuPhase Platform NetHelp home page is shown below.

The Table of Contents provides access to topics in each manual, Index Search and Word Search features allow you to find the information you need quickly online.

Info

Selecting the Info icon will link you to the DocuPhase Customer Portal.

The DocuPhase Customer Portal page is shown below.

Preferences

Selecting the Preferences icon will link you to the DocuPhase Preferences page so you may select the appropriate Preferences Tabs to view or alter their settings.