Document Operations

This chapter describes the following operations provided for managing folders and documents in appropriate views:

• Creating Sub-folders
• Creating Documents
• Detaching Documents
• Deleting Documents and Folders
• Renaming Documents and Folders
• Refreshing Documents and Folder
• Uploading Documents
• Uploading New Document Versions
• Downloading Documents
• Versioning Documents
• Setting Security
• Copying Documents to Folders
• Viewing Document Tooltip

Creating Sub-folders

The folder node pop-up menu contains options to create new text files and sub-folders within the folder selected.

To create a sub-folder:

1. Right-click the desired folder node.
2. Select Create Subfolder.
   
   

   
   

3. Enter a folder name.
   

   

4. Click next to the new folder to create the folder or click to cancel.

In case a folder already exists as sub-folder with the entered name, an error dialog opens to indicate it and to ask you to enter a different folder name.

Figure: Error dialog indicating already existing folder name.

Creating New Files

You have the option to create the following file types:

• XML
• CSS
• HTML
• Text

To create a new file:

1. Right-click the target folder.
2. Select Create New File.
3. Choose the file type from the drop-down list.

   
   

4. Name the new document.

   
   .

In case a file already exists in the folder, an error dialog opens to indicate it.

Figure: Error dialog indicating already existing file name.

To edit the new document, click on its entry to open the according document viewer. Refer to the chapter Viewing and Editing Documents for detailed information on editing documents.

Detaching Documents

Using this option, you can remove a document reference from a process instance. Note that this operation does not delete the document from the document repository.

To detach a document reference from a process instance:

1. Right-click the document that you want to detach in the Process Documents panel
2. Select Detach

   
   

3. Click Yes in the confirmation dialog to confirm the detach of the document (or click Cancel to cancel the operation).

Note that this option is available only in Process Details > Process Documents panel.

Deleting Documents and Folders

To delete a document or folder:

1. Right-click the folder or document that you want to delete in the Documents view.
2. Select Delete.

   
   

3. Click Yes in the confirmation dialog to confirm the deletion of the folder or document (or click Cancel to cancel the deletion).

Figure: Confirm Dialog.

Note: Please note, that only files that have the attribute Deletable enabled, can be deleted. Please refer to the chapter Access Control Editor for detailed information on this attribute.

Renaming Documents and Folders

To rename a document or folder:

1. Right-click the document or folder that you want to rename.
2. An input field for the resource name will be provided with the initial value of the current resource name. Now you can change this name or type in a new name.

   
   

3. Click to accept the new name or click to discard the entered name.

Note that renaming a document creates a new version of that document.

Refreshing Documents and Folders

To refresh the content of a folder or document:

1. Right-click the document or folder entry.
2. Select Refresh.

   
   

Uploading Files

To upload a document:

1. Right-click the destination folder and select Upload File in the menu.

   

   The File Upload dialog opens.

   

   Note: The allowed maximum size of an uploaded document is set with the property com.icesoft.faces.uploadMaxFileSize in the web.xml configuration file. The default maximum file size is "10 MB".

2. Select the type of the document from the Document Type drop-down list. It contains all the structured types defined in the modeler for all the active models. The document types are displayed in alphabetical order. By default, None is displayed. When uploading specific documents, the Document Type drop-down list is read-only.

   

3. If desired, add a File Description for the document. Click the expand icon to open the edit field.

   

4. Additionally, you can add Version Comments for the new uploaded version. Click the expand icon to open the edit field.

   

5. By default, the Open Document check box is selected. The uploaded document gets displayed when the File Upload dialog is closed.

Known Issues with File Upload

• File uploads fail when a filter is used for Single Sign On

File uploads fail when a filter is used for Single Sign On

Note that all file uploads fail in the Stardust Web Portals when a filter is used for Single Sign On. To make a file upload possible, add the following context-parameter to your web.xml file:

<context-param>
   <param-name>com.icesoft.faces.forceLifecycleOnCallingThread</param-name>
   <param-value>true</param-value>
</context-param>

For more details please refer to section File uploads fail when a filter is used for Single Sign On of the Stardust Online Documentation - Troubleshooting. File uploads fail when a filter is used for Single Sign On of the Troubleshooting chapter.

Uploading New Document Versions

To upload a new document version:

1. Right-click the document and select Upload New Version.

   

   The Upload New Version dialog opens.

   

2. If desired, add a File Description for the document. Click the expand icon to open the edit field.
3. Additionally, you can add Version Comments for the new uploaded version. Click the expand icon to open the edit field.
4. By default, the Open Document check box is selected. The uploaded document gets displayed when the Upload New Version dialog is closed.

The file to upload as new version must have the same name as the original file. In case you select a file with a name different to the origin file, the following error message dialog opens:

Figure: Error Message for Version Upload

Downloading Documents

To download a document, right-click the file and choose Download.

Figure: Download a Document

A confirmation dialog opens where you can click the Download button to start the download.

Figure: Start the Download

The download URL is provided directly for the node names. According to the browser you are using, a download dialog opens to ask where to open the file. For example you can open it in the browser or in an appropriate editor.

Figure: Open or Save the Document.

Versioning Documents

Versioning provides you with the ability to keep track of incrementally different versions of existing documents. A new document version is created, when:

• A document is added to the document repository. When a document is added to the repository, a base version of the document gets created. If the document is not created from Stardust Portal, such as a scanned document or DMS document, the user cannot see this base version. After creation of another version, the user can see the base version and the new version in the Version History.
• A document is opened, edited, and saved.
• The document properties or meta-data are changed.

Note: The first version for each file uploaded to the repository shall be "1.0". When the first change is made, the resulting set is "2.0", and so on.

Version Browsing

To view versions of a document:

1. Right-click the document in the Document View.
2. Select Version History.

   

3. The Version History dialog opens, as shown below:

Figure: Version History Dialog

The Version History displays a list of versions with each unique version listed in a separate row. The versions are listed in descending order that is from the newest version to the oldest version. You have the option to change the sorting by clicking the sort icon on top of the column.

The Version History provides the following information about various versions of a document:

• Version Number - A unique number that identifies a unique state in terms of release and revision of the document.
• Author - The operator who saved the version.
• Modification Date - The date when the user updated the document.
• Comments - User's comment on the version.

Click on the Version Number to open and view that version in a separate view. Note that the versions are read-only.

Figure: Version Navigation

Switching between Versions

To switch between different versions of a document in the view or to revert to a previous version, controls are provided in the toolbar in the upper right corner of the perspective. For details on these controls, refer to section Switching between Versions of chapter Viewing and Editing Documents.

Setting Security

To set permission for controlling access to a document or folder by specific participants, select the Security Settings option.

Figure: Security Option

The Access Control Editor dialog opens, providing options to enter specific permissions. Please refer to the chapter Controlling User Access for detailed information on this dialog.

Copying Documents to Folders

You may copy documents from the My Documents folder, Correspondence Templates folder, or Search Results to the Process Attachments, My Documents, or Correspondence Templates folders.

To copy a document to another folder:

1. Click the icon of the file that you want to copy.
2. Drag the file to the destination folder.
3. Drop the file by releasing the button.

Figure: Dragging and Dropping a Document

In case a document with the name already exists in the target folder, a confirmation dialog opens to create a new version of the document.

Figure: Version Confirmation Dialog

Viewing Document Tooltip

To view the document tooltip, hover the mouse over the document icon.

Figure: Document Tooltip