BR-Docs Web Application Guide Version 0 ENG
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Table of Contents 1 User’s guide 1 Introduction ............................................................................................................ 1 Logging into BR-Docs............................................................................................ 1 Changing your password................................................................................. 2 Navigating through folders and files ......................................................................
Filing rules and groups ........................................................................................37 Creating a document type .............................................................................37 Creating metadata (index) fields....................................................................38 Creating a filing rule.......................................................................................39 Editing or deleting a filing rule ...........................................
1 User’s guide 1 1 Introduction 1 BR-Docs is a web-based document management portal that requires authentication using a username and a password. Logging into BR-Docs 1 You must use a web browser to log in to BR-Docs. Type the IP address or the URL of your BR-Docs account in your web browser, and then type your Email and your password. Select the language you want to use, and then click the Login button.
Chapter 1 Changing your password 1 Once you are logged in, click Manage users and application settings upper right menu. in the Click the Password tab, type your password information, and click Save.
User’s guide Navigating through folders and files 1 1 CAUTION You must be logged into BR-Docs to browse folders and documents. Only documents to which you have access rights are displayed. Navigating through folder trees and previewing a document 1 Click the Documents tab. Click on a folder to view its content. If the folder contains subfolders, the subfolders will be displayed to the right of the selected folder. Click on each subfolder to view its contents.
Chapter 1 Navigation tips 1 Folders are listed alphabetically in the folder tree on the left side of the screen. If there are many folders in this folder tree, some will be hidden. Click on a letter to view only the folders that begin with that letter. To reset the alphabetic filter and refresh the Use the arrow keys to scroll through the folders in the folder tree. 4 folder view, click .
User’s guide Workspaces 1 1 What is a Workspace? 1 A workspace is a collaborative storage space where multiple people can work on the same document, sharing it, based on permissions.
Chapter 1 Creating a Workspace 1 Click the Dashboard tab, and then click Add a new Workspace. Type a name and description for the Workspace you want to create. Invite existing BR-Docs users to join the Workspace. You can also invite external contacts by selecting the check box at the bottom of the screen. Add an image to represent your Workspace in the Dashboard, if needed, and then click Add a new Workspace. Your Workspace is created in the Dashboard.
User’s guide Searching for a Workspace 1 1 Search for Workspaces by typing the name or description in the search field located under the Dashboard's menu bar. Deleting a Workspace 1 NOTE If you accidentally delete a Workspace, please contact your system administrator who will be able to restore deleted Workspaces from the Deleted files area. Click the Documents tab. Select the Workspaces folder, select the owner of the Workspace you want to delete, and select the Workspace itself.
Chapter 1 Folder actions 1 NOTE BR-Docs contains a default folder called Workspaces that you cannot delete. Its function is detailed in the Workspaces section. CAUTION The permissions of the authenticated user's group determine whether they can perform these actions or not (Managing permissions). Adding a folder 1 Click the Documents tab. Click the More drop-down list, and then click Add folder. Type the name of the folder and click Submit.
User’s guide Downloading a folder as a ZIP archive file 1 1 Click the Download icon to start the download of the folder and all its contents as a ZIP file. CAUTION Downloading large folders may take up large server resources and memory, and may not complete successfully. We do not recommend using the Download command for folders containing a high number of very large documents.
Chapter 1 Viewing a folder's history 1 Click the Documents tab. Select the folder whose history you want to view. Click the More drop-down list, and then select View folder version history. The folder history appears in a new window. You can print the folder history information or can click Copy to export it to another application.
User’s guide Deleting a folder 1 1 NOTE In case of accidental deletion, contact your system administrator, who will restore the deleted folder from the recycle bin. Click the Documents tab. Select the folder you want to delete. Click the More drop-down list, and select Delete folder. To confirm that you want to delete the folder, click Submit.
Chapter 1 Renaming a folder 1 Click the Documents tab. Select the folder you want to rename. Click the More drop-down list, and select Rename folder. Type the new name for the folder, and then click Submit. The folder's new name appears.
User’s guide Moving a folder 1 1 Click the Documents tab. Select the folder you want to move. Click the Move the folder icon. Select the target folder from the list, and then click Submit. The folder moves to the target destination.
Chapter 1 Sharing a folder 1 Click the Documents tab. Select the folder you want to share. Click the Share folder with a link icon. Copy the link and send it to the people you want to share the folder or its content with, or select the Send the link to an email address option (to use this option, an SMTP server must be configured). To cancel any sharing permissions you have given to other users, click Cancel sharing.
User’s guide Submitting documents to another user for approval 1 If a shared BR-Docs document requires your approval, a task appears in the Tasks tab. When you submit documents for approval, you ask an authenticated user to validate a document. NOTE The document can then be signed from the mobile application. If the document does not have a signature area, there is a default signature area located on the bottom left of the first page. Note: Approval requests are assigned to only one user.
Chapter 1 Click the Users drop-down menu and select the user you want approve the document. Click Submit. CAUTION If you assign the folder to a new user after making an approval request, all previous approval requests for the folder will be lost.
User’s guide Commenting on a folder 1 You must have permission to view the folder to which you want to add a comment. All users who have access to a folder can view, edit, reply to, or add to the comment thread. Click the Documents tab. Select the folder to which you want to add you comment. Type your comment in the thread on the folder field, located at the upper right section. Click Add comment. Select any folder to view its discussion thread.
Chapter 1 Document actions 1 CAUTION The document actions described in this section will depend on the user's permissions. For more information, see Managing permissions. Adding a document to a folder 1 Click the Documents tab. Select the folder to which you want to add a document. Click the More drop-down list, and then select Add the document to the selected folder. Click Browse to navigate to the document you want to add or type the name and a description of the document you want to add.
User’s guide If you want to file the document according to its Type, select the document type from the Type of document drop-down list. 1 Type the document's information. Click Submit. The document is added to the selected folder.
Chapter 1 Filing a document 1 CAUTION If you want a document to be available to other users, it must be filed in BR-Docs. Any documents not filed can be viewed only outside the Filing section. To add documents to a file, drag and drop the documents in the Drop Zone, or click on the Drop Zone to select documents to add. Click the Filing tab. Preview your document in the main screen by clicking on it in the Documents to be filed list on the left hand side of the screen.
User’s guide Default filing of a document 1 The following step assumes that a document pending filing has been selected in the Filing section. See the Filing a document section for more details. 1 In the File in section on the right side of the window, click the Select a document type drop-down list, and then select Default. Type the Document name. In the folder list, select the folder in which you want to file the document. If the folder has subfolders, they will appear.
Chapter 1 Downloading or printing a document 1 Click the Documents tab. Select the folder that contains the document you want to download. When the folder opens, select the document. Click the Download a local copy icon. To print it, click Print 22 .
User’s guide Editing a document's properties 1 1 Click the Documents tab. Select the folder that contains the document you want to edit. When the folder opens, select the document. Click the More drop-down list, and then select Editing document properties. Edit your document's properties as needed. Click Submit.
Chapter 1 Deleting a document 1 NOTE In case of accidental deletion, please contact your system administrator, who will restore the deleted documents from the deleted items. Click the Documents tab. Select the folder that contains the document you want to delete. When the folder opens, select the document. Click the More drop-down list, and then select Delete document. Click Submit. To cancel deletion, click Cancel.
User’s guide Moving a document 1 1 Click the Documents tab. Select the folder that contains the document you want to move. When the folder opens, select the document. Click the Move the document icon. Select the target folder, and then click Submit. The document has been moved. Submitting a document for approval 1 CAUTION When you assign the contents of a folder or document to a user, all previous approval requests will be lost. Approval requests are assigned to only one user.
Chapter 1 NOTE When you submit documents for approval, you ask an authenticated user to validate a document. Documents that require approval from another user appear in that user's tasks list. The document can be signed from the mobile application. If the document does not come from ERP Manager or if it does not have a signature area, a default signature area located on the bottom left of the fist page is then used. CAUTION The signature works for PDF/A 1.4, text/image PDF 1.3, 1.4 and 1.7 documents.
User’s guide Sharing a document 1 1 CAUTION Any shared document becomes available to all users that have the access link to the document (whether or not they are logged into BR-Docs). Click the Documents tab. Select the folder or document that you want approved. When the folder opens, select the document. Click the Share the document with a link icon.
Chapter 1 Commenting on a document (discussion threads) Click the Documents tab. Select the folder that contains the document for which you want to start a discussion thread. When the folder opens, select the document. Click the Read document threads icon. Type a comment in the field, and then click Add comment. All users with access rights to the document can reply to the comment. Comment authors can edit or delete their own comments.
User’s guide Viewing versions of a document 1 1 Click the Documents tab. Select the folder that contains the document for which you want to view the history, and then select the document itself. Click the More drop-down list, and then select View document version history. If several versions of the document exist, all are displayed. To add a new version of the document, click the add icon: . To delete a version of the document, click the delete icon: .
Chapter 1 Viewing the actions history of a document Click the Documents tab. Select the folder that contains the document for which you want to view the versions history. When the folder opens, select the document. Click the More drop-down list, and then select View Document audit trail. To copy the document's history click Copy. To print the document's history, click Print.
User’s guide Processing tasks 1 1 When a document is submitted to a user for approval, it appears in the user's Tasks screen. Click the Tasks tab. When you have one or more pending tasks, a tooltip will appear, prompting you to address pending tasks. Select the document in your task list that you want to approve. A preview appears on the right side of the screen. Click Approve. NOTE Your BR-Docs Administrator is the only person who can see all users' tasks.
Chapter 1 Searching for folders and documents CAUTION To maximize the relevance of the Search results, search requests in BR-Docs must contain more than three characters. In the Search field above the Dashboard tab, type a search value: - document name - document content - folder name - metadata Press the Enter key on your keyboard. The search result, folders and/or documents, appear in a list on the left side of your screen.
User’s guide Help 1 1 Click the ? icon for help at any time. Getting started 1 Click and select Getting started wizard from the drop-down list. Online help 1 Click ? and select Read online help from the drop-down list.
2 Administrator’s guide 2 Managing users and groups 2 Creating a group 2 Click Manage users and application settings Click the Groups & Users tab, and then click the + button to the right of the Groups heading. Type a name for the group you want to create. Click Submit. The new group appears in the list. To edit group properties, click the group name. NOTE You can delete a group by clicking button. Deleting a group cannot be undone. You cannot delete the default groups Users and Administrators.
Administrator’s guide Creating a user 2 Click Manage users and application settings . 2 Click the Groups & Users tab, and then click the + button to the right of the Users heading. Type the user information for the user you want to create. Click Submit. The new user appears in the list. To edit user properties, click the user name. NOTE Disable a user by clicking the button.
Chapter 2 Adding a user to a group 2 Click Manage users and application settings . Click the Groups & Users tab to view the Groups and Users lists. Click and drag a user into the group of your choice to add the user to that group.
Administrator’s guide Filing rules and groups 2 Creating a document type 2 2 NOTE BR-Docs contains default document types. Adjust them by editing the indexing metadata and the corresponding filing rule according to your needs. (See Editing or deleting a filing rule). Click Manage users and application settings . Click the Filing categories tab, and then click the + button to the right of the Filing categories heading. Type a name for the document type you want to create. Click Submit.
Chapter 2 Creating metadata (index) fields Click Manage users and application settings 2 . Click the Filing categories tab and then select the document type for which you want to create metadata or index fields. Click the + button on the right of the Metadata heading. Type the name of the index field you want to create, and choose the index type from the types of document drop-down list. Select the Mandatory check box if you want to require users to populate this index when filing a document.
Administrator’s guide Creating a filing rule 2 Before creating a filing rule for a document type, create the document type and the corresponding metadata (index) field. Click Manage users and application settings 2 . Click the Filing categories tab and then select the document type for which you want to create metadata or index fields. Type the document name in the field, or click Browse to navigate to the document type you want. Select the check box to activate the filing rule.
Chapter 2 Editing or deleting a filing rule Click Manage users and application settings 2 . Click the Filing categories tab and then select the document type for which you want to create metadata or index fields. Edit the document name in the field, or select the check box to activate/deactivate the filing rule. Select the folder where you want to file all documents of the type you chose in the previous step. Click Submit.
Administrator’s guide Managing permissions 2 Manage access rights to folders by granting or blocking permissions for specific users and groups. To manage permissions, you must have already created your users and groups. 2 Click the Documents tab. Select the folder whose access rights you want to manage. Click the More drop-down list, and then select Edit folder permissions. Select a group’s check box to grant permission to the actions listed above each column.
Chapter 2 CAUTION • By default, subfolders in BR-Docs inherit the permissions of their parent folders. This link with the parent folder is broken if subfolder permissions are changed. • By default, Administrators group users have all permissions to all folders. • Only BR-Docs Administrators or users who have Permissions rights can manage folders permissions.
Administrator’s guide Changing the background Click Manage users and application settings 2 . 2 Click the Settings tab. Click Modify image to choose your new background. When finished, click Submit.
Chapter 2 Deleted files 2 Click Manage users and application settings . Click the Deleted files tab. All deleted folders and documents appear here. Delete them permanently by clicking Empty trash for all items. (Warning: this action cannot be undone). Delete selected folders or documents by selecting the item and clicking Empty trash for selected item(s). Restore deleted items and make them available again to users by clicking Restore deleted item(s).
Administrator’s guide License 2 Click Manage users and application settings . 2 Click the License tab. The information concerning your BR-Docs license appears in this screen. You can view the number of user accounts, the number of available accounts, check storage space, and view your active options. You can purchase new user licenses when needed by clicking Buy user license or purchase additional storage space by clicking Buy storage.
Chapter 2 Frequently Asked Questions Welcome to the Frequently Asked Questions section of the User’s Guide. All of these questions are from our users and are intended to help familiarize yourself with BR-Docs products and find a solution. Question Answer I accidentally deleted a file/folder from BR Docs, is there a way to retrieve it? When you delete a file or a folder, it is not permanently erased from your database.
Administrator’s guide Question Answer How can I modify the name of a document or amend the index of a document archived in BR-Docs? Amend information related to a document (name, index…) if you have the appropriate permissions. Search for the document whose properties you want to change and select it. Click the More button above the document preview, and then select Editing document properties. Update the document properties as needed. See Editing a document's properties.
Chapter 2 Question Answer I dropped my documents in the Drop Zone but I cannot find them anywhere. Before you can access your documents using the Document tab, you must index and file them. Click on the Filing tab and make sure you have filed your documents. I have no more available space/when I add a document, I see an error message. Make space available by deleting old documents. I deleted a few documents in order to free some space, but I still do not have enough space available.
Administrator’s guide Question Answer How can I remove a Workspace? Click the Edit Workspace button. In the bottom left corner the screen there is a Delete Workspace link. Click the Delete Workspace link to permanently delete the Workspace (see Deleting a Workspace). 2 I am using the mobile app in "Airplane" mode but I cannot find all of my documents. When using "Airplane" mode, only the documents you have already opened at least once in the mobile application are available on your mobile device.
Chapter 2 Question Answer When I use the alphabet shortcut to find a document name that starts with "T," I can see only folders that start with "T." How do I return to the normal preview with all my folders? To get back to the normal Folder preview screen, click the ABC icon above the alphabet shortcut. You can then view and access all of your folders. When I upload a Word document in DOCX format that contains schemas within the file, I am not able to preview the document within BR-Docs.
