Viewing Document Store Details

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Click the title of the document store to view its details. The following tabs are displayed on the Document Store Details page:

Documents - all folders and documents belonging to that store.
Accounts - the accounts that have been linked to this document store.
Team - the team members to whom the store belongs.
Details - the details of the store.
Permissions - option of setting the permissions to view the store.

 

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Figure 1 Document Store Details: Tab Documents

Viewing the Documents Page

Within a store, you can organize folders according to hierarchy and place relevant files in each folder. You can select from a variety of options for modifications, as shown in Figure 1.

Note: There are several pre-defined access levels. The managers level is the topmost. You may configure permissions for access to the folders by defining the access and role of each user. If you have logged in as a guest and the role assigned to you is that of a manager, you can view all documents that a manager has access to.

You can access the Documents section by clicking Documents on the Document Store Details page. On this page, when you add a folder, a list of sub-folders and files is displayed, as shown in Figure 2.

 

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Figure 2 Document Store Details: Folder Content, Files List

To submit a file into the current folder, click the Submit File link at the top. The Upload File dialog is displayed, as shown in Figure 3.

 

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Figure 3 Document Store Details: Uploading File

While uploading a document file, enter the subject and click Choose File to browse the target file in your hard drive. You can upload as many files as required to a folder. Click Upload to submit, or Cancel to abandon file upload.

Viewing the Accounts Page

In the Accounts tab, you can link a document store to an account. Click Link an Account, as shown in Figure 4, to link the document store to an account.

 

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Figure 4 Linking an Account to the Document Store

All the available accounts are displayed, as shown in Figure 5.

 

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Figure 5 Account List

Click Select next to the account name to select the account. The account is now linked to the document store. You can access the document store in the Accounts module as shown in Figure 6.

 

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Figure 6 Viewing Document Store in Accounts Module

Viewing Team Page

Click Team on the Document Store Details page to view and modify the team membership. A page containing a list of people who can access the store is displayed along with their level of access.

You can select from several sections of authorized individual groups listed as follows:

Employees
Account contacts
Roles

For each group, details, such as the department to which they belong, email addresses, and the last access date are displayed. The access level, which determines the permissions granted to the level holder, is set by the manager.

 

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Figure 7 Document Store Details: Tab Team

You can setup access membership in the following ways:

Modify User Membership - for individuals
Modify Group Membership - for groups or departments

Under individual user membership, user details are interlinked. When you select a category in the first column (Add a user from), the departments that belong to that category are displayed in the second column (Select a department), as shown in Figure 8.

Upon selecting a department, a list of related contacts in the third column (Select a contact) is displayed. After selecting a contact, you can add it to the store access team in the last column (Team Members).

To delete a member from the team, click the name in the Team Members column. Click Update Team to save the modifications.

 

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Figure 8 Document Store Details: Modifying User Membership

The group access membership grants access to the store for all members of specified groups, whether it is roles or departments. The following columns help you in modifying individual access. The details page is shown in Figure 9. This page enables you to specify values for the following:

Add a group from
Select a role
Team Members

All the columns are interlinked. Click Update Team after making any changes.

 

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Figure 9 Document Store Details: Modifying Groups

Viewing Details

The Details section is shown in Figure 10. Clicking the Details tab displays a page which contains the following fields:

Title
Approval status
Last date of entry
Modification dates
Other details

 

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Figure 10 Document Store Details: Tab Details

Clicking Modify Document Store displays an editable page, as shown in Figure 11, which enables you to modify the store. You can also specify the store status, whether approved and/or archived.

 

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Figure 11 Document Store Details: Updating Details

Note: The Archived status is used to show and hide stores on the Documents home page.

Viewing Permissions

The Permissions tab on the Document Store Details page enables you to view and configure access permissions to the store for different user access levels, as shown in Figure 12.

 

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Figure 12 Document Store Details: Tab Permissions

The pre-defined levels are:

Manager
Contributor Levels 3, 2, and 1
Guest

The access levels increase upwards from the guest to the manager. This is to ensure access to information at all levels, and to prevent tampering of data. The manager sets the permissions and has the most control of data.

The manager uses the Configure Permissions link to set user access and define roles for each level. Each parameter is defined and the access levels are set, as shown in Figure 13. The main areas are:

Document Store Details
Team Members
Document Library
Setup

Each of the above are sub-divided into actions. For each action, the lowest access level can be specified by choosing from a pop-up menu to the right of the action.

 

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Figure 13 Document Store Details: Configure Permissions

Once the permissions are set, click Update to save the information.