Document's card description
Document's card view depends on the document type, customized functions and user rights to work with this document.
A coloring model for all of the document's fields highlighting is used within the document's card.
Light green color fields are required, white fields are optional. Values in fields having gray background can not be edited.
General view of the newly created document's card is shown in the figure below.
Let us discuss all the elements of the document card:
Document's card fields
Each document type has its own set of fields. This set of fields is created during the design phase for this type of document.
For example, "incoming message" document type has a set of fields shown in the figure below:
Menu and Toolbar
Menu is presented at the top of the document's card. Each button has a hint with the help of which all available actions with the document could be determined. Most menu items are intuitive. In this section we will focus on those menu items which require additional explanation.
- menu item
is intended to send a document
- menu item
allows you to print a document using
template for printing documents;
- menu items
are used to take the document for editing or return the document after editing. In this moment, the document is locked or unlocked, thus allowing other users to edit it. When you open a document, it is automatically taken for editing;
- menu item
is used for setting up of visibility and display order for the document's card fields;
- menu item
is used for setting up of special
access rights to document by other users;
Using the document's card menu, you can toggle between viewing the document's card only, or also adding preview mode for the file which is attached to that card.
allows you to switch between viewing the document's card only, or adding preview of the file which is attached to that card.
Functional bookmarks and fields
Each document can have a certain set of functions, which is configured at the time of designing of this document type. Let's discuss the bookmarks and document fields that implement some of these functions.
Document with automatic numbering
Adds a "Document Number" field to the document's card. Value of the "Document Number" field is filled automatically when you save a document. Documents are sequentially numbered. There is an opportunity to start a new numbering from a given date.
Negotiation, Execution, Sending on route
If at least one of the functions (either "Negotiate" or "Execution") is turned on, then the function Send on route is automatically added.
In this case, the menu item is added to the document's card view. Also the Routes tab (where all of the document routes are displayed) is added. For details on sending the document on route you can read in this article: Joint work with documents / Use of the FossLook possibilities'.
Send on route function could also be activated itself. In this case, the Send on route menu item is not available, but the Routes tab will contain buttons which allow working with template routes, which should be prepared in advance by the system administrator.
Document with version
The "Document with version" allows you to create new versions of the document, while retaining the old ones. In this case fields Version Author, Version are added to the document card.
as well as the "Version Journal", which shows a list of all versions for a current document.
A new version of the document can be created by clicking .
When creating a new version of a document, you can include the source file in this document, as well as include files that were prepared by other users during negotiation.
As a result, the new version will include both files, with which the document's author can work. Merging of these files is possible only in manual mode.
Document with a correspondent, mailing
These two functions are partially interconnected one with another, although they may be included independently one from another. The Correspondent function allows to include data from the standard Correspondents system library into the document's field.
The E-mail taken from this library will automatically be included in a letter sent from this document as a destination address in the future.
A list of contact persons for the selected correspondent is stored in the Contacts tab.
You can write a letter to the selected correspondent using the Mailing tab by pressing this button: .
System will prepare an email message by means of automatical filling of the corresponding fields, and the official email address will be substituted as a recipient. Any mail message field(-s) could be corrected in the future.
If there is no official E-mail address (the field is empty), or you want to send an email to one of the contact persons, then you can click on the "To" field of the form and select necessary recipient(-s) from the contact persons for the selected correspondent in the future.
After posting a message, a link to it will be attached on the Mailing tab. If the answer will come to this letter, the link to it will be automatically attached to the document. References to letters could also be attached manually by pressing button.
The History function allows you to track the history of a document. History tab is available for users which are members of a History reading operators Group. To learn more about processing of the document's history, proceed this article. Tab entries are created automatically by the system.
The Statistics function allows you to track the statistics of a document. Statistics tab is available for users which are members of a Statistics reading operators. To learn more about processing of the document's statistics, proceed this article. Tab entries are created automatically by the system.
When enabled, EDS (depending on its configuration) can sign the entire document, the individual fields of the document or files attached to that document. Also this function enables checking the validity of a digital signature. To learn more about EDS functionality, proceed this article: EDS.
FossLook documents can be linked between each other. "Linked documents" tab, which is implemented for using of the same name
function, allows you to make reference(-s) to any document(-s) available in the system. Moreover, reference(-s) could be either the cross or unilateral.
The figure below shows two documents which are linked. To establish links between documents, use this buton:
To learn more about Linked documents functionality, proceed this article.
Recurrent tasks could be performed for any document.
These tasks are stored in the document tab of the same name.
Multidictionary fields bookmarks
Some fields of the document are displayed directly in the document's card. But there may be some complex fields that could contain not one but many values, and these values could not be displayed within the document's card. To display these complex fields, bookmarks are used. The names of these bookmarks are prepared during the document design stage.
Consider the field types that can be seen as a bookmark within the document's card.
Bookmarks can contain reference fields, such as shown in the figure below. They use the Contact Persons dictionary. You can create new reference records or use existing ones with the help of the corresponding buttons.
Child documents (Subdocuments)
Some documents may contain documents inside other documents. This term is known as Child documents, or Subdocuments. The child document could not exist on its own, without parental document. For example, an incoming letter could have an attachment that does not have any sense without the letter itself. Such documents are stored witihn the Child documents tab. In example below there are 5 subdocuments stored in Marketing documents tab.
Links to documents
There is the possibility to make a link from one document to another document. This is similar to the "Linked documents" function
but differs from it in that the tab can be given any name, and only one particular type of document that is referenced by this type of document. When inserting a link to the document, it will be not cross-reference link but one-sided link.