Archive a Document

The DocuBreeze Archive grants all users a secure area to store files, plus access to a "public" file repository. Files can be uploaded directly (by the users) or DocuBreeze can place them in the archive as the result of an executed Task. Each user is given their own private area. As with all functions of DocuBreeze, user permissions govern what you can access and what is displayed on the screen.

Introduction to the Archive

1. To access the DocuBreeze Archive, click ARCHIVE in the Navigation Menu.
2. As with many browsers, the Archive is divided into two panes.

3. The left pane shows the directory "tree." This is used to navigate folders and sub-folders in the Archive. It also displays the volume information for the Private, Public, and Shared sections.
4. The right side displays the files and folders contained in the folder you have selected on the left. Each file is displayed with Name, Last Modified and Size columns. Icons are displayed in the same line, as each file and folder, to show status and actions you may perform on each.
5. General links are displayed to the left of the file browser to provide additional functionality, such as create a new folder or upload a file.
6. For easier file viewing and locating, the Archive is separated into three sections: Private, Public and Shared.
   1. Private: The Private Archive volume is unique to each DocuBreeze user. The files and folders contained within it are only visible to the logged in user. Folders may be shared with other users, in which case they will be viewable in a Shared Archive volume, displayed in their directory tree.
   2. Public: The Public Archive volume is available to all users. It is designed as a central repository for common documents.
   3. Shared: Folders that have been shared by another user will be displayed in a Shared Archive volume. Each user's shared folders will be presented in a folder with the original owner's log in name.

    

Please note that if you have set your monitor to display larger fonts (increased the dpi), you may not see all of the icons in the Archive. Either maximize your window or scroll to the right to view.

Navigating the Archive

In the DocuBreeze Archive, the top and bottom of the screen show the number of the page you are on, and have arrows pointing in the direction of Previous or Next pages. There is a "jumpto" feature which allows you to quickly go to any page you choose. There is a drop-down box which contains a list of how many files you want to view on one page/screen. If you choose more than will fit on your screen, you will get a scroll bar to enable you to look at all the files.

Putting a Document into the Archive

1. To place files into the archive automatically, either the Task and QuickTask methods can be used. Users may route the intended document to an Archive Distribution Point, or, using QuickTask, directly select the archive folder as the destination.
2. To manually add a file, first create a folder. Click on "New Folder" in the four links to the left of your File Browser.

3. In the field provided, type the Name of the new folder. Click the Save button, next to the Name, to save the folder.
4. You will see the new folder displayed in the directory tree.

5. To place a file in our new sample folder, click on the folder name. Click on the "Upload File" icon.
6. Use the Browse button to browse your computer for the file you want to upload to the Archive. When you have selected the file, click the Upload button to finish the upload. Please note that the maximum size of a file which can be uploaded is 2GB.
7. As you can see in the example, the folder resides in the Private Archive, and contains the uploaded file.

For more information on using the DocuBreeze Archive, please click here to go to the Reference Section for Archive.