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.
The first time you login to DocuBreeze, your Archive will be empty. You can decide which files will be stored in the DocuBreeze Archive and which files will be shared with other users. To begin, click on the Private Archive volume and then on the New Folder icon to the left of the Archive panes.
In the field provided (see picture above), type a Name for the new folder. Click Save. The new folder is displayed under the archive volume you selected (shown below).
The newly created folder is empty, as indicated when you select it (note that
the new folder's text is bolded above). The next section explains how to Upload
files to the folder.
Click on the Public Archive volume and use the New Folder function
to create folders that anyone can access. The third "volume" in the
Archive shows you any folders being shared to you by other users.
Once you have folders in which to archive your files, you can upload those files using the Upload File icon to the left of the archive panes. (Note: After DocuBreeze is established and has Collection and Distribution Points, you can archive files by using DocuBreeze Tasks.)
To place a file in the new DMM_Folder_3 folder (or whatever you named your folder) click on the folder name and then on the Upload File icon.
Choose the file you want to upload and click Open (or double-click on the file). This will return you to the Archive screen and the file will be in the filename field. (Note: The entire path will be in the field until the file upload is completed.)
Click on the Upload button to the right of the Browse button to finish uploading the file. The file should now be listed and there are "action" icons to the right in the same line as the filename.
With the folder still selected, as indicated by its being bolded in the directory list on the left, click on the Upload File icon again to Browse to and Upload another file. Use this method to manually add files to your archive. Please note that the maximum size of a file which can be uploaded is 2GB.
There is a Search field above the right corner of the archive, which can be used to quickly find a file or folder by name. The quick search function searches the archive volume or folder you are viewing. After entering 3 characters, you will see a list of matches. Enter more than 3 characters to narrow the search, and click on the desired file/folder in the list to "jump" directly to the file, no matter what page it is on.. You can also use an asterisk (*) as a wildcard character.
If you do not choose a file, to close the Quick Search window, click on the X in the upper right, backspace over the letters, or press the <Esc> key.
One of the features in Archive allows you to select multiple files or folders to perform the same action on each. Mark the checkboxes in front of the files/folders to be affected (in the right pane). Notice that the selections are displayed with a highlighted background, as are the icons on the left that represent the actions that may be taken on the files/folders. Click on the desired action to have it applied to all the files or folders you selected.
Click on the Delete icon (trash can icon) to remove a folder from the Archive. However, please note that a folder can only be deleted if it contains no files. If there are files present in the folder, or if it is used as a saved Collection or Distribution Point, a warning message will be displayed at the bottom of the file browser. You must move or delete the files or resource point before you can delete the folder.
Click on the Rename Folder icon (icon that looks like a pencil and paper)
to change the name of a folder in the Archive. Type the new name for the folder
and click Rename.
Click on the Copy/Move Folder icon (icon of a curved green arrow) in the folder's row to copy or move it to another area of the Archive. A window will open to allow you to continue with the copy or move. Click on the destination folder or volume and click either the Copy or Move icon to perform the intended action. You will be prompted to confirm the Copy/Move before any action is actually taken.
Share a Folder: Any folder or file in your Private Archive can be made available to other Users, Groups or Roles. Select the folder to be shared and click on the Share Folder icon (looks like two people in silhouette).
Select whether you want to share the folder with Users, Groups or Roles from the drop-down list. Depending on the selection made, a list of all those with whom the folder may be shared will be provided. For Example: if you choose Roles, then all of the user Roles will be listed. See the snapshot below.
Use the checkboxes to assign permissions to each User, Group or Role. Granted permissions (i.e. checked box) tell DocuBreeze what each may do in the selected folder. Privileges, or permissions, are separated into two sections: File and Index. File Permissions, such as Read, Download, Delete, Rename, Move, Upload, and New Folder, define what users may do with the shared folder and files. Index Permissions define access to any indexes attached to the files in the folder, allowing others to View, Edit, or Delete.
Note: Data Sharing permissions take precedence over any archive folder sharing definitions.
Before any file permissions can be shared, the user, group, or role must, at least, be granted File Read permissions. If the file permissions are marked Read only, the other user can see the files within the folder, but cannot download, move, rename, etc. To allow another person to manipulate your files, you must grant them permission to download, rename, move, and/or upload to the folder. The download privilege allows others to download the file to their PC. Upload allows others to add files to your archive folder. (Be careful with the Delete option!)
To use your Indexes, the minimal File Read permission must be given, plus Index permissions to View. They must be given Edit permissions to copy or use your Index. Only give Delete privileges if you do not care if someone else deletes your index!
Once all the permissions you want to give have been marked, click Save. A message will be displayed to confirm your saved permissions.
In the example shown, privileges have been given for the QA Testing Group to Read the files in the (DonnaToBeShared) folder, Download/Upload new files, add a New Folder, and to View Indexes. Users in the Testing Group cannot Delete either files or indexes! These privileges are applied to any sub-folders within a Shared folder.
Note: If no specific privileges are shown for a sub-folder
in a Shared folder, the sub-folder inherits the same permissions assigned to
the parent folder.
In the example shown above, user Donna shared a private folder with the QA Testing Group. Felix is a member of the QA Testing Group, and his archive enables him to access the DonnaToBeShared folder.
If Donna reviews what she shared, the parent folder shows the privileges. However, if Donna checks the sharing of the sub-folder, the checkboxes are blank. (See the example below.) This is because the sub-folder inherently shares the same permissions as the parent.
It is possible to have different permissions for any folder, or sub-folder.
Note: If you want to share files and folders completely,
it might be easier to put them in the Public Archive, which allows all of functions
on all of the files.
Access to each of the actions and icons, on a Shared (private) Folder, is dependent on the privileges shared to you. All actions are available to everyone if the file is in a Public Archive.
File Download. To download an archived file, click on the File Name in the right pane (there is no icon for download). A prompt to Open the file or Save it to disk is displayed. Click Save and put it in a folder on your PC.
Delete File. Click on the Delete File icon (picture of a trash bin) to remove a file from the Archive. You will need to confirm the file deletion before it is actually removed from the system.
View Thumbnail. Each file, except possibly images in TIF format, can be quickly viewed without downloading the entire file. Click on the View Thumbnail icon (picture of a camera) to open a window with a thumbnail view of the selected file.
Print File. Each file can be printed directly from the archive, if you have an application which can print it and you are using Internet Explorer. Click on the Print File icon ( picture of a printer) to open a window of local printers. Set your printing options and print the file.
Note: This feature is available only in Internet Explorer. (If in Mozilla Firefox, you can use the File > Print menu to print a selected file.
E-mail File. Each file can be e-mailed directly from DocuBreeze. DocuBreeze will, according to your choosing, use either your default e-mail client (Outlook, Notes, etc.) or its own e-mail client. Click on the E-mail File icon (picture of an envelope) to open a window with a choice of e-mail clients to use.
Note: The print file feature is available only in Microsoft Internet Explorer. If you are using Mozilla Firefox as your browser, only the DocuBreeze e-mail client will be available.
Default Client. When the dialog prompts you to select the e-mail client,
selecting the default will open whichever application you use for your day-to-day
e-mail. The selected file will already be included as an attachment. Select
the recipient, add any information, and send the e-mail as you normally would.
DocuBreeze E-mail Client. DocuBreeze can also use its own e-mail client to send archived files. Click the DocuBreeze button to open the application e-mail window.
E-mail an Archive File provides the ability to select recipient addresses, enter a subject line, and a message. Your e-mail address is filled in for you and the file is included as an Attachment.
You can enter recipient addresses manually or use an Address Book. The DocuBreeze Address Book contains a list of all the users in DocuBreeze. The Search screen displayed when you open the DocuBreeze address book has an "A" in the Last Name field as a default. Clear the "A" to have the search return all of the available addresses, or enter your own search text. You may use addresses from your Personal Address Book. And, if the LDAP Corporate Address Book is enabled, you will have access to the valid e-mail addresses in the Corporate Address Book right from DocuBreeze. Select the address book to use.
Mark the checkboxes for To:, Cc:, and Bcc: and Click OK.
Enter your Subject and Text message and Click Send.
Add Index. Files can be indexed either as part of a task or after they have been uploaded to the Archive. Click on the Index icon (blue "i" to the right of the file name) to add an index to a file, making it easier to find when performing a search in DocuBreeze. Note that you must have Index Forms already created to apply them to a file.
Select an Index Form from the drop-down list to be displayed.
Fill in all the required fields (marked with a red asterisk *) and click SAVE to apply the index. Your file is now indexed.
Once a file has been indexed, you have the ability to modify that index information. Select a file and click on the Index icon (picture of an "i") (in it's row) to change or add an index to a file. The "Index Manager" enables View, Add, Edit, and Delete (with the appropriate permissions).
Delete Index: Click the Delete Index icon (trash can) to remove the index from the file. Users will no longer be able to use this information to search for this document.
Edit Index: Click the Edit Index icon (E) to change the index information. The Index Form will be displayed, allowing you to modify any available field. Click Save .
View Index: Click the View Index icon (sunglasses) to view the index information. The Index Form will be displayed, but you will not be able to modify any field. Click Close to close the window.
Add Index: Click Add to apply another index to the file.
Note: DocuBreeze does not support File Versioning. If you upload a file to a folder in which there exists a file with the same name, the file being uploaded will overwrite the original file. However, if both files are indexed, the index associated with the original file remains, while the index associated to the newer file is not applied.
The Download permission now includes the right to download a file as a Public Link, so that it can be sent to another person, who may not have DocuBreeze. The icon is a yellow diamond shape
Note: If your system has been set to display larger fonts (greater than 96 dpi), the columns may have to be re-sized to see all of the icons.
Click on the Public Link icon, for the file you want, to open the Create a Download Link screen, as in the example shown below.
The title of the page will identify the name of the File selected for download.
To create the actual link, enter the data in the fields, including:
Who will receive this? Identify the person or persons who will be receiving
the link.
Why are you sending this? Enter a reason for sending the archive file
to the recipient.
Expiration Date. Identify whether or not the link should expire or not.
Limit. Use this field to limit the number of times the recipient can
download the file.
Password. Identify whether or not the person needs to enter a password
to download the file.
If you choose to Require users to enter a password, the system will generate
a random password in the field.
Click in the field and type over the password if you wish to define the password.
Click Save to create the link, and the screen below will display.
Copy or drag the link to a folder or to your desktop, and then include the link in an email to whom you want to send the file. To create another link of the same file, to send to a different person, click New Link.
Note: The Limit function constrains
the number of time the link can be downloaded on other systems. If you download
the link using the same browser, during the same session, the limit number will
not be decremented. If you close and open a new browser session on the same
PC , you get the limit +1.
If you open the link on another PC, you get only the download limit that is
set.
Upon receipt of the link in an email message, the recipient will click on the link and the file download screen will allow them to open or save the file. The email will contain the URL link.
Click on the link to download the file. If the download screen does not appear, click on the here link.
The recipient can now view and use the downloaded file, without ever having to obtain and launch DocuBreeze, where the file originated, and is archived.
If you click on the public link icon for the same file, a dialog will open listing the links created for that file, including the status, log files, and the option to create a New Link. Notice that the entire link is not shown for each time the file was downloaded, but a placeholder Click for URL is listed instead. If you chose to limit the times the file could be downloaded, you will see this in the Status column. (In the example below, a link file has not yet been downloaded, but the limit was set to 4.)
Click on New Link to create another link for the file.
Fill out the fields as you did for the first download. Click Save.
If you chose to limit the times your public link file could be downloaded, you will see this in the Status column of the public link dialog.
Details on when the download(s) occurred can be seen in the Log View (shown below), by clicking on the log icon, which is only displayed after the file has been downloaded at least once (shown above).
The System Administrator has a slightly different archive view, which includes a Switch user icon. The System Administrator can access and use the archives of any user on the system.
Clicking on the Switch user icon brings up a list of users and optional use Search fields.
Select a user name and when it is switched to show that user, the archive will be shaded in red, and a My Archive (Home) icon will display under the Switch user icon. The System Administrator can return to their archive using this link.
The Administrator can perform all actions on the archive folders and files belonging
to any user.
Note: If a folder in a private archive identified as a Collection or Distribution Point for the user, System Admin will not be able to rename or otherwise modify the folder.
The picture below shows that the System Administrator added two New Folders to Greg's Private Archive.
