Document actions

Document Actions

Several actions are available on a document. It is possible to order the actions, for more information see the article "Action management."

1. Display

This button opens the document viewer and its tabs in a new window.

2. Open

This option allows you to open the document on your workstation. 

3. Edit metadata

This option allows you to modify all the metadata of a document. More specifically, modifying the record allows you to classify a document in a virtual space or to modify the folder in which the document is located. 

4. Borrow/Return

This option allows you to borrow a document and make changes to it. When it is borrowed, the Constellio Agent opens the document immediately. A document can be borrowed for several days, regularly saved, opened the next day, and so on until the modifications are completed. However, it must be returned so that all users can consult the new version. 

When the document is borrowed, and a user needs to consult or modify it, the "Alert when available" option allows to keep in touch with the availability of the document. An email notification will be sent when the document is available again. 

It is possible to configure a borrowing period (in days) for the documents via : Control -> Configuration -> Others -> Add a value (in days) in "Document borrowing duration (in days) -> Save. 

5. Consultation link

This option allows you to get the URL link of the document in Constellio. The link is automatically copied to your clipboard.

6. Download this document

This option allows you to download the document to your workstation. It is available in the drop-down menu as well as in the document consultation form. It allows you to download the document and make changes when you are not using the Constelio Agent on your workstation. After that, it is possible to upload the document in Constellio, whether it is a major version, a minor version or the same version. 

7. Move into folder

This option allows you to move the document to another folder. It is possible to modify its "Folder" in the document modification form. It is also possible to move a document directly in the tree structure by dragging it to the desired location, it will then take on the attributes of the folder. 

8. Publish document

This option allows you to send the public link of a document to a person who does not have Constellio, but who has access to the company's server.

This link is a download link that will download the document on the user's computer once the user has copied it in a web browser.

Two new buttons will appear in the action menu: 

• Show public link: Allows you to reopen the window to select the address of the document to be transmitted.
• Unpublish this document: Allows you to remove access to the public link.

9. Print label

This option allows you to print the label of the document you are on. Labels must be created with JasperSoft software. For more information, see the article on Labels.

10. Generate metadata report

This option allows you to download or print a metadata report for the document. When doing this, it is necessary to choose a report template, which must be created beforehand in the Control -> Printables management, see the article on Metadata report for more information. 

11. Add to favourites

This option allows you to add the document to a new bookmark group, to a pre-existing bookmark group or to a shared bookmark group. For a new bookmark, enter a name and click on "Save." For an existing or shared bookmark, select the name of the bookmark group. Please note that the "My favourites" group is personal to the user. It cannot be deleted or shared. For more information, please refer to the article on Favourites.

12. Copy document

This option allows you to duplicate a document, thus adding a document with the same metadata as the original. The duplicated document will be renamed "Title (Copy)". 

13. Rename file

This option allows you to rename the file.

14. Upload

This option allows you to save a new version (minor or major) of the document. 

15. Create PDF

This option allows you to convert an electronic document into PDF/A format. The PDF/A format stands for "PDF for Archives". The format, referenced by the ISO 19005-1 standard, is particularly useful for keeping documents in their original state. The fonts, images, graphic objects and formatting of the source file are preserved. In the version history, a copy of the original format remains, but the new version becomes the document in PDF/A.

16. Share this document/Remove shares

This option allows you to give specific permission on a document to one or more users/groups who normally do not have access to that document. The access a user can share depends on their own access to the file. If you only have Read access, you cannot share the document in Write or Delete. 

Unlike the "Authorizations" option, this one does not allow you to delete shared folders.

Name of the field	Option	Description	Image
Authorized user(s)	Facultative	Select one or more users.
Authorized group(s)	Facultative	Select one or more groups.
Access	Obligatory	Select the desired access (read/write/delete).
Start date	Facultative	Enter an access date.
End date	Facultative	Enter an end date for access.

17. Create a task

This option allows you to create a task from the document being viewed. This document will be displayed as a linked document in the "File" tab of the task. 

18. Add to cart/Remove

This option allows you to add the document in the "Basket" window. 

 Thereafter, it is possible to perform several actions on one or several documents added to the selection:

-Add to your favourites
-Move
-Copy
-Return (if the document is borrowed)
-Prepare an email
-Generate a metadata report
-Create a SIP archives

19. Authorizations

The "authorization" option refers to the "Security and user management" section of the control. It allows to identify the authorizations for this document (inherited and specific authorizations), but also to modify these authorizations. Among other things, it is with this option that it is possible to modify or cut off inheritance.

From this option it is possible to delete all types of permission and shared documents. 

Name of the field	Option	Description	Image
Authorized user(s)	Facultative	Select one or more users.
Authorized group(s)	Facultative	Select one or more groups.
Type	Obligatory	Select the type of authorization (allow/deny)
Access	Obligatory	Select the desired access (read/write/delete).
Start date	Facultative	Enter an access date.
End date	Facultative	Enter an end date for access.

20. Delete documents

This option allows you to delete the document. After clicking on "Delete this document", it is necessary to confirm the deletion. The document will then be sent to the Recycle Bin. It is possible to restore them according to the number of days of conservation envisaged in the configuration of the recycle garbage can. This configuration can be found in: Control -> Configuration -> Others -> "Number of days before deleting items from the Recycle Bin."

21. Finalize

This option allows you to finalize a minor version of a document, to make it major. This forces a major version, without having to go through the borrow and return process. 

22. Add a comment

This option allows you to add a comment on the document record. The button is available at the bottom of the "Metadata" tab. 

23. Create shortcut

This option allows you to create a shortcut of the document to another folder. Thus, you will find this document in the selected folder. The document shows an arrow in a square to represent that it is a shortcut. It is possible to create several shortcuts for the same document.

24. Manage notifications

This option allows you to determine in which contexts you want to receive notifications about the document. 

1. View a document;
2. Click on the "Manage notifications" action;
3. This window appears. Click on the notifications you wish to receive, then "Save";
4. When the selected actions are completed, you will receive an email notification.

25. Image editing and redaction

It is possible, via actions on documents, to edit and redact images directly in Constellio. 

1.  View the document
2. Click on the “Edit online” action;
3. You will be redirected to the edit page; 
4. Edit image;
5. Save;
6. After modification, choose to save the modification as a new version (minor version) of the same document, or in a new document.

25.1 Basic functionality

• Zoom in/Out: Users can zoom in or out of the image using the zoom functionality, allowing them to work on fine details or see the big picture.
• Undo/Redo Changes: At any time, the user can undo one or more previous actions using the “Undo” function. Likewise, the “Redo” function allows you to restore changes that have been undone.
• Reset Edits: This option restores the image to its original state, removing all changes made during the editing session.
• History of Modifications: The user can consult the complete history of modifications made to the image, thus facilitating the management and monitoring of the adjustments made.

25.2 Editing features 

The image editor in Constellio allows you to perform several specific actions on images. Here are the options available:

• Crop: User can crop part of the image to focus on a particular element or adjust the frame.
• Flip: This function allows you to flip the image horizontally or vertically, creating a mirror effect.

• Rotate: The image can be rotated 90°, 180° or 270°, or to a custom angle, to adjust its orientation.

• Draw: The drawing tool allows users to freely draw on the image whether to add annotations or highlight important elements.

• Add Shapes and Icons: Geometric shapes (like circles, rectangles, arrows) and preconfigured icons can be inserted into the image to reinforce visual communication.

• Add Text: The editor allows you to add text directly to the image, with customization options such as font, size, colour and alignment.

• Configure Filters: Preset filters are available to adjust the overall appearance of the image (for example, black and white, sepia, or brightness and contrast adjustments).