Document actions

Documents in Constellio

The purpose of this article is to introduce the reader to the concepts of records. Together with records, these concepts form the core of document management, whether it is electronic, integrated or traditional. To use Constellio properly, it is essential to understand the basic records that feed the document vault. Each element is linked to another, and their interdependence is a matter of structure. 

As an indication, the documents are visible in the home page, in the developed tree structures. To create a document, it is imperative that it be linked to a folder, otherwise it cannot be saved. 

The documents are the sources of information, constituted for consultation or evidence purposes. Several actions can be performed on documents, and their conservation standards will depend on the files, which are themselves linked to one or more conservation rules. 

In Constellio, documents must be classified in folders to be displayed and used. 

1. Create/Add a document

There are several ways to create or add documents in Constellio.

1.1 1st way: The drop-down menu of actions of the collection

Create a document :

1. In the upper right corner of the screen, open the menu, then click on "Create Document";
2. In the window, specify the type of file (Word, Excel, PowerPoint, etc.), as well as the file title;
3. In the creation form, fill in the mandatory metadata fields;
4. Click on "Save".

Add a document : 

1. In the upper right corner of the screen, open the menu, then click on "Add a document";
2. In the form, fill in the mandatory metadata fields;
3. Click on "Save".

1.2 2nd way : Add directly in a folder

1. Target a document to be filed in Constellio;
2. Open the file's consultation form;
3. Click on the document, and drag it into the folder;
4. The document then takes on the attributes of the folder in which it is filed.

1.3 3rd way: Adding and filing with the Desktop

1. Target a document to drop in Constellio;
2. Open the Personal Space -> Desktop tab, in the left navigation bar;
3. Click on the document, and drag it to the Constellio Desktop;
4. The document is then dropped in the Desktop, and can be filed in a folder;
5. Click on the "File" icon, in the right menu of the document in the Desktop;
6. Fill in the metadata sheet, then click on "Save". 

2. View a document

When selecting a document in a folder, a panel opens. This panel presents a viewer and several features on the right, allowing to get information about the content and value of the document. Some icons are only available with certain Constellio features.

You can also consult only the document by selecting it directly in the tree structure. Thus, only the viewer and the tabs will be displayed in the window. 

2.1 Visualization tab

This tab allows you to view the document. From the viewer, it is possible to consult the whole document, to "zoom in", "zoom out" and to print the document.

2.2 Metadata tab

This tab allows you to view the metadata associated with the document. Important elements, such as the title and the master file, allow to know the link of the document in Constellio. These details can be modified by clicking on the "Modify the record" button, present in the contextual menu on the right of the screen. Note, however, that modifying certain elements of this record may have an impact on the document's classification in the collection. 

2.3 Version history tab

This tab allows you to view previous versions of the document. When the tab is open, a table presents each version, according to specific details. The date of the modification and the person responsible for the modification can be found there. It is possible to restore a version by downloading the desired version and saving it.  

2.4 Tasks tab

This tab allows you to view the tasks that are linked to the document. If no tasks are created, the table remains empty.

*Only users who have access to the tasks to which the tab refers will be able to view them. 

2.5 Audit tab

This tab allows you to view the document's audits. All the modifications and accesses are presented in this window, with the times and dates compiled. No real action is possible in this tab. It is essentially a reference page. For more information about audits, please refer to the article on Audits management.

*Only users with the role of administrator or document manager can see this option.

2.6 Shares tab

This tab allows you to view and modify the shares that are linked to the document. If no sharing has been done, the table remains empty.

*Only users who have access to the shares to which the tab refers will be able to view them.

2.7 Action menu

Finally, the action menu available via the three dots offers several possible options on the document. 

3. Actions related to a document

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

3.1 Display

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

3.2 Open

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

3.3 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. 

3.4 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. 

3.5 Consultation link

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

3.6 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. 

3.7 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. 

3.8 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.

3.9 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.

3.10 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. 

3.11 Add to favorites

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 favorites" group is personal to the user. It cannot be deleted or shared. For mores informations, please refer to the article on Favorites.

3.12 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)". 

3.13 Rename file

This option allows you to rename the file.

3.14 Upload

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

3.15 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.

3.16 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.

3.17 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. 

3.18 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 favorites
-Move
-Copy
-Return (if the document is borrowed)
-Prepare an email
-Generate a metadata report
-Create a SIP archive

3.19 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 permissions 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.

3.20 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".

3.21 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. 

3.22 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. 

3.23 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.

3.24 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.

4. Configurations

In this section you will find all the system configurations that affect the documents. To learn more about the configurations, see the article "System configurations ".