User documents

User document management

The Desktop is a personal temporary filing place that allows the user to upload documents to Constellio and then file them. Desktop documents are only visible to the user who adds them to their desktop. Unclassified documents in the Desktop are therefore not accessible in Constellio for other users. To make them available, it is imperative that documents are filed as quickly as possible. If documents remain unclassified, this window will be activated as soon as Constellio is opened.

1. Add documents to the User documents

There are two ways to add documents to the User documents: 

1. Drag documents directly into the User documents window, accessible through the navigation menu or into any Constellio windows;
2. Click on the " ... " button in the Desktop, accessible through the navigation menu, and select the documents to add to the Desktop.

If the document added in the desktop to a duplicate in Constellio (to which you have access), a message appears with the link to the identical document(s). Despite the existence of identical documents, it is still possible to file your document in Constellio.

2. Filing User Documents

Documents can be sorted directly with the filing icon in the user document or through dynamic selection. Both options allow you to file a document individually, but for a quick classification of several documents in the same folder, dynamic selection is faster.

2.1 Categorize with the ranking icon

1. Click on the folder to the right of the name of the document to be filed;
2. In the " Classify document " window, complete the metadata and click " Save the document ".

2.2 Rank with dynamic selection

1. Select the document(s) that must be filed in a file;
2. Click on the Selection Basket;
3. In the " Actions on selections " menu, select the documents to be filed and click on " Classify";
4. In the " File " window, select the folder in which the documents should be placed and click " Save ".

2.3 Delete a document in User Documents

Deleted documents in the desktop are directly deleted and are not moved to the Recycle Bin, unlike documents that are filed in the collection.

• To delete a specific document in the desktop, click the red " X " to the right of the document name.
• To delete all documents in the desktop, click " Select All " and then click " Delete all items from the desktop ."

3. Storage on the User documents

It is possible to set up the available storage space on the User documents. This option then allows you to specify the desired weight, in megabytes (MB), in the control configurations.

To configure the User document quota , you must: 

1. Open the " Administration" menu;
2. Click on " Configuration " in the System Control section;
3. Open the " Other " tab, then repair the " Space to allocate for desktop items in MB " field;
4. Enter the desired value in the field, then click on " Save ". 

For example, entering the value " 2 " means that 2 megabytes will be available for User document storage. In the event that no limit is desired, it is necessary to enter the value "-1" in the selection field. 

This space limit is displayed on the desktop page itself. Once the limit has been exceeded, a message notifies the user, and it is therefore impossible to upload new documents. To file new documents, it is necessary to file or delete those on the Desk. 

4. Configurations

You will find in this section all the configurations of the system impacting the Desktop. To learn more about configurations, see "System configurations".