Vue d'ensemble sur les documents

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 them 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 view the entire document and perform the following actions:

Zoom: Use the zoom buttons or keyboard shortcuts to enlarge or reduce the document view.

Search: Use the search bar to find specific words or phrases in the document.

Page Navigation: Use the arrows or arrow keys to navigate between pages in a multi-page 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, allows 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.

3. Action menu

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