Index

Speaking of external document...

An external document is the posting of a link that is access outside the platform, which has the same properties of a common document, but needs to have an URL for external access.

When the HTTPS (Hyper Text Transfer Protocol Secure) is used, users can only add external documents redirected to locations that also use this protocol.

Create new external document

^{To perform this action, the user must have write permission at the chosen location.}

01. In the location where you wish to create a document, click on New, located in the action bar on the top left of the window.

02. Click on External document.

Clicking on this option opens the window in which you can add a document in advanced mode, i.e., which allows you to define the document properties.

03. Enter a description that identifies the new document.

04. Enter the requested information in the General information tab.

For more information, see Advanced document.

URL
URL to which the user will be redirected when accessing this external document.

05. Click on the Related documents tab.

This tab allows you to link a document that has already been posted on the platform to one that is being posted.

To add a related document:

Click on Add.
Find and select the document to be related.
Click on Confirm.

To delete a related document:

Click the icon for the related document.

When there is a related document, the user can access its properties by clicking Document actions > View properties. You will then be able to click on the document in question in the Related document list area and view it.

06. Click on the Approval tab and define the approval criteria for the document.

This tab is only displayed if the folder in which the document is being created does not have approval criteria. For more information about the procedure, see Define approval criteria for folder or document.

07. Click on the Security tab and define the security criteria for the document.

For more information about the procedure, see Define security criteria for folder or document.

08. Click on Save.

View external document

01. Find and click on the name of the external document you wish to view.

02. View your content.

You can perform some actions when viewing the external document, such as viewing its properties, viewing social information, copying its link, among other options. For more information, see Document view.

Request additional permission for an external document

^{This option is presented only to users who are not administrators.}

01. Find the external document for which you wish to request additional permissions.

02. Place the mouse over the name of the external document.

03. Click on Request additional permissions, located in the table displayed with the external document's general information.

Clicking on this option opens a window in which you can request additional permissions for the external document. For more information, see Request additional permission for a folder or document.

Define priority for the external document

^{To perform this action, the Priority column must be displayed. If it is not, check the View priority of folder content item.}

01. Find the external document for which you wish to define priority.

02. In the Priority column, click on the space corresponding to priority.

03. Enter a numeric priority for the document and press the Enter key on the keyboard.

The prioritization of folders or documents is used exclusively to sort them by priority in the documents browsing. You can define the priority for all document types that can be posted.

To view the content of a folder sorted by its priority, simply click on the Priority column.

Perform a social action for an external document

^{To perform this action, the user must have read permission at the chosen location.}

01. Find the external document for which you wish to perform a social action.

02. Click on the icon corresponding to the desired social action, located in the social actions area, to the right of the external document's name.

For more information about social actions that can be performed for an external document in document browsing, see Support folder or document, Comment on folder or document and Share folder or document.

Follow external document

01. Find the external document that you wish to follow.

02. Click on the Notify icon, located after the social actions area to the right of the external document's name.

For more information on the Follow feature, see Follow document.

Define external document as favorite

01. Find the external document that you wish to define as a favorite.

02. Click on the Add favorite icon, represented by a star, located below the external document's name.

For more information about the Favorites feature, see Define folder or document as favorite.

Rename external document

^{To perform this action, the user must have modify permission at the chosen location.}

01. Find the document that you wish to rename.

02. Click on More options, located to the right of the document name and click on Rename.

03. Enter a new name or description and click on Rename.

Edit external document

01. Find the external document that you wish to edit.

02. Click on More options, located to the right of the external document's name.

03. Click on Properties.

Clicking on this option opens a window in which you can edit the external document.

For more information, see External document. When editing a document a new field is displayed on this tab:

Version control
Version control form applied to the document. The available options are:

New review: when it is selected, all changes made result in a new reviewed version of the current document. It is normally used when the document has a slight change. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new review.
New version: when it is selected, all changes made result in a new document version. It is normally used when the document has a substantial change in content. As you choose this option, the contents of the document can be changed and its original creation date will be changed to the date it was last changed due to the creation of a new version.
Maintain version: when selected, the current document version is maintained. It is used when the current document is no longer valid and it is necessary to replace all of the current content with new, updated content. If the document requires approval, the document’s previous content continues to be displayed until the new version/review is approved. As you choose the “Maintain review” option, the contents of the document can be changed and the date that the original version was created can be maintained, without creating a new version of the document.

04. Edit the properties which you wish.

05. Click on Confirm.

Restore external document version

01. Find the external document for which you wish to restore an older version.

02. Click on More options, located to the right of the external document's name.

03. Click on Properties.

Clicking on this option opens a window in which you can restore an older version of the external document. For more information, see Restore document version.

Copy external document

01. Find and select the external document that you wish to copy to another location.

02. Click on Copy, located in the action bar on the top left of the window.

For more information on how to perform this action, see Copy and paste folder or document.

Cut external document

01. Find and select the external document that you wish to cut to another location.

02. Click on Cut, located in the action bar on the top left of the window.

For more information on how to perform this action, see Cut and paste folder or document.

Mirror external document

01. Find and select the external document for which you wish to create a mirror document.

02. Click on Mirror, located in the action bar on the top left of the window.

03. Select the desired target folder.

04. Click on Mirror.

Clicking on this option opens a window in which you can finish creating a mirror document of the external document. For more information, see Mirror document.

Delete external document

01. Find and select the external document you wish to delete.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Delete.

Clicking on this option opens a message stating that the external document has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by the document in the folder will be freed only when the document is deleted from the Bin. For more information on how to restore or definitively delete the document from the platform, go to the Bin.

Please note!

This documentation is valid as of the Lake (1.7.0) update. If you use a previous update, it may contain information different from what you see on your platform.

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External document