Document Version Control
Before a document can be modified, it must first be checked out (locked) to prevent another user from modifying it at the same time. Other users may still view a locked document, but in read-only mode. In order to edit documents the user needs to have the appropriate software installed.
While a document is checked out its index data may be edited and files may be removed or added to it.
Viewing and Editing Index Data
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Click on the Check Out icon in the ribbon.
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Click on the Index Data icon in the ribbon. The index data dialogue, as defined by the document's category, will open. A user with edit privileges can modify the field values and save the changes. To confirm any modifications, click the Check In button - this will create a new version of the document.
Users with administrative permissions on a keyword dictionary can also add new keywords directly in the Therefore™ Navigator or Viewer. To add a keyword, right-click on the keyword field and select 'New Keyword' while viewing the index data.
Editing Documents
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Click on the Check Out icon in the ribbon.
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Select a file for editing in the Thumbnails pane.
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Click on the Edit File icon in the ribbon. The file will be opened in its associated application. If no associated program is found the user is given the option of choosing a program to open the file.
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When edits are completed, save the file and then exit the application used for editing. Click on the Check In icon. Depending on the comments settings that the administrator has configured a comment may be allowed or required. A new version of the document will be created, which then becomes available to other users. The original document can still be viewed as an old version.
Adding and Removing Files
It is possible to add and remove files to and from an existing document.
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While viewing the document, check it out for editing by clicking the 'Check Out' button in the ribbon menu.
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Click on the 'Add Files' button in the ribbon menu. A file picker opens so the user can browse to where the new file is located. Click open after selecting the file. The new file will be added to the document and displayed in the 'Thumbnails' pane.
Alternatively, users can drag and drop files from Windows Explorer directly into the Thumbnails pane to add them.
Pages can also be added via scanner. Click the 'Scan & Append' button in the ribbon menu. Select whether to append the file at the end of the document (Scan & Append) or insert before the selected page (Scan & Insert).
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