Doc Management
Last updated
Last updated
The hoozin Doc Management app enables communities to collaborate on documents and web content, providing a shared space to upload, view, edit, and add tags to files, which can be organized in folders. These can be documents (e.g. .docx Word files) or dynamic .aspx web pages (see ). Doc Management also provides approval, versioning, and role management features and settings.
The Home screen shows the folders and lets you upload files, create folders, and create pages.
Specifies whether new documents or changes to existing documents should remain in a draft state until they have been approved. Before being published and made visible to all community members, documents should be reviewed and approved by someone with an Approver role.
Specifies whether browser-enabled documents will be opened by default in the client (e.g .docx files will open in Microsoft Word) or in a browser. If the client application is unavailable, the document will always be opened in the browser. Choose Open documents in browser or Open in client application.
Specifies whether a version is created each time you edit a file in the document library. Choose Create major and minor (draft) versions or Create major versions.
Specifies whether users must check out (extract) a document file before being able to edit it, or if the checkout is automatic.
Allows document ratings for all users of the community. Each user can only rate once per document.
Specifies whether reactions (likes and comments) on document shares are allowed by default. If not, a user can still allow reactions on messages, but the option will not be selected by default.
In the Doc Management app, click Create a folder in the app context zone on the right, then give it a name.
Click the i icon to show the folder information panel. In this panel, you can upload files; create sub-folders; rename, move, duplicate, or delete the folder; and create pages.
You can also copy the folder's relative or absolute URL.
Click the lock icon to open the Set folder security screen. Here, you can add users to the following groups:
Approvers can approve or reject files waiting for approval, manage folder content, and create new folders. Community managers are Approvers by default.
Contributors can access the folder, manage its content, and create new folders.
Contributors to their own files can edit or delete their files only, and can't create folders.
Readers can only access the folder and its content, but since they don't have edit permissions, they can't check out files.
Here's a typical publishing, review, and approval process for a document using the Doc Management app:
From the Doc Management app page, create a new folder and name it Public.
Open the Public folder and upload a document, either by dragging and dropping it into the box under the banner, or by clicking on the box or Upload a file in the right panel to open a file explorer. The document will now be published as version 0.1.
Click Global settings in the left menu, and activate content approval in the Versioning settings screen.
Click Validate at the bottom of the screen to apply the change.
Go back to the Public folder and upload a new document.
In the File upload screen, choose Major (published version) under Version.
Optional: You can leave some comments on the modifications to this version of the document if you want.
Click Validate to launch the approval process. Your document will now wait for approval before being published, and its version number will remain 0.1.
A task has now been created for all of the Approvers, who will open it from their community tasks list for approval.
The hoozin Doc Management app also lets you create dynamic .aspx web pages with rich content, such as videos, news feeds, and third-party integrations, using widgets.
Click Create a page in the Doc Management app context zone. In the Create a new page window, give the page a name, then choose the content type. The Standard template is available by default, but you can add other content types by clicking Content in the Doc Management left menu and adding other available types, which will then appear in the Page content type drop-down list.
The new page will appear in the Doc Management main zone. Click the page name to open the page editor. Give the page a title, and a summary if you want.
Pages are made up of sections that contain widgets. Use the controls on the right to move, duplicate, or remove the section; set its parameters; edit its HTML source; and configure its security.
By default, sections are created containing Free text or HTML widgets. Click the wrench icon to edit the section parameters. If you want to edit a section's source HTML, click the <> icon to open a code editor.
Standard text editing controls for bold, italic, underline, bulleted and numbered lists, links, alignment, and color are available at the bottom of the section editor.
The Content tab shows the available widgets. Click the arrow under a widget name to add it.
On the Layout tab, set the section height (in pixels). For the width, Simple width is selected by default; set the percentage of the screen for the section to take up on desktop monitors, laptop screens, and tablets in landscape and portrait orientations.
To set specific widths for each device, choose Advanced width; here you can set the percentages for all device displays, including smartphones.
Check Force carriage return to force section text line wraps by default.
You can create a table of contents at the top of the page with anchor links to the sections. Give the section a title that will appear as its table of contents entry, or check Do not include in table of contents if you don't want this section to be listed.
On the Attributes tab, set which area of the screen the section will appear in; you can also choose a section style, such as a block quote or other custom styles.
In the Section HTML ID field, you can set a unique ID for the section. In Section additional classes, add any additional CSS classes that will be used in the section.
The Advanced tab provides options for widget loading and rendering:
Widget loading on demand will load the widget content on demand, either by a manual user action (such as refreshing the page) or by a JavaScript action.
Use client cache (browser localStorage) will store widget rendering in the browser cache for a specified number of minutes.
Click the Element icon at the bottom of the editor to insert images, videos, links, and components.
Insert an image: In the Document scope drop-down list, select Workspace Documents to insert an image from the Doc Management workspace files, or Global Documents to upload an image file.
Insert a video: In the Document scope drop-down list, select Workspace Documents to insert a video from the Doc Management workspace files, or Global Documents to upload a video file.
Insert a YouTube video: Add the link to the YouTube video, and choose its layout in the section: before the text, or to the left or right of the text. Set the margins between the video window and the surrounding text in pixels, then set the height and width of the video window.
Insert a link: In the Document scope drop-down list, select Workspace Documents to insert a link to a Doc Management workspace file, or Global Documents to upload a file and insert a link to it.
Insert a component: You can add component templates to your section, then add your own text.
Accordions: Expandable/collapsible sections; only one section is expanded at a time.
Alerts: Error, info, success, and warning alerts.
Tabs: Text on multiple tabs.
Tables: Tables, which can feature rollover highlighting and/or striped rows.
You can create fillable forms in sections, which can include textboxes (single and multiline), radio buttons, checkboxes, lists, password entry fields, and a submit button.
Enter the field name, and optionally set a default value. Choose whether the field is required or not, set the width (in pixels), and set the minimum and maximum number of characters. For multiline textboxes, set the number of lines in the field.
Click Apply to add the textbox to the section.
Enter the field name and choose whether the field is required or not, then click Options. Enter the button's label and define its value (the hidden value linked to the option), then choose whether it will be pre-selected by default.
For radio buttons with comments, enable the Display a comment field option and choose whether a comment is required or not.
Click Save, then add the other buttons. Once you're done, click Apply to add the set of buttons to the section.
Enter the field name and choose whether the field is required or not, then click Options. Enter the checkbox's label and define its value (the hidden value linked to the option), then choose whether it will be pre-selected by default.
Click Save, then add the other checkboxes. Once you're done, click Apply to add the set of checkboxes to the section.
This field displays a list of options that can be selected. Enter the field name and choose whether the field is required or not. Set the width (in pixels) and the number of lines in the list. Enable Multiple selections to let the user choose more than one list item.
Click Options. Enter the list item's label and value (the hidden value linked to the option), then choose whether the item will be pre-selected by default.
Click Save, then add the other list items. Once you're done, click Apply to add the list field to the section.
Enter the password entry field name, and optionally set a default value. Choose whether the field is required or not, set its width (in pixels), and set the minimum and maximum number of characters. Click Apply to add the field to the section.
Enter the field name and the text to display in the submit button.
Optionally, you can add a message to display to the user upon successful form submission, and a list of email addresses separated by semicolons (;) to send notifications to when the form is submitted. You can also add a reset button that will clear all of the form fields.
Advanced options
To submit the data to a URL, enter it in the Submit URL field.
You can add a JavaScript anonymous function to execute before submitting the data in order to perform verifications on the form. The function must return TRUE or FALSE.
You can add a JavaScript anonymous function to execute after saving the data.
Click the Code icon and choose Edit CSS styles or Edit JavaScript code to open a code editor.
Title: The page name that will appear in the header.
Options: Show TOC will always display a table of contents of the page's sections at the top of the page. Hide community banner will hide the banner while the page is displayed.
Menu: You can choose to show the standard hoozin left menu or a narrow icon-only left menu, or to hide the left menu altogether.
Page layout: By default, pages are displayed as one column, but you can choose a two-column page according to the layout previews shown.
JavaScript file URL: The URL of the page's .aspx file to be used for JavaScript page reloading.
CSS URL: The URL of the CSS file.
You can modify the content type you specified when first creating the page here. The Standard template is available by default, but you can add others by clicking Content in the Doc Management left menu and adding other available content types, which will then appear in the Page content type drop-down list.
You can add metadata to the page file, including a description, tags, and the date and end date of the page's publication.
You can allow or disable user reactions (likes and comments) on the page.
If this option is checked, the page will be only visible in the home page in the available translated languages. For example, if a page is available in English and French only, it won't appear in the news feed of a user whose language is set to Chinese. If the option is unchecked, the document will be displayed to the user in the default language.
Click a language's toggle switch to publish or unpublish the page in that language.
Click the i icon to copy the page URL to the clipboard.
Once you've finished editing the page, click Save.
Click Publish to publish the page, which will create a new major version (for example, version 0.2 would become version 1.0) that will be available to other community members, who will be able to check out the page and edit it.
If the page isn't ready to be published, click the arrow on the right of the Publish button and choose Check in, which will create a new minor version (for example, version 0.3 would become version 0.4) that will accessible for further edits before being published as a major version.
To undo all of your modifications and revert the page, click the arrow to the right of the Publish button and choose Undo checkout.