generated from corrad-software/corrad-af-2024
348 lines
16 KiB
Markdown
348 lines
16 KiB
Markdown
# Electronic Document Management System (EDMS) - User Guide
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## Table of Contents
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1. [Introduction](#introduction)
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2. [Getting Started](#getting-started)
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3. [Navigation](#navigation)
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4. [Document Organization](#document-organization)
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5. [Working with Documents](#working-with-documents)
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6. [Access Control](#access-control)
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7. [Search and Filtering](#search-and-filtering)
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8. [Document Viewer](#document-viewer)
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9. [My Documents](#my-documents)
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10. [Troubleshooting](#troubleshooting)
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## Introduction
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The Electronic Document Management System (EDMS) is a modern web-based platform designed to efficiently organize, store, and manage digital documents in organizational environments. The system provides a secure, hierarchical structure for document storage with comprehensive role-based access control and advanced document management capabilities.
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### Key Features
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- **Hierarchical Organization**: Documents are organized in a Cabinet → Drawer → Folder → Subfolder structure
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- **Multiple View Modes**: List, Grid, and Details views for browsing documents
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- **Access Control**: Public, Private, and Personal document categories with granular permission management
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- **Document Viewer**: Built-in viewer supporting multiple file formats (PDF, images, text files, spreadsheets)
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- **Search Functionality**: Advanced search across document titles, descriptions, and metadata
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- **Upload Management**: Drag-and-drop file upload with comprehensive metadata assignment
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- **Access Request System**: Workflow-based access request system for private documents
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- **Version Control**: Document versioning and change tracking
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- **Responsive Design**: Works seamlessly across desktop, tablet, and mobile devices
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## Getting Started
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### System Requirements
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- Modern web browser (Chrome, Firefox, Safari, Edge)
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- Stable internet connection
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- Valid user account with appropriate permissions
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- JavaScript enabled in browser
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### Logging In
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1. Navigate to the EDMS application URL provided by your administrator
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2. Enter your username and password
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3. Click "Login" to access the system
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4. You'll be redirected to the main dashboard upon successful authentication
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### Dashboard Overview
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The main dashboard provides:
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- Quick access to recent documents and activities
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- System notifications and announcements
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- Navigation menu to EDMS modules
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- User profile and account settings
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- System status and storage information
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## Navigation
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### Main Navigation Menu
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Access the EDMS through the main navigation menu:
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- **Dashboard**: System overview and quick access to recent items
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- **DMS**: Main document management interface
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- **My Documents**: Personal document collection and workspace
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- **Upload Document**: Dedicated document upload interface
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### EDMS Interface Layout
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The EDMS interface consists of three main areas:
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1. **Tree Navigation (Left Panel)**
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- Hierarchical view of cabinets, drawers, and folders
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- Expandable/collapsible folder structure
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- Color-coded access indicators for different permission levels
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- Lock icons for restricted items requiring special access
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2. **Content Area (Center)**
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- Document listing with multiple view modes (List, Grid, Details)
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- Breadcrumb navigation showing current location
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- Search and filter tools for finding documents
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- View mode controls and sorting options
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- Document tabs for filtering by access type
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3. **Details Panel (Optional Right Panel)**
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- Document properties and metadata information
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- Quick actions and document tools
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- Access control information and permissions
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- Document history and version information
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### Breadcrumb Navigation
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- Shows your current location in the document hierarchy
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- Click any level to navigate back to parent folders
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- Helps maintain orientation in deep folder structures
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- Displays full path from root to current location
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## Document Organization
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### Hierarchical Structure
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Documents are organized in a four-level hierarchy designed for maximum flexibility:
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1. **Cabinet**: Top-level organizational unit (e.g., "Human Resources", "Finance", "Projects")
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2. **Drawer**: Major category within a cabinet (e.g., "Employee Records", "Budget 2024", "Active Projects")
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3. **Folder**: Specific project or topic (e.g., "Recruitment", "Q1 Reports", "Project Alpha")
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4. **Subfolder**: Detailed categorization (e.g., "Applications", "Monthly Reports", "Phase 1 Documents")
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### Document Categories
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- **Public**: Accessible to all system users without restrictions
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- **Private**: Restricted access requiring specific permissions or approval
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- **Personal**: Individual user documents with private access by default
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- **Templates**: Reusable document templates for standardization
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### Visual Indicators
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The system uses color coding and icons to indicate access levels:
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- **Green**: Public documents (open access for all users)
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- **Blue**: Personal documents (owned by you)
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- **Red**: Private documents (restricted access)
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- **Lock Icon**: Documents you cannot currently access
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- **Template Icon**: Document templates available for use
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## Working with Documents
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### Uploading Documents
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#### Single File Upload
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1. Navigate to the desired location in the hierarchy
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2. Click the "Upload" button or use the dedicated "Upload Document" page
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3. Select file(s) using the file picker or drag-and-drop interface
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4. Fill in comprehensive document metadata:
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- Document title and description
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- Keywords for enhanced searchability
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- Category and current status
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- Access level and specific permissions
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- Department or responsible party
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- Retention period and compliance information
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5. Review and click "Upload" to save the document
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#### Bulk Upload
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1. Select multiple files using Ctrl+Click (Windows) or Cmd+Click (Mac)
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2. Assign metadata to individual files or apply common metadata to all
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3. Set default properties for batch processing efficiency
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4. Monitor upload progress with real-time status updates
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5. Review and confirm successful uploads
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### Document Metadata
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For each document, you can specify comprehensive metadata:
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- **Title**: Descriptive document name/title
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- **Description**: Brief summary of document content and purpose
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- **Keywords**: Search terms for improved discoverability (comma-separated)
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- **Category**: Document type (Technical Specification, Contract, Report, Policy, etc.)
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- **Status**: Current state (Draft, Under Review, Approved, Archived, etc.)
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- **Department**: Responsible department or team
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- **Access Level**: Determines who can view and interact with the document
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- **Retention Period**: How long the document should be retained
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- **Version**: Document version number and change notes
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### Viewing Documents
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1. Click on any document to view its details and metadata
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2. Double-click to open in the built-in document viewer
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3. Use the preview panel for quick viewing without opening
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4. Download documents for offline access and external editing
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### Managing Documents
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- **Edit Properties**: Modify document metadata and settings
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- **Move Documents**: Drag and drop to reorganize into different locations
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- **Delete Documents**: Remove documents with confirmation and audit trail
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- **Copy Documents**: Duplicate documents to multiple locations
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- **Version Control**: Track document versions and view change history
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- **Share Documents**: Generate sharing links and manage access permissions
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## Access Control
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### Understanding Access Levels
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#### Public Documents
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- Visible and accessible to all system users
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- No special permissions or approvals required
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- Green color indicator for easy identification
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- Suitable for general information and policies
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#### Private Documents
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- Restricted access requiring specific permissions
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- Red color indicator with lock icon
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- May require access request and approval workflow
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- Ideal for sensitive or confidential information
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#### Personal Documents
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- Documents owned and controlled by individual users
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- Blue color indicator showing ownership
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- Full control over sharing and permissions
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- Private workspace for individual document management
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### Requesting Access
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When you encounter a private document you cannot access:
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1. **Identify Restricted Item**: Look for red color coding and lock icon
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2. **Initiate Access Request**: Click the "Request Access" button
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3. **Complete Request Form**:
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- **Document Information**: Pre-filled with document title and file details
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- **Access Type**: Choose appropriate permission level:
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- View Only: Read-only access to document content
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- Download: View and download permissions for offline access
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- Print: View and print permissions for physical copies
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- Full Access: Complete access rights including editing
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- **Access Duration**: Select appropriate timeframe:
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- 7 days, 14 days, 30 days, 60 days, 90 days, or Permanent
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- **Justification**: Detailed explanation of why access is needed (required field)
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4. **Submit Request**: Click "Submit Request" to send for approval
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5. **Monitor Status**: Track request status and wait for approval from document owner or administrator
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### Access Request Status
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- **Pending**: Request submitted and awaiting review by approvers
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- **Approved**: Access granted for specified duration and permission level
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- **Rejected**: Request denied with explanation from approver
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- **Expired**: Previously approved access has reached its expiration date
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## Search and Filtering
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### Basic Search
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1. Use the search box in the top navigation bar
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2. Enter keywords, document titles, or content descriptions
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3. Press Enter or click the search icon to execute search
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4. Results display with matching documents and highlighted search terms
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5. Refine results using additional filters and sorting options
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### Advanced Search Options
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- **Filter by Type**: Documents, folders, cabinets, or specific file formats
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- **Filter by Category**: Technical, Administrative, Financial, HR, etc.
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- **Filter by Date Range**: Creation date, modification date, or access date
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- **Filter by Owner**: Documents by specific users or departments
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- **Filter by Access Level**: Public, private, personal, or template documents
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- **Filter by Status**: Draft, approved, archived, or under review
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- **Filter by File Format**: PDF, Word, Excel, images, etc.
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### Search Tips for Better Results
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- Use quotation marks for exact phrase matching
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- Combine multiple keywords with spaces for broader results
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- Search includes document titles, descriptions, metadata, and content (where supported)
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- Use wildcards (*) for partial word matching
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- Utilize Boolean operators (AND, OR, NOT) for complex searches
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### Document Tabs for Quick Filtering
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Filter documents by category using convenient tabs:
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- **All**: Display all accessible documents in current location
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- **Public**: Show only public documents available to all users
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- **Private**: Display private documents you have access to
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- **Personal**: Show your personal documents and workspace items
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## Document Viewer
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### Supported File Formats
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The built-in document viewer supports multiple formats:
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- **PDF Documents**: Full preview with zoom, navigation, and text selection
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- **Images**: JPG, PNG, GIF, BMP with zoom and pan functionality
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- **Text Files**: TXT, RTF with formatted preview and search
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- **Microsoft Office**: DOC, DOCX, XLS, XLSX, PPT, PPTX (basic preview)
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- **Other Formats**: Download option provided for unsupported formats
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### Viewer Features and Controls
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- **Zoom Controls**: Zoom in/out from 25% to 400% for optimal readability
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- **Page Navigation**: Navigate through multi-page documents with thumbnails
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- **Full Screen Mode**: Maximize viewer for immersive document experience
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- **Download Function**: Save document locally for offline access
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- **Print Support**: Print document directly from viewer interface
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- **Search in Document**: Find specific text within document content
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- **Rotation Controls**: Rotate document pages for better viewing
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### Viewer Interface Controls
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- **Zoom Options**: 25%, 50%, 75%, 100%, 125%, 150%, 200%, Fit to Width, Fit to Page
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- **Navigation**: Previous/Next page buttons, page number input, thumbnail sidebar
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- **View Options**: Single page, continuous scroll, two-page spread
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- **Tools**: Text selection, annotation tools (if enabled), measurement tools
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- **Close**: Return to document list or previous view
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## My Documents
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### Personal Document Workspace
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The "My Documents" section provides a personalized workspace showing:
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- Documents you've created and own
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- Documents you've recently accessed or modified
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- Documents shared with you by other users
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- Recent document activity and version history
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- Personal folders and organizational structure
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### Organization and Management Features
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- **Quick Search**: Search specifically within your personal documents
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- **Sort Options**: Sort by name, date created, date modified, file type, or size
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- **View Modes**: Switch between list, grid, or detailed view layouts
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- **Bulk Actions**: Select and manage multiple documents simultaneously
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- **Folder Creation**: Create personal folders for document organization
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- **Favorites**: Mark frequently used documents for quick access
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### Personal Document Statistics and Insights
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View comprehensive information about your document usage:
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- Total number of documents owned and accessible
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- Storage space used and available quota
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- Recent upload activity and document creation trends
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- Document categories and type distribution
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- Most accessed documents and usage patterns
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## Troubleshooting
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### Common Issues and Solutions
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#### Cannot Access Document
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- **Check Access Level**: Verify document permissions and look for lock icons
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- **Request Access**: Use the access request feature for private documents
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- **Contact Administrator**: Reach out for urgent access needs or system issues
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- **Verify Account Status**: Ensure your user account is active and properly configured
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#### Upload Problems
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- **File Size Limits**: Check maximum file size restrictions (typically 50MB)
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- **File Format Support**: Ensure file format is supported by the system
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- **Network Connection**: Verify stable internet connection for large uploads
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- **Upload Permissions**: Confirm you have upload permissions for the target location
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- **Browser Issues**: Try clearing cache or using a different browser
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#### Search Not Working Properly
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- **Check Spelling**: Verify search terms are spelled correctly
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- **Try Alternative Keywords**: Use different or broader search terms
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- **Clear Active Filters**: Remove any filters that might be limiting results
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- **Refresh Application**: Reload the page to reset search functionality
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- **Check Indexing Status**: Some documents may take time to be indexed for search
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#### Document Viewer Issues
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- **Browser Compatibility**: Ensure you're using a supported modern browser
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- **Enable JavaScript**: Verify JavaScript is enabled in browser settings
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- **Clear Browser Cache**: Clear cache and cookies to resolve display issues
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- **Plugin Requirements**: Install any required browser plugins for specific file types
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- **Download Alternative**: Use download option if viewer is not functioning
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### Getting Help and Support
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- **Contact IT Support**: Reach out to technical support for system issues
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- **Check System Status**: Verify overall system availability and maintenance schedules
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- **User Training**: Request additional training sessions for advanced features
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- **Documentation**: Refer to technical guide for detailed system information
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- **Community Resources**: Access user forums and knowledge bases if available
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### Best Practices for Optimal System Use
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1. **Systematic Organization**: Create and maintain clear, logical folder structures
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2. **Descriptive Naming**: Use meaningful, descriptive document titles and filenames
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3. **Regular Maintenance**: Periodically review and clean up outdated documents
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4. **Backup Strategy**: Keep local copies of critical documents as backup
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5. **Consistent Conventions**: Follow organizational naming and filing conventions
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6. **Metadata Accuracy**: Keep document metadata current and accurate
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7. **Access Control Respect**: Follow organizational policies for document sharing and access
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8. **Version Management**: Use version control features to track document changes
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9. **Security Awareness**: Be mindful of document sensitivity and appropriate access levels
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10. **Regular Updates**: Stay informed about system updates and new features
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---
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**Document Version**: 2.0
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**Last Updated**: December 2024
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**System Version**: EDMS v1.0
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**Platform**: Electronic Document Management System |