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The Library: Documents & Dossiers
Engracia Villar
- December 9, 2019
- 12:21 pm
- 776
- No Comments
Here you can consult and access documents and dossiers.
LIBRARY FEATURES:
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It has a flat structure
You can search directly for any document even if it is in a dossier. It is not necessary to get into a dossier to find it.
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A document can be in several dossiers at the same time.
It is not necessary to duplicate a document to have it in several dossiers (different from Windows folders).
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Dossiers group together documents in a single level
They are not sorted by hierarchies or different levels. There is a single level where documents are classified and organized by using Tags.
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Dossiers allow us to share documents
If you want to share your documents, the first thing you should do is assign them to a Dossier, even if it is only one document.
WHAT ARE FILTERS AND WHAT ARE THEY FOR?
In the Library you have documents and dossiers for their management. If you press the Search Button, it will show you both as a list by date of appearance in Gladtolink. If you find confusing to see all the documents/dossiers in the same list, you have a powerful Filter that will allow you to easily find what you are looking for.
If you want to know more about how to use the Filters, you have all the information in this tutorial.
“Use the Filters to look for documents or dossiers that you have uploaded to the library or others have shared with you.”
WHAT INFORMATION SHOWS EACH ELEMENT OF THE LIBRARY?
A list of all its elements (documents and/or dossiers) appears in the Library: Each element is in a rectangular box and its information goes by columns:
- On the left in the first column there is an icon that indicates if it is a document or dossier:
- In the second column you will see the Name of the Document or Dossier. Under the Name you will see who has uploaded it to Gladtolink.
- Then, the tags that we have assigned (if the tag has values, it will show the assigned value)
- The owner of the document or file, if it is private or shared with others, the number of pages (in Documents) or the number of documents (in Dossiers), the versions and the size it occupies.
To extend the information of each item, press the View Mode icon from the top menu.
The documents come out in Mosaic mode and allows you to see an image inside the document. If you need more useful space to visualize the elements of the Library you can hide the central menu by pressing the pushpin:
and/or hide the main menu by pressing the icon of the three horizontal lines (the hamburger):
WHAT TYPE OF FUNCTIONS CAN YOU USE IN THE LIBRARY?
In the Library you can perform massive actions on a group of Documents/Dossiers that you have preselected with the filters:
- Add Tags to a group of Documents/Dossiers.
- Assign a group of Documents to an existing Dossier.
- Create a new Dossier.
Create a new Dossier and at the same step assign a group of Documents to it. - Export the metadata associated to a group of selected documents to Excel.
- Delete a group of documents or dossiers all at once.
