tutorials

Use of the document & dossier preview

Engracia Villar

April 23, 2020
12:18 pm
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Discover the components and tools of the document and dossier preview

2019, Basic things, Documents, Dossiers, New forms

Thanks to the document preview, you can, not only preview a document or a dossier, but also use a variety of tools that allow you to do a large number of actions.

How do we open the preview?

To access the preview of a document or dossier, go to the library and click on the document/dossier.

Preview components

1. Name

In this section you can see the name of the document or dossier and modify it by clicking on the pencil icon.

Note that the icon will not appear if you do not drag the pointer onto it.

2. Information

You can see the information of the dossier/document in this section.

Click on it to display the section and see fields with the document information (Name, creation date, owner…) and some features such as a direct link to download the document.

In addition, if you are previewing a document, you can see information about its current version.

3. Versions

In this section you can see a history of the document versions, as well as view any version by clicking on the box.

In addition, in the upper right corner of the section you will find 2 buttons:

The first is “Regenerate” and it will allow you to create a new version of the document directly on its same template.

The second button is “Create new version” and it allows you to create a new version with different options, such as uploading a new document, using another template or creating a default pdf with the data from its tags.

4. Conversations

Both documents and files can have conversations associated to them. It can be used to discuss related matters.

Click on it to see the document’s list of conversations.

Finally, in the upper right corner you have the button to add conversations. Choose the name of the conversation and the users who will be part of it.

5. Tags

Here you have the tags assigned to the document (or dossier) and their value.

Click on the “+” icon in the upper right corner to add or remove labels by selecting them. You can also change the status of the label.

6. State

This section shows you the status of the current document flow, if it has one.

You can modify it, but with the transitions that the document flow already has.

7. Tag data

Here you have the data of the tag form. You will only see those that have been filled out.

You can lock the form by clicking the padlock icon, or go to edit mode by clicking the pencil.
In this mode, all fields, even those not filled out, will appear and you can edit them.

8. Sharing

In the sharing section you can view the users or groups with whom the document or dossier is shared.

If it is a dossier, you can edit the sharing by clicking on the pencil icon to add or remove users or groups.

9. Navigate through documents

This options allows you to move among documents both in the library and in a dossier. If you are previewing a dossier, you can also move among different dossiers. It indicates the total number of documents/dossiers and the one you are in.

If you are on a mobile device, activate this option through the drop-down menu (button with three dots) in the upper right corner.

Finally, if you are in a document that belongs to different dossiers, to change the dossier click the small arrow (see right image) and the menu will be displayed with the list of existing dossiers as well as the library.

10. Toolbar

The toolbar allows you to use a number of functionalities related to the document. It is in the upper right corner of the preview.

If you are on a mobile device, most of the actions of this bar will become a drop-down menu located in the upper right corner in the form of three dots.

These are the meaning of the icons, from left to right:

- Download: It allows you to download the document/dossier.

- Send by email: It will send via email the document or dossier.

- Assign to a dossier/Add documents: Click this icon to assign the current document to an existing dossier. If you are previweing a dossier, you can add documentos into it.

- Create dossiers: Click this icon to create dossiers. If you are previewing a document, it will be added to the dossier you are creating.

- Privileges / Secure dossier VDR: If it is a document, you can modify the privileges individually and add/remove users/groups. If it is a dossier, you can configure its security, add a watermark for the documents, allow downloading, tag and send them by email or upload new ones.

- Sign (only documents): You can send this documento to be signed through an integration.

- Traceability: A menu will be displayed where you can filter information of the document/dossier traceability.

- Close: This last red icon will close the document preview.

11. Preview.

In the documents preview you can see their content as long as it has been generated.

In the document preview you can:

Zoom with the mouse scroll.
Put the document in full screen with the icon located in the lower right corner.
Go through pages with the arrows in the black block at the bottom of the page of the document you are viewing.

If it is a dossier, you will have a list of the documents that it contains and basic information about them (Date and Tags), as well as 3 dots with different options to do with the document.