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How to use the Library
Engracia Villar
- April 7, 2020
- 10:42 am
- 1,013
In Gladtolink’s library you will find all those documents and files that you upload, that are generated or shared with you.
As well as being the store or repository where all your documents and files are, you have several functions that facilitate access to them.
If you are trying to download a document and your browser stops downloading, solve it by clicking on this tutorial.
Filters
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What are they for?If you need to search a document among a very large volume of them, filters are your great ally. You can filter based on certain criteria, to see only those documents that interest you.
You will soon realize how useful it is to save these filters in order to reload them comfortably or set them as default. In addition, there are essential filters to create certain automatisms and integrations.. -
How to use the filtersLearning to use filters is easy and simple. Be clear about your search criteria and click on the image to access the tutorial that explains the types of filters and how to use them.
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Predefined FiltersYou can create custom filters to manage and organize your document library to your liking, quickly and efficiently. You can also save these filters to use them whenever you need to. Clicking on the image you will go to a specific tutorial for your predefined filters.
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Filter by data fieldsThe Tag Filter allows you to refine your search even more, filtering by its data fields.
When a tag has a linked form, you have the possibility to filter by the content of its fields. You can indicate that a specific field is filled or not, or that it must be equal to a value that you indicate or different from said value. To know more, click on the image.
“The use of the Library is agile and intuitive. Knowing their different options greatly facilitates your work.”
Dossiers
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How to create a DossierClick on the left image to learn how to create a dossier in two steps. If you want to assign the documents to the dossier and decide who you want to share it with, you can also do so at the time of creating it.
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How to share your DossiersThe way to share your documents on Gladtolink is through dossiers. If you share your dossiers with other users, any document you assign to those dossiers will be visible to the users you selected.
You must enter the dossier and click on "Share" (on the left). Click on the image to go see the tutorial. -
How to assign a document to a dossierThere are several ways to assign documents to dossiers. Click the icon on the left to learn how.
When you insert documents into a dossier, you can share it with other people or groups. They will be able to see all the documents included in that dossier and will have certain privileges on these documents. -
Conversations in documents and dossiersThe most practical thing when you talk or discuss the content of a document or dossier, is to do it ON IT. In this way you keep all the history of what happened with each document/dossier and you can consult it from the same site. Click on the image to know how to do it.
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The dossier previewBy clicking on a dossier, you will see on the right the documents contained in it and, on the left, information about the dossier and different actions that you can perform from this place. Learn about all the functions available from the preview clicking on the image.
Tags
Tags are Gladtolink’s engine and your greatest ally. They will be the key in everything you want to build from them. So pay close attention to its settings.
Create Tags
You can create Labels from very different points. To start, go to the main menu on the left side, to the Labels section and click on “+ Create Label“
Give a name to your Tag, a color and even an icon to personalize it.
Once created, you can add a list of values, a document flow and/or a form.
In this tutorial you will see step by step how to create them and what each element of the label consists of.
Sort your Tags
If you have numerous tags, for a better organization, you can order them according to some criteria. Click on this link to see the tutorial.
Sharing Tags
Sharing tags is very useful to collaborate with other users. Add the contacts with whom you want to share the tags and choose what permissions you want to give to each one. In this tutorial you will learn how to share your labels.
Selecting Tags
You have two options to tag documents or dossiers: create a tag or select them from those you already have. In the first case, you only have to enter the document or dossier and create a tag through the options you will see on the left side of the document/dossier.
Let’s talk about selecting tags. If you have to choose among multiple tags, the filters will help you find them. By simply clicking on the one you want to add, the tag goes to the Selected Column. That easy. In this tutorial you have more detailed information about the filtering options and the selection.
Tag multiple documents/dossiers at once
If you want to add a tag to a set of documents of the Library, you don’t have to go one by one, you can tag them all together.
Go to the library, select all the documents and/or dossiers you want to tag and click on the “Tag” icon in the top menu.
You will now see the Multiple Tagging dialog box. The documents you have chosen are in the left column in order to check which documents you are going to tag.
In the right column click on “+ Select tags” and choose the ones you need. In a moment you will have tagged a large number of documents, saving you a lot of time. In this tutorial you have more details about Multiple Tagging.
Exports
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What are they for?By exporting the metadata of your documents and dossiers, you can comfortably work with them, for example, on an Excel sheet, to obtain graphs and statistics to your liking.
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How to create a data ExportThe first step is to select from the Library the documents from where we want to extract the data. Filters will help you choose them. Remember that the data is on the tags of the documents. Once the documents are chosen, go to the "Predefined exports" icon
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Predefine your ExportIn this section you define the export according to your interests. There are three sections:
1. Data export format. You can create the export format or select an existing one.
2. Choose the elements on which apply the export. You have three options:
· Apply on all filter elements.
· Apply on the current page.
· Apply on the selected elements.
3. Select a file type. You have the option to choose between XLS, HTML, CSV or Graphic online.
Click on the image to get all the details of the data exports.
Preview: display of documents and dossiers
The preview is the way to view your documents and dossiers, but you can also perform multiple actions from it.
How to open the preview
It is as easy as going to the Library and clicking on the document or file you want to view. If it is a document, you will see it on the right of the screen and, on the left, you have all the information about it.
If it is a dossier, you will see the list of documents that it contains.
Elements of the preview
The elements of the preview provide all the information you need about the document or dossier. You can also perform various actions directly from here. The elements are: Name, Information, Versions, Sharing, Conversations and Tags.
Click on this tutorial for further information.
View the document in full screen
- Zoom with the mouse scroll.
- Put the document in full screen with the icon located in the lower right corner.
- Navigate among pages with the arrows in the black block at the bottom of the page of the document you are viewing.
