Managing linked documents

DMF

1001** OFFICE AUTOMATION WRITE WRITE

100107 OFFICE AUTOMATION WRITE NEW DOCUMENT (OR DRAG&DROP) or 100108 OFFICE AUTOMATION WRITE NEW DOCUMENT

100109 OFFICE AUTOMATION WRITE MODIFY DOCUMENT

100110 OFFICE AUTOMATION WRITE DELETE DOCUMENT

From the context panel of an issue, the Linked documents section contains the documents linked to the issue, for example a screenshot, a link to an issue or a log file.

Click on the name of the document to open its preview, or hover over the name of a document to display its details (creation date, last modification date, users who created and last modified the document, etc.).

There are two types of documents:

  • External documents that are linked to the issue and visible by the customer on their Customer Portal. Those documents are identified by the icon.
  • Internal documents that are hidden on the Customer Portal and that can only be used internally. Those documents are identified by the icon.

To add a document:

  • Click on the Add document / URL frame then select the document from the file browser.
  • Drag and drop the document in the Add document / URL frame. This feature requires the DMF 100107 OFFICE AUTOMATION WRITE NEW DOCUMENT (OR DRAG&DROP).

When a document is added to an issue, the following features are available from on the right of the document:

From the Linked documents section, you can realize several actions:

  • To publish or unpublish a document, click on then on Publish/Unpublish. This action allows you to modify the visibility of the document. Click on Publish so that the document becomes an external document (visible by the customer from the Customer Portal), and on Unpublish so that the document becomes an internal document (not visible by the customer from the Customer Portal).
  • To download a document, click on then on Download. This action allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
  • To open a link, click on then on Open link. This action allows you to open a hypertext link in a new tab. This option is only available if the document is a hypertext link.
  • To unlink a document, click on then on Unlink. This action allows you to remove the document from the issue. The document is no longer linked to the issue but the document's record sheet associated is kept in Akuiteo.
  • To delete a document, click on then on Delete. This action allows you to delete the document. The document record sheet associated is also deleted from Akuiteo.

When a document is added to an issue, the Show details function is accessible under the documents list. The table which opens allows you to obtain more information on the document and the following actions are available in the Actions column:

  • To visualize a document, click on . This action allows you to visualize a document before downloading it on the computer. This option is only available if the document is an image, a .txt file or a PDF document.
  • To download a document, click on . This action allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
  • To open a link, click on ; This action allows you to open the URL in a new tab in the browser. This option is only available if the document is a hypertext link.
  • To delete a document, click on then on Delete. This action allows you to delete the document. The document record sheet associated is also deleted from Akuiteo.
  • To lock or unlock a document, click on then on Lock/Unlock. This action allows you to lock or unlock a document. This option is only available if the document is not a hypertext link. When a document is locked, the icon is displayed on the document record sheet in the Desktop Application.
  • To file a document, click on then on Filed under. This action allows you to specify one or several keywords linked to the document. From the documents search screen (Desktop Application > Tools > Documents), a user can specify the keywords in the Filed under field in order to easily find the relevant document.
  • To archive or de-archive a document, click on then on Archive/De-archive. This action allows you to archive or de-archive the document.