An external document is the posting of a link that is access outside the platform, which has the same properties of a common document, but needs to have an URL for external access.
When the HTTPS (Hyper Text Transfer Protocol Secure) is used, users can only add external documents redirected to locations that also use this protocol.
01. After clicking on the option New external document in the location where it will be created, enter a description.
02. Enter the requested information in the General information tab.
URL
URL to which the user will be redirected when accessing this external document.
Comment
Brief description with relevant information about the external document.
Tags
Labels assigned to the external document for easy searching later. Tags act as keywords and allow the external document to be tagged in a more personal and informal manner. You can find the external document by browsing or searching. Enter with or without the character “#” to enable auto complete of the tags in the tags field. The auto complete retrieves a drop-down list of the five most used tags based on the characters typed after the character "#".
Version/review description
Description for the current version/review of the external document.
Version/review
Start version/review number of the external document being posted. This field is only enabled when adding an external document and when the "Manual control of the start version" field of the Parameters feature under the General tab in the Control panel is checked. When the Control Panel field is not checked, the version/review "1000" is automatically assigned to the external document, and cannot be changed. This field format is numeric (999,999) and the first three numbers represent the version and the other three represent the review. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. As you select this field, the contents of the document can be changed and its original creation date is changed to the date it was last changed due to the creation of a new version/review.
Create compulsory version/review
When selected, it determines that it is not possible to change the external document and keep the same version/review, i.e., you can only make changes by creating a new version or review of the document.
Document expires?
When checked, it determines that the external document will expire on the date entered in the field "Valid until". Otherwise, the external document will not expire and the date entered in the field "Valid until" is not considered. This option will be displayed as checked when the field “Document expires?"– from the Parameters feature of the General tab in the Control Panel - is checked.
Expiration notification period
Advance period – in days – from which expiration notification for the external document will be issued. If you enter zero (0), it will consider the number of days entered in the platform's general parameters.
Valid from
Date from which the external document will be available to users – according to their access permissions. This date allows the external document's author to schedule its viewing to the other users of the platform, as it will only be displayed as of that date. When the external document is valid only as of a future date, the author views it with a red arrow representing that it is a future document. The future posting date cannot be earlier than the current date and the future post does not send notification e-mail (document approval, new version/review, etc.).
Valid until
The date from which the external document will be considered expired when the option "Document expires?" is checked. The expiration date is suggested considering the field "Document expiration days" – from the feature Parameters of the General tab of the Control Panel – when it has any value set. If the field "Document expires" of that feature is not checked, that date is disregarded.
Document type
Type to which the external document belongs.
Subject
Subject to which the external document is related.
Icon type
Graphic element representing the external document. When the icon is not selected, a standard icon is assigned.
Author
Author user of the external document being created.
Language
Language to which the external document will be related. The language is used to index the information of the external document. Indexed information is used in searches by content. As default, the language determined is shown in the user preferences function. If it is not defined in the user profile, the standard language defined in the General Parameters of the platform is suggested.
Notify?
When checked, this option specifies that users who have the subject related to the external document as a subject of interest will be notified when the application is posted.
03. Click on the Related documents tab to link a document to the external document, if desired.
The Related documents tab allows you to link the external document to another document that is useful to the reader.
04. Click on Add.
05. Find and select the desired document.
06. Click on Confirm.
07. Click on the Approval tab.
08. Define the approval criteria for the external document, if you wish.
For more information about the procedure, see Define approval criteria for folder or document.
09. Click on the Security tab.
10. Define the security criteria for the external document, if you wish.
For more information about the procedure, see Define security criteria for folder or document.
11. Click on Save.
01. Find and click on the name of the external document you wish to view.
02. View your content.
You can perform some actions when viewing the external document, such as viewing its properties, viewing social information, copying its link, among other options. For more information, see Document view.
01. Find the external document for which you wish to request additional permissions.
02. Place the mouse over the name of the external document.
03. Click on Request additional permissions, located in the table displayed with the external document's general information.
Clicking on this option opens a window in which you can request additional permissions for the external document. For more information, see Request additional permission for a folder or document.
01. Find the external document for which you wish to define priority.
02. Enter the desired priority for the external document in the Priority column.
For more information about external document priority, see Define priority for a folder or document.
If the Priority column is not displayed in the folder containing the external document, you can enable it by following the steps of the alternative path View folder content priority under Folder.
01. Find the external document for which you wish to perform a social action.
02. Click on the icon corresponding to the desired social action, located in the social actions area, to the right of the external document's name.
For more information about social actions that can be performed for an external document in document browsing, see Support folder or document, Comment on folder or document and Share folder or document.
01. Find the external document that you wish to follow.
02. Click on the Notify icon, located after the social actions area to the right of the external document's name.
For more information on the Follow feature, see Follow document.
01. Find the external document that you wish to define as a favorite.
02. Click on the Add favorite icon, represented by a star, located below the external document's name.
For more information about the Favorites feature, see Define folder or document as favorite.
01. Find the external document that you wish to rename.
You need to have modify permission for the external document in order to rename it.
02. Click on More options, located to the right of the external document's name.
03. Click on Rename.
Clicking on this option opens a window in which you can rename the external document. For more information, see Rename folder or document.
01. Find the external document that you wish to edit.
02. Click on More options, located to the right of the external document's name.
03. Click on Properties.
Clicking on this option opens a window in which you can edit the external document. For more information, see Edit folder or document properties.
01. Find the external document for which you wish to restore an older version.
02. Click on More options, located to the right of the external document's name.
03. Click on Properties.
Clicking on this option opens a window in which you can restore an older version of the external document. For more information, see Restore document version.
01. Find and select the external document that you wish to copy to another location.
02. Click on Copy, located in the action bar on the top left of the window.
For more information on how to perform this action, see Copy and paste folder or document.
01. Find and select the external document that you wish to cut to another location.
02. Click on Cut, located in the action bar on the top left of the window.
For more information on how to perform this action, see Cut and paste folder or document.
01. Find and select the external document for which you wish to create a mirror document.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Mirror.
Clicking on this option opens a window in which you can finish creating a mirror document of the external document. For more information, see Mirror document.
01. Find and select the external document you wish to delete.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Delete.
Clicking on this option opens a message stating that the external document has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by the external document in the folder will be freed only when the external document is deleted from the Bin. For more information on how to restore or definitively delete the external document from the platform, go to the Bin.
Please note!
This documentation is valid as of the 1.6.3 update. If you use a previous update, it may contain information different from what you see on your platform.
