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08 July 2015 by Tales Costa

Tutorial

What is eikondocs. A document is more than a file. Permissions. Adding and updating documents. Searching for documents. Browsing folders and lists. Collaboration using tasks. Generating reports. Documents relationships. Documents manifest.

What is eikondocs

eikondocs is a cloud based project collaboration and document management solution that supports the complex codification, versioning and access rules usually required in large infrastructure projects handling any number of users and documents.

As easy to use as a file sharing & synchronization service, eikondocs automates
the safe storage and retrieval of digital documents while enforcing project and work process rules and requirements. Ensures document governance and provides you a clear online view of your work in progress and reliable metrics.

eikondocs eliminates rework due to documents loss or use of outdated information. Liberates team members and managers from time-consuming email and files searches looking for the right document version or comments made by project stakeholders. You don’t need to know neither the document file exact name, nor in which folder is actually stored in order to retrieve it.

With eikondocs team members located anywhere in the globe may collaborate conforming to your project rules. They can easily find and retrieve any document by name, version, content or attribute, as well as create ad hoc tasks to request action from other project members or simply inform them about new content. Automatic tasks may be set up to route documents to who has to acknowledge, comment, update or approve them.

A document is more than a file

In eikondocs a document is composed by:

  • attributes - are information on document characteristics. They are stored in a database and used to identify, classify and find documents;

  • content - is information stored in files. An eikondocs document may contain zero, one or many files;

Different kinds of documents need different sets of attributes for identification and classification. Most organizations put in place different rules and procedures for handling documents depending on the document kind. These business rules define the document’s life cycle.

eikondocs defines a collection of documents that share a common set of attributes and a common life cycle as a document class. The Workspace Admin is responsible for creating all document classes of interest. The class attributes set must be defined to ensure unique identification for each document and adequate retrieval and classification according to the business rules.

See below an example of the attributes tab on a document page:

Document page example

Document Version

Some document classes require the concept of document versions. On eikondocs a version of a document is another instance of the original document.

When you search for a document eikondocs may present all or only the last available version, according to the Workspace configuration.

A version attribute type is provided in the document class definition to support required versioning rules.

Permissions

To access documents users must have adequate permissions. These control what a user can do with the documents by defining the users’ access rights. For example, permissions controls if the user can find a document, download a file, update a document or create a new one.

Each permission is related to a specific state on a document class life cycle and granted to a specific user group. As a user may belong to multiple user groups her set of permissions will be the sum of permissions granted to all groups she belongs to. A user may have multiple permissions to a document in a particular state of its life cycle, and the stronger permission always prevails.

Adding and updating documents

On eikondocs you can create one new document at a time using a form to manually enter attributes values. As soon as the form is submitted, a new document is created and is immediately available to all authorized users.

You can add documents in bulk uploading a spreadsheet filled with their attribute values. Document files may also be bulk uploaded by simple drag & drop provided the file names follows document class naming conventions.

Documents are updated by changing attributes values or content. Content update may involve a formal check-out / check-in procedure.

Below an example of adding a document using a new document form:

New document form

Searching for documents

eikondocs provides many ways to find documents.

On a Quick Search you can quickly find all documents that contain a search string in any of their attributes values. The search scope can be set to all or restricted to some attributes such as document names or state names.

The search scope can also be set to text inside searchable content files, locating all files where the search string is found within its content. Searchable files are those based on textual information, such as email, PDF and Microsoft® Office® files.

In all cases, eikondocs only retrieves documents for which you have adequate access permissions.

See below an attribute quick search example: Quick Search

You can also perform an Advanced Search, defining search parameters based on multiple attribute values.

Advanced searches may be saved as smart folders in order to be later reused.

Browsing folders

eikondocs provides virtual folders, a convenient feature to organize document sets for easy future retrieval. Virtual folders are completely independent from the actual storage system and physical location of document files.

Folders may be seen as easy access short-cuts to document sets, organizing them as you see fit: products, projects, clients, processes, etc. Creating or deleting these short-cuts has no effect on the documents themselves. Documents in a folder are visible only to users with adequate permissions.

Public and private folders

Public folders can be assembled in a hierarchical tree structure visible to all workspace users. They provide a stable and unified structured view of the documentation space. Only authorized users and the Workspace Admin can create public folders.

All workspace users can create private folders, visible only to their creator. Private folders cannot be assembled in a hierarchical tree structure. Documents linked to a users’ private folder are still accessible by other users, who may also link them to their own private folders.

Static and dynamic folders

A public or private folder can be created either as static or dynamic.

On a static folder the document set is created establishing links. On a dynamic folder the document set is automatically gathered each time a user opens the folder. Dynamic folders are created simply by saving advanced searches.

See below an example of a public folder hierarchical tree structure including dynamic and static folders:

Public folders example

See below an example of a document set retrieved by opening a dynamic public folder: Public folder documents

Browsing lists

Lists are special document sets automatically created by eikondocs without user intervention and organized by document class and life cycle states.

eikondocs will only present lists of document class and life cycle states for which you have permissions.

See below an example of Class and life cycle states list: List by class and state

Collaboration using tasks

eikondocs users can submit tasks to one another to streamline collaboration in document processing and distribution.

Tasks can be for information - used to communicate information related to the document, or action required - used when the sender requires the recipient to perform an action on the document.

Each task has a single document, a single sender and a single receiver, but multiple identical tasks can be simultaneously issued to multiple recipients. Only users with the adequate permissions for the task´s document are eligible as task recipients.

Optionally, an email may be automatically sent on task creation to notify the recipient. Senders may also be automatically notified by e-mail when tasks are completed.

The Workspace Admin may set up automatic tasks to be sent on selected actions on documents, e. g. document creation, life cycle state change, etc.

Generating reports

Users can generate reports based on eikondocs data for off-system processing, listing documents’ or users’ events in HTML or Microsoft® Excel® formats.

This feature is available for public and private folders, search results, lists and events.

eikondocs automatically records all events concerning project documents. For each document, auditing data is available on downloads, uploads, updates and life cycle actions.

Documents relationships

Authorized users can create relationships between any two documents for which she has adequate permissions. For each relationship a motif attribute must be defined.

Documents manifest

The Workspace Admin can define document classes specialized in automatically handling document manifests. A manifest is a special kind of document whose content is a collection of files from other documents.