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There are two ways of finding and accessing documents in dman. One method is to
explicitly search for documents. However, by far the most
common method though is through navigating and browsing a folder hierarchy.
Browsing document folders in dman is very similar to navigating file systems on a disk.
Folders, like directories, will contain sub-folders (sub-directories) and documents (files).
However, that is as far as the analogy goes. In dman documents are stored in a single
document pool where a unique ID identifies each document. A folder can contain references
to documents within the pool. A folder hierarchy is therefore just a logical view of that
document pool. It will contain references to some or all of the documents within the pool.
Some documents may be referenced many times, but a document cannot be referenced more
than once in any folder. Each subscriber has a home folder, and this provides an
opportunity for users to build their own view of the document pool. The home folder of
the 'dmanadmins' user acts as the root of a shared folder hierarchy that other dman
subscribers can access (subject to permissions).
Browsing through document folders is straightforward. For the folder that you are
currently viewing (the Current Folder  )
you will be shown a list of subfolders and documents within that folder.
Subfolders are listed with the icon,
the folder's Name and the folder's Summary if it exists.
To navigate down into a sub-folder, click the folder name. To navigate back up to the parent folder click on 'parent folder'
(represented by ) To view the Properties of the folder click the
 icon next to the folder.
The menu at the top of all dman templates provides an easy
means of moving between your home folder, the shared root folder and the 'current'
folder. If you are a member of more than one group that is subscribed to dman clicking
the login name will take you to the Change Login page where
you will be able to change your current dman persona.
Documents may be represented in different ways depending on the state of the document.
Ordinary documents are usually listed with the 
icon, along with the document's Title and Comment.
If a document is shown with an  icon,
it means that the document is locked. You can download and view information about
the document but you will not be able to make any changes to it (unless you hold the lock).
Click here for more information about locking documents.
Clicking on the icon next to a
document will take you to the Properties page for that document.
Clicking on the document name will allow you to view or download
the document.
Whilst browsing it is possible to register an interest in the change that may occur in
folders. This is done by enabling notifications (toggling the
 button on) for each folder of interest.
Having done so, when you as a user are informed of what has changed on the site, you will
be told of any change that has occurred in those folders of interest and the date/time the
change occurred. Currently, changes you can be notified on are the creation/modification
of documents and the creation of sub-folders.
Click here for further information of notification in general.
The folder browsing view may also contain links for other main dman functions, such as:
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When you click on a document in the folder browser, the document will either
be downloaded to your computer or displayed within a Dman template depending on
the MIME type of the document and how Dman has been configured/customised.
Note: How your browser treats documents that you download will depend
on the MIME type of the document being retrieved and how your browser is
configured to handle that type. For example, text and HTML files may be
displayed within the browser, whereas word processor document may be saved
to disk. For further information consult your browser's help documentation.
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There are two ways of adding a new document to dman. You can either upload a
file from your PC via your browser or type the contents of the document directly
into the Create Document form. In either case the procedure for adding a new
document is the same:
Enter a Title for the document. It is a good idea to enter a short description of the document in the
Comment field. Enter a Label for the first version of the document. The value
of this field will default to "1.0". You can also enter a Comment for the first version. If you are uploading a document then click the Browse button and select
a file from your PC. Otherwise type in the content of the document in the
edit box. Click the OK button to add the document or click the Cancel
button to cancel the operation. The Reset button will reset the content
of the form to when it was first loaded. This usually results in the fields
being emptied.
When a new document has been created and added to dman, a link to that document
is created in the current folder that you are browsing.
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This operation will create a new folder in the folder that you are currently
browsing. In the Folder Name field enter a name for the new folder. As each
folder has a unique ID the name does not have to be unique, however it can be
confusing browsing through a list of folders that have the same name.
You can optionally write a short description of the new folder in the Summary
field.
Click the OK button to create the new folder or click Cancel to cancel the operation.
The Reset button will reset the content of the form to when it was first loaded.
This usually results in the fields being emptied.
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Click the Delete button to delete the current folder or click the Cancel button
to cancel the operation.
If the folder you are planning to delete is not empty you will see a message
warning you of this. If you choose to delete the folder, all subfolders and
document references (but not documents themselves) within the folder will also
be deleted.
Note: You cannot delete your home folder or the root.
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If you have Read access for a folder you will also be able to view the folder's
properties. If you have Manage access, or are the owner of the folder you will be
able to modify some of these properties. The properties of a folder include:
The Folder Id. This is
the identifier of the folder. It is unique across the whole of Dman. It is created
along with the folder and it cannot be modified. The Folder Name. This is the textual name of the folder and is displayed
when browsing and in other folder operations.
This field can be
modified. The Summary is a short textual description of the folder. This field can
be modified. The Owner. This is the user who created the folder. Unlike documents,
the ownership of folders cannot be changed. The Date that the folder was created cannot be modified.
To modify the folder make the changes that you want in the editable fields and then
click the OK button or click the Cancel button to cancel the operation. The Reset button
will reset the content of the form to when it was first loaded. This usually results
in the fields being emptied.
You will also see the Folder's Access Control List displayed. This is a table
containing a list of user and group names along with the level of access control that
the particular user or group has for this folder. There are three levels of access:
Read - The user or group can view the properties of the folder and
view the contents (subject to the Access Control of the folders and documents
contained in the folder). Amend - As well as allowing Read access, Amend allows the user or
group to add document references to the folder. Manage - As well as allowing Amend access, Manage allows the user or
group to modify the folder properties and create subfolders.
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To copy or move documents between folders, or from search results, select the
document(s) that you wish to copy or move. Then click the Copy or Move button
(depending on which operation you are carrying out), or click the Cancel button to
cancel the operation.
The documents that you have selected will be placed onto a clipboard. The
clipboard will last as long as you are connected to dman. When
browsing folders you will see the clipboard on the screen.
In order to complete the copy or move operation, navigate to your desired destination
folder and click the Paste button. New references to the selected documents will
be created in that folder (the references in the source folder removed if the
operation was a 'move') and the clipboard will disappear.
Note: When copying a document the document itself is not duplicated. The document
reference in the folder is duplicated and a new reference is created in the destination
folder. Both of these references point to the same document within the document pool.
When a document is moved the document reference in the source folder is deleted.
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This operation allows you to delete document references from the current folder.
Deleting the references will not delete the document, only remove the reference
to it from the current folder. The document will still be present in the document
pool and you will be able to access it through searches or references in other folders.
However you also have the option to actually delete documents for which you have
Manage access. Click here for more information
about deleting documents.
To perform the delete select the documents that you wish to delete from the list
presented to you, select your delete options and then click the Delete button, or
Cancel to cancel the operation.
After clicking Delete you will see a confirmation form. This will present you with a
list of the documents whose references will be deleted and also a list of documents
that will be deleted (often a subset of
the previous list). To carry out the delete operation click the OK button or click
Cancel to abort.
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If you have Read access for a document you will be able to view the
document's properties, and the properties of its versions. If you have
Manage access, or are the owner of the document you will be able to
modify some of these properties. The properties of a document include:
The Document Id. This is the identifier of the document. It is
unique across the whole of Dman. It is created along with the document
and it cannot be modified. The Document Title. This is the textual name of the document and
is displayed when browsing and in other document
operations. This field can be modified. The Comment is a short textual description of the document.
This field can be modified. The Owner. This is the user who created the document. You can
change the owner of a document only if you are the current owner or a
member of the dmanadmins group. The Date that the document was created cannot be modified. The Filename of the document cannot be changed.
You can also view (and modify) some of the properties of the latest version of
the documents. These include:
The Version Id This is the identifier of the version. It cannot
be modified. The Version Label is the textual version name (often a number such as 1.1).
This field can be modified. The Date that the version was checked-in. The name of the User who checked-in the version. The Size of the version (in bytes). A textual description of the version or Comment.
This field can be modified.
To modify the document properties, make the changes that you want in the
editable fields and then click the Apply button or click the Cancel button to
cancel the operation. The Reset button will reset the content of the form to when
it was first loaded. This usually results in the fields being emptied.
You can also mark the document for deletion by clicking the Delete button.
If you have Amend access or higher you will also be able to lock the
document and unlock it (as long as you are currently holding the lock). For
more information see the section on locking documents.
You will also see the document's Access Control List displayed. This is a
table containing a list of user and group names along with the level of access
control that the particular user or group has for this document. There are three
levels of access:
Read - The user or group can view the properties of the document
and view the document itself. Amend - As well as allowing Read access, Amend allows the user
or group to add new versions to the document. Manage - As well as allowing Amend access, Manage allows the user or
group to modify the document properties, including the access control list.
The document properties view may also contain links for other dman document
functions, such as:
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Click the Delete button to mark the current document as ready for deletion or
click the Cancel button to cancel the operation.
This operation will delete the document and all of the versions
belonging to it.
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Locking a document prevents other dman users from modifying a document. While a
document is locked only the user who holds the lock can add new versions or modify the
document's properties. This allows a user to work on developing a new version of a
document (for example) knowing that nobody else can modify the document at the same time.
To lock a document, enter a short note describing why the document has been locked
in the Comment field and then click the OK button. Clicking Cancel will cancel
the operation.
In order to add a new version to a document you must perform a checkout. Checking
out a document will lock the document as well as giving you options for obtaining/editing
the document. Depending on the MIME type of the document, check-out options :
Creating a new version on-line using Check-In
(Create). This option is only available if the latest version of the
document is text. Automatically start a download of the latest version of the document.
Documents that have been locked are displayed with the
icon.
Once you have finished working on a document you should unlock it. A
Check-In operation provides the option to unlock the
document for you.
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In order to check in a new document version you must hold the lock on the
document either by checking-out the document or
by manually locking it from the document properties
page.
Add new versions to documents is a similar procedure to
creating new documents. The main difference is that you do not need to
enter a document name or comment, just the version label and comment.
Again you can add a new version by uploading a file or by writing the file
yourself in the Create Version form. If you choose this method, and the MIME
type of the current version of the document is text-based (html or plain text)
the contents of the most recent version is placed in the edit window for
you to change.
To add a new version:
Enter a Label for the new version of the document. You can also enter a Comment for the new version. If you are uploading a file then click the Browse button and select a
file from your PC. Otherwise edit the content of the document in the
text box. Click the OK button to save the new version or click the
Cancel button to cancel the operation. The Reset button will reset the
content of the form to when it was first loaded. This usually results
in the fields being emptied. If you want to unlock the document once the version has been added click
the Unlock Document checkbox so that it is filled.
The new version will become the 'current' version for the document.
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This allows you to view information about all of the versions of a particular
document. It also allows you to download or view a specific version of a
document rather than just the latest version. The information that can be
displayed about document versions includes:
The version label - the version name (often a number such as 1.1). The date that the version was checked-in. The name of the user who checked-in the version. The size of the version (in bytes). A textual description of the version or comment.
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Searching allows you to search for a document by document properties, such as
Title, or by document content. In order to search the document store the
additional Teamware Pl@za Search product must be installed on the site.
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If your search is successful you will be shown a list of documents that match your
search criteria.
If your search was based upon document content then you will see a number that shows
the frequency of the content string within the document. This 'ranking' of documents
can help you decide which documents from the result will most likely contain the
information that you are looking for.
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By creating and modifying the Access Control List of a document or folder you
can control which Pl@za users and groups can access the document or folder and the
kinds of operation that they are permitted to perform on them.
To modify the permission of an existing Access Control select a new permission from
the dop down list for that entry. To learn more about the different permission levels
and how they affect access to folders click here.
To learn how permission levels affect access to documents
click here.
To remove one or more Access Controls from the list click the Selected check box
for the entries that you wish to delete and then click on Delete.
To add a new Access Control to the list click New Access Control.
Any changes that you make to the Access Control list will not be saved until you
click on the OK button. Alternatively, to cancel you changes click the Cancel
button.
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You can apply permissions to two special groups, the Plaza group and the Public group.
The Plaza group represents all registered Plaza users whether they are subscribed to dman
or not. The Public group represents all public visitors to the web site.
You cannot add a user or group if they are already in the Access Control List
for a particular object. You must alter their permission level from the
Modify ACL page.
To learn more about the different permission levels and how they affect access
to folders click here. To learn how permission
levels affect access to documents click here.
Remember that the new Access Control will not be committed until you click OK on
the Modify ACL page.
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This operation allows you to switch between user accounts. This is useful
because the different accounts will grant you different levels of access and
permissions to different documents and folders. It also controls which folder
acts as your home folder.
To change your login select the username from the list that you wish to connect
to dman as and click the OK button. If you wish to make this account your
default access account (i.e. the account that dman uses when you first login
to Document Folders) then click the 'make default' checkbox so that it is filled.
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This allows you to change your login password. To change the password enter your
current password in the Old Password text box, enter a new password in the New
Password checkbox and then type the new password again in the Confirm Password
check box. Then click OK to change the password.
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