The details of every request and task include the section titled Documents (or Attachments). This space makes it easy to associate documents at any time to a request or task.
Overview of Document Management
You can collect or create, in one place, all the files related to each request and task. And you can do more than that. Each document you add, can be individually tracked and controlled according to its content.
The documents can be any file that you store on your desktop or on a shared drive—Word and Excel files; PDF files; graphic, video, or audio files; or plain text files.
Structure of the Documents (and Attachments) section
The Documents (or Attachments) section is tree structure similar to Windows Explorer, in which you can create folders, create documents, manage and secure documents, and upload files. At the top level of the structure is the root folder.
By default, the root folder is collapsed when you open section.
To open the folder, click the Expand (arrow-right) button next to the folder icon.
Adding Folders, Sub Folders, and Move Folders
Create a top-level folder
The root folder is the container that stores all added folders and files. The highest-level folders are created from the root folder.
1. Right-click the root folder icon to open the menu of options.
2. Select New Folder.
3. Type a name in the New Folder box and click Enter. A top-level folder is created.
In addition to creating sub-folders and documents, you can cut, copy, and delete these folders.
Create a sub-folder
Additional actions are available to all folders that you and others create.
1. Right-click the folder icon to open the menu of options.
2. Select New Folder.
3. Type a name in the New Folder box and click Enter. A sub-folder is created.
In addition to creating sub-folders and documents, you can cut, copy, and delete these folders.
Move a folder
Use drag and drop to move folders.
1. Select and, holding down left mouse button, drag the folder onto the destination folder icon.
Adding Documents and Correspondences
You can create form-based documents, you can upload and move documents, and you can paste files from the clipboard. Depending on your local business process, you can assign a Type to every document you associate to the request.
Create a document
1. Right-click the folder icon to open the menu.
2. Click New Document to open the list of available document types. See the example below.
3. Select a document type from the list. A form-based document will open in a new window or Windows Explorer will open to your shared drives.
The document type list lets you categorize all new documents you create for the request. The example list of documents are the types in the Out of the Box (OOTB) ArkCase FOIA. Form-based documents have pre-defined completion fields, and, depending on local business process, can initiate a workflow for review or action.
Move a file to a new folder
To move a file from one Documents (Attachments) folder to another, select the file and, holding down right mouse button, drag the file onto the destination folder icon.
The file and its metadata move to the new location.
Move a file from your desktop
1. Open both your shared folders and files (for example, Windows Explorer) and the ArkCase Documents
2. From your desktop or shared drive, select the file in Windows Explorer and, holding down the right mouse button, drag the file onto the destination folder icon.
3. When you release the mouse button, the Drag and Drop pop-up box opens for assigning a document type to the file.
4. Open the File Type drop-down list and select a type.
5. Click OK.
Paste a document
Use the Paste menu option to add files from the clipboard to the folder.
Paste works when copying and cutting files stored in the same request or task. You can also paste files within the same request container–between requests and between tasks–but not between request containers. You cannot paste files from Windows–files cut or copied to the clipboard from your desktop and drives.
The Paste option is available when a file is on the clipboard. If the clipboard is empty, Paste is dimmed on the menu.
The document menu lists the available actions.
To open the menu:
1. Right-click a file name on the list.
2. Click an action from the list.
Open – Opens the file in the Document Viewer.
Edit – Opens the Word of PDF format document in Online edit mode.
Email – Crafts an email for sending messages or message/documents.
New Task – Allows user to create a workflow task around one or many documents.
Check Out – Downloads the document to allow offline editing of a document
Check In – Checking the offline edited document back in to the application.
Cancel Editing – Allows a user to cancel offline editing, which checks the document back in to the application.
Participants – Allows user to set participant permissions on a document.
Cut – Removes the file from current folder and allows the user to paste in any other folder location.
Copy – Copies the file from the current folder and allows the user to paste in any other folder.
Paste – Inserts the file from the clipboard into a folder in this or another case file document folders.
Rename – Allows the user to rename the file.
Delete – Allows the user to delete the file.
Download – Downloads the document to the users download folder.
Replace – Creates a new version of the file with content of the new file the user just uploaded.
Declare as Record – Designates that the document is an official record and moved to the ECM records management folders. (Note: this functionality is only available for customers using Records Management functionality as part of the ECM implementation. i.e. RMA from Alfresco)
Steps to Perform Document Actions
Open a file
1. Click Open from the menu or double-click the file name to open the file in the document viewer.
1. Click Edit from the menu and the Word or PDF will open in the native format and the user can edit and save directly back to the application without checking it out locally.
1. Select one many documents by clicking the checkbox in the document folder tree.
2. Right Click and select Email from the Documentmenu to open the Add Recipients people search dialog box.
3. Select Recipients and search for user/people by typing a full name (or another search entry such as a first or last name, or one or more letters with a wild card) in the search box and click Search. Results will return in a list.
4. A set of facets (filters) appears in the left column of the screen. Use the facets to further narrow a list of multiple results.
5. Click in the list to highlight a name.
6. Click Send Email when the distribution is complete.
1. Click New Task from the menu and the Task window will open and all the user to start a new workflow task associated to the one or many documents selected.
1. Select the Check Out and the document will download in your browser track and the document will be locked to your user.
1. Select Check In and browse and find your locally saved document that you originally checked out and edited offline.
2. Once document is selected, enter a check in new document comment and click check in. Then the document will be unlocked by your user.
1. Select Cancel Editing and the document will be unlocked by your user.
1. Select Participants and view the existing participants on that document and then add new participants if needed.
1. Select Cut and then select new folder and click
1. Select Copy and then select new folder and click
1.Select Cut or Copy and then select new folder and click Paste and the document will be pasted in the new location.
1. Select Rename and the type in new name and click enter.
1. Select Download and the document will download in the browser tray and will also be available in the user download folder.
The Replace action creates a new version of the selected file, the version number increments by one major version number. Replace does not delete or over lay the existing file, it simply adds the file and makes it the active version. The previous version remains available.
1. Click Replace to open your local windows Explorer.
2. Select a file from your desktop or a shared folder and click open.
3.The replacement file can have another name or be in a different file format.
Declare as Record
1. Select Declare as Record and the file will be marked as a record.
You can also replace a file using drag and drop. To replace an item, drag the new file on the existing file name. The replacement file can be from the Documents section or from your shared folders.
When the replacement is a new file, the drag and drop dialog box opens as soon as you release the mouse button. Select the Replace document option, select the document type, and click OK.
Change the active version of a file
The active version of the document shows in the metadata included with the file name that appears in the Documents (or Attachments) section.
To make another version of the file active (for example, to view it, edit it, make it the document of record), select it from the Version drop-down list.
Each file stored in the folders can be individually managed. For example, you can apply security settings to each document by assigning a permission level to every participant. Documents are tracked as versions, each of which can be viewed and reinstated. The Document Viewer displays each file and the document-level controls.
The Document Viewer space provides options for managing each document during its life cycle. To open the Document Viewer, click Open from the Document menu (or double-click the file name).
Change the on-screen view
- Zoom in and out
- Fit in window
- Rotate page left or right
- Collapse thumbnail panel
Move between pages
Use the navigation links to move between pages.
- “Go To” arrows move backward (<<the preceding page or |<< the first page) and forward (>> the next page or >>| the last page)
- Type a page number in the text field
Use the expanded thumbnails panel.
Click a thumbnail to open the page in the viewer.
Don't see the thumbnail panel?
Click the thumbnail toggle button at the top-right corner of the viewer to show the thumbnails.
Save and print
- Burn annotations
Mark up and annotate a file
Point to an icon to view its tooltip. When adding marks and annotations, first create a new layer. In addition to storing the annotations, layers track individual reviewer’s comments. To consolidate and save the layers into the document, click Burn Annotations.
Click the Layer Manager icon in the viewer sidebar.
Open the Active Layer drop-down list to view and open the existing layers.
+ add a new layer (opens a text box for naming the layer)
− delete the layer (opens a dialog box to confirm the deletion)
N rename the layer (opens text box for typing the new name)
R redact the layer
The options to split a file and to merge the current file with another file are available from the Document Viewer.
Split a document
1. Click the Split icon to open the Split dialog box.
2. Enter where the split should occur and click Enter.
1. Click the Merge icon to open the Merge dialog box.
2. Indicate the target file for the merge.
Assign document-level permissions
You can select users and assign access roles specifically to the document.
1. In the Participants section of the document viewer, click the +New The search dialog box opens.
2. Open the Participant Type drop-down list to assign the participant's document-level permission. Type can include roles such as reviewer, collaborator, owner, read-only, and no access. Your local configuration determines the options.
3. Type a name (or another search entry such as just first or last name, or one or more letters with the wild card) in the text box and click Search. The search scans your organization's list of users. Results will return in a list.
A set of facets (filters) appears in the left column of the screen. Use the facets to further narrow a list of multiple results.
4. Click in the list to highlight a name and click Save.
The name and document permission are added to the Participants
To remove a participant, click the Delete (trash can) icon.
To change a participant's role, click the Edit (pencil) icon
Add a note
You can create notes that other participants can see.
1. Click the + Add icon to create a new entry line. Your user ID and the current date automatically are added to the record.
2. Click in the empty field in the Note column and add text.
3. When finished, click outside the Notes
To remove a note, click the Delete (trash can) icon.
Document As Searchable Content
Documents associated to requests and tasks become searchable content. Depending on the request criteria, searches will scan the document metadata of the files stored in the Documents (or Attachments) section of the case container and include matches in the results.
Rich Media Support
One of the feature in ArkCase's document management functionality video and audio streaming. The document management supports many types of rich media, including, but not limited to video and audio files. ArkCase FOIA can then store, stream, or download these files in native format. In addition, the user can transcribe an audio or video file directly from the viewer page.