Documents Features Management:

 

You can access the Documents Feature Management page by Clicking the Features Edit  button located in the Site Management menu column of the Main Administration menu (Ctrl-Alt-m) and then check marking the Documents feature activation box and then click on the Documents link.

 

• Browse Resource Topics by Category Page Instructions – used to define the instructions displayed on the Browse Resources by Category page.  The link Search for resources by keyword is automatically inserted at the end of the instructions.  This link takes the user to the Search Resources by Keyword page.
• Search Resources By Keyword Instructions – used to define the instructions displayed on the Search for Resources by Keywords page.
• Manage – links to add and manage the following:

o       Categories Link – click to display the Document Categories Management page to define categories for the Resource Document Library.

o       Custom Search Pages Link  - click to display the Custom Search Pages Management page to define custom search pages.

Version Control

By enabling Version Control on the website, users are provided the ability to:

·        Designate published version of a document.

·        Undo changes by reverting to previous version.

·        Collaborate and approve changes prior to posting.

·        Archive and view history of document changes.

·        Approve and decline documents or versions.

·        Notify administrator of document pending approval.

·        Command selected documents to open in a new window.

·        Enable Version Control Field – This field can be set to Yes or No. When set to Yes, multiple versions of a single document may be saved.

·        Default Version Control To Field – When individual documents are created and saved to the website, the value of the Version Control field will be initially set to the value selected here.

·        Enable Auto Indexing Field - Auto Indexing is an optional feature that may be purchased in addition to the standard PortalProdigy license. If the feature is licensed and installed, then enabling auto indexing allows the system to index the entire text of any DOC, RTF, PDF, TXT, HTM, or HTML document for searching purposes. The system behaves as if all the words composing the document were listed in the Keywords field of the Document Management page of the corresponding document.

·        Default Auto Indexing To Field - When individual documents are created and saved to the website, the value of the Auto Indexing field will be initially set to the value selected here.

Archived Documents - While creating, modifying and collaborating on new documents, it is sometimes desirable to have copies of each evolving document available on the website to your team but not to the public. PortalProdigy’s Version Control feature provides components to accomplish such a possibility. Using the Add New Version Button  on the Document Management page, users can load several versions or a document without publishing to the visitor’s Resource Document Library. Later, administrators or other permitted users on the team can review the Archived documents from the Document Version Management page by clicking on the View Versions button   on the Document Management page.

·        Prompt for Auto Archive? Field – You may select No to avoid an annoying prompt when you are loading large numbers of documents. It is suggested that it always be set to Yes.

·        Purge Non-Published (Archived) Documents Link – Clicking on this link accesses the Purge Non-Published (Archived) Documents search page which is used to locate archived documents and the purge them. 

§         Created Date Range Search Field –Entering a date in the first text box only, will retrieve all Documents with Created Date greater than or equal to the entered date.  Entering a range is inclusive of entered date values.

§         Modified Date Range Search Field – used to search by date last modified range.  Works the same as Created Date Range.

 

 

Clicking on the Purge Button  will delete all documents in this list from the Document Library. They will be deleted PERMANENTLY and shall not be recoverable.

·        Purge Expired Documents Link –

Approval Processing -

·        Enable Approval Processing Field - This field can be set to Yes or No. If selected to Yes, the Approval Status of the document is set to Pending as displayed in the Approval Status field  on the Document Management page of the affected document until approved or declined by an authorized user.

·        Administrator Approval Notification Template Field – If the Approval Processing Field is set to Yes and a notification letter is selected in this field, then notices will be automatically broadcast to individuals based on the settings in the Approval Notification Email Address, Administrator Approval Notification Security Group and Administrator Approval Notification Special Interest Group Fields.

At least one broadcast template for the Object Type = Document must be created or nothing will show up in the selection list. Broadcast templates are created by clicking on the Broadcasting Add Button  located in the Contact Management menu column of the Administration Menu (Ctrl-Alt-m).

·        Administrator Approval Notification Email Address Field – Enter an email address here if you want approval notifications to be sent to a specific email address.

 

·        Administrator Approval Notification Security Group Field – Select a security group from the list here if you want approval notifications to be sent to members of a specific security group.

·        Administrator Approval Notification Special Interest Group Field - Select a special interests group from the list here if you want approval notifications to be sent to members of a specific special interests group.

 

Options:

 

Topics	Used to create Topic headings for organizing Resources Documents.
	Saves the settings.
	Print the current page (contents of your browser window) according to your browser’s print settings.
	Close the page discarding all entries and edits.
	Close the page and save changes.  PORTALPRODIGY will prompt to save changes.  OK response saves changes, closes page, and returns to previous page.  CANCEL response discards all entries and edits (same as Cancel button).