Document Management page:

The Document Management page is reached by clicking on the Documents Browse Button  located in the Content Management menu column of the Main Administration Menu (Ctrl-Atl-m) and then searching for a document or clicking the Add New Button.

 

Used to add, edit, and remove documents from the Resource Document Library.

 

Page Settings section:

 

 

• Use - select one of the following:

o     Page Type Default Settings – use to select the default Page Settings Collection for this feature.  The Default Settings for each feature are set from Page Type Manager which is listed on the Utilities Menu.  When PortalProdigy is first installed, each feature is set to inherit the Site Settings Collection.

o     Other – use to select a specific Page Settings Collection from the list box.

• Add New button  use to create a new Page Settings Collection.
• Page Manager button  use to open Page Manager to view and edit the selected Page Settings Collection.

 

Document Details section:

 

• Document ID – this is assigned automatically by PORTALPRODIGY when you save the document record.  It can be used in other feature components to retrieve the document.
• Document Title – enter a name for the document.  This name may be different than the physical file name.
• Document Description – you may enter a brief summary of the document here and applicable usage instructions.  This description will be displayed following the Document name in all document listings pages.
• Keywords – this is used to enter keywords and phrases for indexing and performing document searches.  Enter one keyword or phrase per line. Press enter to go to next line.  You may enter an unlimited number of keys.
• Append Document - when creating a new record, an empty text box is displayed.  You may enter the path and file name into the text box, e.g. “c:\my documents\PortalProdigy.htm”, or you may use the  button to locate and select a document (file) that is stored on the user’s work station. 
• Mini Web – the default is No.  Mini Web’s are created using Web Help Builder, a software tool for converting Microsoft Word documents into mini Websites complete with Table of Contents, Index, Navigation Options, and Keyword Search capability.  Web Help Builder is a product of Brolin Corporation.  Contact your Portal Prodigy representative or IBCA for more information about Web Help Builder.  Set Mini Web to Yes, when loading a Mini Web into your Resource Document Library.
• Mini Web Keyword Search Page Title – used to define the title displayed on the Mini Web’s Keyword Search page.  Only applicable when Mini Web is set to Yes.
• Mini Web Keyword Search Page Instructions – used to define search instructions displayed on the Mini Web’s Keyword Search page.  Only applicable when Mini Web is set to Yes.
• Use Template – the default value is Yes, which instructs PORTALPRODIGY when possible to display the document (file) within your website’s template pages.  Set this to “No” if you want to the document (file) to be displayed in a separate window without your website’s template.  Common document (file) formats such as “.htm”, “.txt” and “.pdf” can be displayed within your website’s template.   Documents (Files) requiring third party software to host (open) the document, may not operate within your website’s template.  If the user’s computer is not setup to auto-run the third party software required by the document (file), PORTALPRODIGY will prompt will allow the user to download the file to their computer.
• Open in New Window – Sometimes it is desirable to have a document open in a browser window other than the one that is active, such as what are commonly called pop-ups. If you want a document to open in a different window when visitors to your site select it, then select Yes for this field.
• Window Width – If you select Yes for Open in New Window, indicate the pixel width of the new window (typically between 600 and 800).
• Approval Status – When using version control, this field indicates whether a document is approved to be displayed on the visitor’s portion of the website.
• Document URL – this option is not visible when in add new document mode.  It is the URL to view the document.  Use to copy and paste the URL to an email in order to send someone a link to view the document.

When editing an existing record, the Append Document option is no longer visible.

 

Document Categories section:

 

• Categories – Controls location in the public portion of the website Browse Document Library pages. Check each Category that the document is to be listed under.

• Resource Library Categories – all Categories defined using Categories Management are listed here.  These are the Categories that are listed in the Resource Document Library Browse Resources by Category pages and as search criteria on the Search Resources by Keyword page. 
• System Files – these are special categories created and used by the Portal Prodigy system.  When a Brochure is added to a Product, Portal Prodigy automatically creates a Document record and places the document into the Resource Document Library and assigns it to the System Files > Brochures Category.  You may also add documents to these categories via Document Management.
•  - the plus sign is displayed when a Category contains Sub-Categories.  Click on the plus sign to expand the category to view its sub-categories. 

 

Version Control Section:

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 and 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.

·        Version Notes - This free form memo field is used to communicate with others who may be collaborating on the master document.

·        Version Number - If version control is enabled and several versions of a document are archived then the sequential number based on the order entered is displayed here.

·        Published Version Document ID - Indicates the Document ID of the published (active/displayed on public portion of site) version of the document.

·        View Versions Icon  - 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.

 

Document Version Management Page

 

View Icon  – opens the corresponding version of the document in a browser window.

Manage Icon  – opens the Document Management page for the corresponding document in a browser window.

Check Out Icon  –   Click on this button to checkout the document (file).  You will be prompted to open or save the file.  When you checkout a document (file), PORTALPRODIGY sets the records status to checked out and stores your User Name and the Date as the person that last checked it out.  It will clear this when you check the document (file) back in.  Note that it only records the most recent person who checked out the document.  Thus if someone checks it out before you check it back in, it will replace the checked out by with the new persons User Name and Date. 

Check-In Icon  - Click on this button to update the document (file).  It displays the Document Check In page, allowing you to save (upload) an updated version of the document (file).  See previous explanation of Append Document field.

 

 

 

 

Documents Mini Browser Options section:

 

 

• Include Link On Home Page – defaults to “No”, which means the document (file) will not be displayed in the Home Page Resource Mini Browser.  Set to “Yes” to display the document in the Home Page Resource Mini Browser.  Note that this feature must be enabled in Greeting Features Management.
• Home Page Sort Order – (only applicable when Include Link On Home Page is set to “Yes”) defaults to “0”, which means PORTALPRODIGY will list the Document alphanumerically amongst all documents with sort value of “0”.  PORTALPRODIGY sorts on Document Title.  To control the sort order, enter a number (integer) value.  PORTALPRODIGY lists documents sequentially based on Sort Order starting with 0.  Documents with duplicate Sort Order values are sorted alphanumerically within the Sort Order sequence.
• Use – (only applicable when Include Link On Home Page is set to “Yes”) defaults to “Bullet”, which will cause the Home Page Mini Browser to list the documents with bullets.  To display with a thumbnail image, set to “image”.  This will enable the Upload Image  button.
• Upload Mini Browser Image– (only applicable when Include Link On Home Page is set to “Yes” and Use is set to “Image”.)enables you to attach an image to be displayed in the Home Page Resource Mini Browser.  Select  button to load image.

 

Document section:

The Document section is not visible when creating a new record.  It is only displayed after the record has been saved and you are in edit mode.

 

 

• Original File Name – when creating a new record, an empty text box is displayed.  You may enter the path and file name, e.g. “c:\my documents\PortalProdigy.htm” or you may use the ,
•  Click on this button view the document.
•  Click on this button to edit HTML and Text documents (files).  This button only displays when the file type is either “.htm” or “.txt”. 
•   Click on this button to update the document (file).  It displays the Document Check In page, allowing you to save (upload) an updated version of the document (file).  See previous explanation of Append Document field.
•   Click on this button to checkout the document (file).  You will be prompted to open or save the file.  When you checkout a document (file), PORTALPRODIGY sets the records status to checked out and stores your User Name and the Date as the person that last checked it out.  It will clear this when you check the document (file) back in.  Note that it only records the most recent person who checked out the document.  Thus if someone checks it out before you check it back in, it will replace the checked out by with the new persons User Name and Date. 

 

The available Categories are listed down the right hand side of the page.  Check the Categories that you want to the document (file) to be assigned to.  Categories are defined in Resource Category Management.

 

 

• Created By – the name of the user that created the record and the date it was created.  Lists user’s first name followed by last name.
• Modified By – the name of the user that last modified the record and the date it was last modified.  Lists user’s first name followed by last name.
• Active – by default this value is set to “Yes”, which means the record is active and available for use.  To deactivate a record, set it to “No”.   Deactivating a record is a logical form of deletion.  It is used to remove the record from future use, yet maintain the relationship with existing data.  Reports by default only include active records; however, there is a reporting option that allows inclusion of deactivated records.
• Expires Date - by default this is empty.  When a date is entered, the document will no longer be available in the Public Interface after the expiration date.  The document shall still be accessible using Document Management.
• ChapterID – This value is only applicable if you are using the PORTALPRODIGY Site Synchronization feature.  It is used to specify the Chapter that has primary ownership of the record.  For further information see the chapter on Site Synchronization.
• Topic – by default this value is set to “None”, meaning the document (file) is not assigned to a Topic.  To assign the document (file) to a Topic, select one using the list box.  Topics are used to breakdown the display of documents (files) within Categories.  Topics are defined in Document Features Management.
• Private – by default this value is set to “No”, which means the record is publicly available to all visitors of your site.  To limit access to authorized users only, set to “Yes” then check each Security Group to be granted access.   Security Groups are only listed when Private is set to “Yes”.