Nuxeo Document Management: the User Guide

To access the site and its content, you need to log in to the site. Logging in is done using a username and its associated password.

When you type the Nuxeo DM site's address in your browser, you automatically arrive on the authentication page.

When you are finished on the site, you need to log out before closing your browser.

To log out, click the Log out link in the header of the page. You are immediately logged out and need to log in to work in Nuxeo DM again.

Several navigation trees are available so that you can access your documents either by going through folders (physical navigation) or using virtual navigation.

2.2.1.1. Navigation through folders

The default navigation tree displayed on the left hand side of the pages is the folders navigation tree. It displays all the domain structure from root. It enables you to easily access any space in the application structure.

2.2.1.2. Virtual navigation

Another way to access documents is using virtual navigation. Virtual navigation consists in using a navigation tree based on metadata to access documents. Metadata are informations about the documents, like the document's theme for instance, or its last modification date.

By default, two virtual navigation trees are available in Nuxeo DM: geographical cover navigation tree and subject navigation tree. You can use them for instance to access all the documents about the IT subject.

You can replace or edit existing virtual navigation trees with you organzation's own vocabularies. Thus, you'll be able to adapt Nuxeo DM to your organization's structure and way of working.

See also sections Editing the document's content and metadata and managing vocabularies.

The breadcrumb trail is the list of links located above the document's name. It indicates the document's location from the site root. You can use it to move back on the site.

You can also use your dashboard to access content.

By default, the dashboard displays:

You can access your dashboard from any page of the application, by clicking on the "Dashboard" link in the top right corner of the page.

Spaces and documents have several tabs. The tabs give access to the available actions on a domain, a workspace or a document. Only the tabs matching your access rights are displayed.

A domain is a thematic space created by the site administrator at the site root. Domains contain workspaces, templates and sections. They enable you to make your site organization more accurate and precise.

When you log in to the site, you are directed to a page where the list of the available domains is displayed.

Only the site administrators can create new domains. Members of the application are automatically granted reading rights in the new domain.

When the site administrator creates a domain, three root spaces are automatically created inside it:

You must create your workspaces and sections in these root spaces.

Workspaces are dedicated to content creation and modification. There are two types of workspaces:

3.1.2.1. Collaborative workspaces

Collborative workspaces are workspaces meant for collaborative work, that is to say that the workspace's content is meant to be shared and modified by several users. Collaborative workspaces are workspaces created in the root space called Workspaces and shared between users. Once the documents are ready for distribution, they must be published in a section.

3.1.2.2. Personal workspaces

Users have a personal workspace, in which they can create and edit documents. The management of personal workspaces is the same as for collaborative workspaces. By default a personal workspace is accessible only by its owner, but users can give access to it to other users if they want to.

Personal workspaces are accessible in the header of the application.

Sections are the areas where you place the documents created in a workspace when they are ready for distribution to the public or a wider audience. Documents published in sections can only be read. You cannot create or edit documents in sections.

You must create sections in the root space called Sections. You can add as many sub-sections as you wish and organize them the way you want. The structures of Workspaces and Sections are independent and thus can be completely different.

The access rights from sections and workspaces are different too: it enables the distribution of documents to a larger audience than the one that participate to the document creation.

Templates are spaces that can be used as a pattern to create other spaces. They are only available for workspaces. You can create content in it (either folders or documents), as in a regular workspace. When you use the template to create a new workspace, the new workspace gets the structure (folders and documents) defined in the template.

Nuxeo DM includes several collaborative document types:

The documents that you can create in Nuxeo DM are:

A user who is granted reading rights can read the documents created in the space. He can also read the content's metadata and history, add comments on the document and annotate it.

Writing rights enable users to consult, create and edit content in the space. For instance, a user with writing rights can add relations on a document, or start a workflow.

Removing rights enable users to delete content in a space, either documents or sub-spaces.

Users with management rights can consult, create and edit content, but they can also edit the space and manage its access rights.

A folder is a repertory in which you can group several documents, either by creating them directly in the folder or by pasting them in it.

In a folder, you can create:

To create a folder:

The note is a document that consists in a text displayed in the Summary tab of the document. The note is usually created using the integrated rich editor, displayed in the note creation form. This editor enables layout modifications on the text.

To create a note:

A file document is composed of an attached file that you upload on the application. You can upload files of any format.

You can create a file document:

To create a file using the New Document button:

To create a file using the Import a file button:

You can create pictures in:

Nuxeo DM supports all picture formats: .png, .jpg, .tiff, and .bmp.

Picture documents have specific metadata and features: you can rotate them, preview them in different sizes in their specific view Picture tab.

To create a picture:

To ease document creation and enable mass import of document, you can drag and drop documents in the application from your computer. You can drag and drop documents to created content in:

To create documents using Drag & Drop, you need to install an extension corresponding to your browser. Extensions are available on the authentication page or from http://www.nuxeo.com/downloads/.

To import documents using drag and drop, drag a file from your computer and drop it into the workspace. The document is then automatically created in the workspace and its title is the name of the original file or folder.

Document modification means:

Metadata are informations describing some properties of the document, so that it is more accurately referenced and easier to find using Nuxeo DM search engine or virtual navigation. Some metadata are automatically filled in by the system, but most of them need to be filled in by users. When you create a document, its metadata are empty. Default metadata are listed below.

Every time you modify a document, you have to define how the version number is updated. Every document holds a version number, which is a piece of information about the evolution of the document. A version number (V.v) is composed of a major version number (V) and a minor version number (v). When a document is created, its version number is 1.0. Major version increment is reserved to significant modifications. Minor version increment is used for secondary changes.

To edit a document:

You can edit the attached file of a document directly from the application. Thanks to the extension Nuxeo LiveEdit is a component that enables you to modify the file and save the modifications directly from Nuxeo DM without downloading the file on your computer and uploading it again on the application.

To edit a file online, you need to install Nuxeo LiveEdit on your computer. You can download Nuxeo LiveEdit from the authentication page of the application.

For more informations on online edition of document, please refer to Desktop integration section.

To create office documents directly into Nuxeo DM, follow the procedure below.

Only users with writing or management rights can attach files to a document.

You must have at least reading rights to consult the attached files of a document.

To consult the attached files of a document:

Only users with writing or management rights can modify the attached files of a document.

To modify an attached file, you need to save it on your computer. When you have modified it, you need to remove the original version and uploaded the new one.

To replace a file by another one:

Only users with writing or management rights can remove the attached files of a document.

To delete an attached file:

Only users with writing or management rights can add relations on a document.

You can create a relation from a document to:

To create a relation:

All users that can read the document can consult its relations.

A summary of the document's relations is displayed in the Summary tab. You can also see all the document's relations in the Relations tab of the document. In Relations tab, relations are sorted by outgoing and incoming relations. Outgoing relations are relations that were created from the current document. Incoming relations are relations which were created from another document and to the current document.

The objects of the relation are hyperlinks. Click on the object's name to consult it.

Only users with writing or management rights can delete the relations of a document.

You can delete outgoing relations only.

To delete a relation:

To add content to clipboard, you need to copy a document.

When the copied document has been pasted, you can remove it from the clipboard. To remove a document from the clipboard, click on the Remove all link in the clipboard.

If you have copied several documents, you can remove one document independently from the others by clicking on the icon located in front of the document's name in the clipboard.

The worklist enables you to select and reserve several documents. You can then:

All users can consult the previous versions of a document.

Every time you modify a document, the previous version is automatically archived by the system. Thus, the modifications do not erase the original version of the document.

The archived versions are listed below the Event log in the History tab.

To consult a previous version of a document, click on the View archived version button corresponding to the chosen version. The archived version opens.

Archived versions have few actions available: you can only create relations from it to another document, annotate it and subscribe to notifications.

Only users with writing or management rights can restore the previous version of a document.

Restoring an archived version means making it the current version of the document. The modifications done since that version are thus not taken into account anymore.

To restore an archived version, click on the Restore button corresponding to the chosen version. The document is displayed as it was for the chosen version.

Only users with writing or management rights can delete a previous version of a document.

Version deletion is a permanent action.

To delete an archived version, click on the Delete button corresponding to the chosen version. The version is immediately and permanently deleted.

Every user on the application has a dashboard that displays the documents he or she has to review. It also displays the list of the documents that he or she has created and the list of the last modified documents of the domain.

You can access your dashboard from any page of the application. To consult your dashboard, click on the Dashboard link in the header of the page.

In your dashboard, click on a document's name to open and read it.

A parallel workflow is an unordered workflow. Workflow participants can approve or reject the document as soon as the workflow is started.

The workflow is completed when all particpants have approved the document.

An approbation workflow is an ordered workflow. Workflow participants must approve or reject the document in a predefined order.

When the document is modified during an approbation workflow, it automatically goes back to the workflow initiator so that he or she approves the modifications.

When you create a workflow, there is no participant on the workflow.

Only the workflow initiator and administrators can abandon a workflow.

Abandoning a workflow means canceling it. When you abandon a workflow, the life cycle state of the document does not change. The modifications made on the document during the workflow are not deleted.

The abandon process is the same for the two kinds of workflows.

To abandon a workflow:

Only users with writing or management rights can create a forum.

You can only create forums in workspaces.

To create a forum:

Only users with writing or management rights can edit a forum.

When you edit a forum, you modify its title and its description.

To edit a forum:

Only users with writing or management rights in a forum can manage its topics.

Topics are subjects of discussion, in which users can post comments to participate.

The access to topics is determined by the same access rights as in a workspace.