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File FAQs

Frequently asked questions for the File guide.

Can I edit a document without starting a draft?​

No, to edit a document, a draft version must first be created. This allows you to make changes to the document without affecting the original published version.

How do I compare two files?​

To compare two files, open DM Explorer, right-click the files you want to compare, and select Compare. Alternatively, you can use the Compare button in the file viewing screen to start the comparison process.

What happens if I try to rename a file to a name that already exists?​

If a file with the same name already exists in the target folder or repository, the system will prompt you to either overwrite the existing file or choose a different name for the file being renamed.

File Deletion FAQ​

FAQ​

  1. How do I delete a file from the system?

    • To delete a file, right-click on the file in DM Explorer and select Delete. Alternatively, you can use the Delete option from the top menu. You will be prompted to provide a reason for deletion before confirming.

  2. What happens to the file after it is deleted?

    • After a file is deleted, it is moved to the Recycle Bin. The file can be restored from the Recycle Bin until it is permanently deleted.

  3. Can I delete multiple files at once?

    • Yes, you can select multiple files in DM Explorer and delete them at the same time. Once selected, click Delete from the right-click context menu or the top menu to begin the deletion process.

What happens if the file is too large to download?​

If the file exceeds the allowed file size for download, the system will display a warning message. The file will not be downloaded, and the user will need to either reduce the file size or contact the administrator for assistance.

What happens if I try to open a non-MS Office file with the "Open On Desktop" feature?​

The Open On Desktop feature only works with MS Office file types (Word, Excel, PowerPoint). If you try to open a non-MS Office file (e.g., PDF, image, or video), this option will not be available.

How do I apply a digital signature to a document?​

To apply a digital signature, connect a card reader to your computer and ensure the DSClient software is installed. During the signing process, the card reader information will appear. Enter the PIN code and other required signing options to apply the digital signature.

Can I access files added to favorites from anywhere in the system?​

Yes, once a file is added to favorites, you can quickly access it from the Favorites list on the Document Management home screen or by clicking the Favorites link in DM Explorer.

How do I view content files?​

Content files can be viewed during document viewing. To view content files, click the Contents button during document viewing. The list of content files will appear, and you can double-click on any of them to view the content.

How do I use the "Chat with Document" feature?​

To use the Chat with Document feature, open an MS Office or PDF document, click the Start Chat button in the top menu, and the Chat with Document screen will appear. You can then type questions related to the document, and the AI assistant will provide answers based on the document's content.

How do I tag a user in an activity message?​

To tag a user in the message, type @username in the message text. This will notify the tagged user within the activity and allow them to see the message.

How do I categorize a file?​

To categorize a file, right-click on the file in DM Explorer, select Properties, and enter the desired category in the Category field. This field is optional, but it helps to classify the file.

Can I use the clipboard to copy a file?​

Yes, you can use the Add to Clipboard option to copy a file. After adding it to the clipboard, you can navigate to the target directory and use the Paste option to complete the copy process.

What happens if I try to rename a file to a name that already exists?​

If a file with the same name already exists in the target folder or repository, the system will prompt you to either overwrite the existing file or choose a different name for the file being renamed.

How do I download a file from the system?​

To download a file, right-click the file in DM Explorer and select Download. Alternatively, you can use the Download option from the top menu. The download process will start automatically, and the file will be saved to your browser's default download folder.

What file types can I compare?​

The comparison process can only be performed between files of the same type. For example, you can compare PDF files with other PDF files and DOCX files with other DOCX files.

How do I use the "Open On Desktop" feature?​

To use the Open On Desktop feature, open the document in DM Explorer and click the Open On Desktop button in the top menu or right-click the file and select Open On Desktop. The document will open in the appropriate desktop application (Word, Excel, PowerPoint) for editing.

What viewer tools are available for different file types?​

The system includes the following file viewer tools:

  • PDF Viewer: For PDF and TIFF files.
  • Office Online Viewer: For MS Office file types.
  • Image Viewer: For image files.
  • Text Viewer: For text-based files.
  • Video Viewer: For video files.
  • GroupDocs: For multiple file types, primarily for PDF and MS Office files.
  • TIFF Viewer: For TIFF image files.

What happens if I restrict replies to only mentioned users in an activity message?​

If you choose to restrict replies to only mentioned users, only the users tagged in the message will be able to reply. Other users will not have the option to reply, even if they can view the message.

How do I copy a file to another folder or repository?​

To copy a file, right-click on the file in DM Explorer and select Copy Here. Alternatively, use the Copy option from the top menu. You will then be prompted to select a target folder or repository to copy the file to.

What is the difference between Digital Signature, E-Signature, and Mobile Signature?​

  • Digital Signature: Applied using a card reader connected to the computer, with higher security.
  • E-Signature (DocuSign): Performed via the DocuSign platform and does not require card reader hardware.
  • Mobile Signature: Performed using the user's mobile line, requiring phone number entry.

Yes, you can set a limit on how many times the shared link can be clicked. This option helps control the access to the file by restricting the number of views for the link.

What happens after the file is successfully uploaded?​

After the file is successfully uploaded, it will be listed in the DM Explorer screen under the target folder. If Subscription is active, an email notification will be sent to the designated user. If process triggering is configured, the relevant workflow will be initiated.

Can I delete multiple files at once?​

Yes, you can select multiple files in DM Explorer and delete them at once. Once selected, click Delete from the right-click context menu or the top menu to begin the deletion process.

Can I add a folder or repository to favorites?​

Yes, you can add not only files but also folders and repositories to your favorites. Right-click the folder or repository in DM Explorer and select Add to Favorites to include it in your Favorites list.

How do I add a content file to a document?​

To add a content file, go to the document editing screen, click the Contents button, and then click the Add button in the panel. Select the file you want to add from your computer, and the file will be added to the document.

How do I add a file to a folder or repository?​

To add a file, right-click the folder or repository and select New File, or use the New > New File option in the top menu. Then, select the file from your computer and start the upload process.

What happens if the file exceeds the maximum allowed size?​

If the file exceeds the maximum allowed size, a warning message will appear, and the upload will be canceled. Ensure that the file meets the directory's file size and type restrictions before uploading.

Is there any limitation to renaming files?​

Yes, the file name cannot exceed the system-defined character limit. Also, certain special characters may not be allowed in file names due to system restrictions.

How do I add a file to favorites?​

To add a file to favorites, right-click on the file in DM Explorer and select Add to Favorites, or use the Add to Favorites option from the top menu. The file will then be added to your Favorites list.

How do I add a tag to a file?​

To add a tag to a file, right-click on the file in DM Explorer, select Properties, and click the +New Tag button. Type the tag in the text box and press Enter to save it.

Can I download the comparison results?​

Yes, once the comparison is complete, you can click the Download button to download the comparison result file. The differences between the files will be marked in the downloaded file.

How can I perform a mobile signature?​

To perform a mobile signature, enter your mobile number and other required details in the Mobile Signature screen. The signature process will be completed using your mobile line.

What are the sharing options available for files?​

The available sharing options for files are:

  • Share as Link: Generates a link to the file for people who have access.
  • Share as Email Attachment: Sends the file directly to recipients as an email attachment.

Can I use DocuSign for signing documents?​

Yes, you can use DocuSign to sign documents. The process redirects you to the DocuSign platform, where you can complete the signing process electronically.

What happens if the file is too large to download?​

If the file exceeds the allowed file size for download, the system will display a warning message. The file will not be downloaded, and the user will need to either reduce the file size or contact the administrator for assistance.

Can I access a shortcut from any location?​

Yes, after creating a shortcut, you can quickly access the file or folder through the shortcut from the location where it was placed. The shortcut provides direct access to the original file or folder, no matter where it is located.

How are draft versions numbered?​

The draft version number is determined by adding 1 to the current major version number of the document. For example, if the current version is 1.0, the draft version will be numbered 1.1.

How do I rename a file?​

To rename a file, right-click on the file in DM Explorer and select Rename, or use the Rename option from the top menu. In the dialog box, enter the new file name and click OK to confirm the change.

Can I publish a draft before completing it?​

No, the draft must be fully completed before it can be published. Once the draft is ready, you can click the Publish button to make it the active version of the document.

Can I use DocuSign for signing documents?​

Yes, you can use DocuSign to sign documents. The process redirects you to the DocuSign platform, where you can complete the signing process electronically.

How do I access the activities screen?​

To access the activities screen, you must have authorization for the relevant file or document. Once authorized, you can open the activities screen from the Document Management panel in DM Explorer.

How do I set a default content file?​

To set a default content file, click the Contents button in the document editing phase. In the list of content files, check the Default option for the content you want to set as default. The new default content file must be of the same type as the current default content.

What happens to the file after it is deleted?​

After the file is deleted, it is moved to the Recycle Bin. The file can be restored from the Recycle Bin until it is permanently deleted.

Can I download a file to a different folder?​

By default, files are saved to your browser's default download folder. However, you can change the download location in your browser's settings or select Save As during the download process to choose a specific folder.

How accurate are the answers provided by the AI Assistant?​

The AI Assistant provides answers based on the content of the document. While the AI strives to provide accurate responses, users should verify the information for accuracy, especially for complex or critical data.

Can I rename multiple files at once?​

No, currently you can only rename one file at a time. You need to repeat the renaming process for each file individually in DM Explorer.

What document formats are supported by the AI Assistant?​

The Chat with Document feature supports MS Office (Word, Excel, PowerPoint) and PDF document formats. You can interact with these document types using the AI assistant to retrieve content-based information.

Can I rename multiple files at once?​

No, currently you can only rename one file at a time. You need to repeat the renaming process for each file individually in DM Explorer.

How are differences between files highlighted during comparison?​

The differences between the two files are highlighted in blue (for added content) and red (for deleted content). The right panel shows which page the differences are located on, and you can click on the page to view them.

How do I rename a file?​

To rename a file, right-click on the file in DM Explorer and select Rename, or use the Rename option from the top menu. In the dialog box, enter the new file name and click OK to confirm the change.

Can I create a shortcut for multiple files or folders at once?​

Currently, you can only create one shortcut at a time. However, you can select multiple files or folders in DM Explorer, right-click them, and create individual shortcuts for each one.

Can I assign multiple tags to a file?​

Yes, you can assign multiple tags to a file. Simply add each tag individually and press Enter after typing each tag. Each tag will be added to the file's properties.

How do I create a shortcut to a file or folder?​

To create a shortcut, right-click on the file or folder in DM Explorer and select Create Shortcut, or use the Create Shortcut option from the top menu. The shortcut will be created in the folder containing the file or folder, providing quick access from a different location.

Can I download multiple files at once?​

Yes, you can select multiple files in DM Explorer and download them all at once. Once selected, right-click the files and choose Download, or use the Download option in the top menu. The files will be downloaded as a single archive (zip file).

Is there any limitation to renaming files?​

Yes, the file name cannot exceed the system-defined character limit. Also, certain special characters may not be allowed in file names due to system restrictions.

How do I share a new message in the activities screen?​

To share a new message, click on the New Message field in the Activities screen. Enter the message text and use the rich text editor to add additional details, such as links or tags. Once the message is ready, click Send to share it.

Can I download multiple files at once?​

Yes, you can select multiple files in DM Explorer and download them all at once. Once selected, right-click the files and choose Download, or use the Download option from the top menu. The files will be downloaded as a single archive (zip file).

What happens if I don't enter a category for a file?​

If you don't enter a category, the file will not be classified into any specific category. The category field is optional and will not affect the file's ability to be used or viewed in the system.

Can I delete a content file from the document?​

Yes, you can delete a content file by going to the Contents section in the document editing screen. In the list of content files, click the Delete icon button. However, the default content file cannot be deleted.

Can I upload multiple files at once?​

Yes, you can select multiple files and upload them simultaneously. Simply select all the files you want to upload when browsing, or click the Browse button multiple times to add more files.

What file types can I open using the "Open On Desktop" feature?​

The Open On Desktop feature can be used with the following MS Office file types:

  • Word Documents: .doc, .docx
  • Excel Files: .xls, .xlsx
  • PowerPoint Presentations: .ppt, .pptx

How do I download a file while viewing it?​

To download a file, click on the Download button in the file viewer or use the Download option from the top menu. The file will be saved to your browser's default download folder.

Can I download a file to a different folder?​

By default, files are saved to your browser's default download folder. However, you can change the download location in your browser's settings or select Save As during the download process to choose a specific folder.

How do I share a file with others?​

To share a file, right-click on the file in DM Explorer and select Share, or use the Share option from the top menu. You can then choose to share the file as a link or email attachment, and set permissions and expiration options for the file.

Can I copy multiple files at once?​

Yes, you can select multiple files in DM Explorer and copy them at once. Once selected, click Copy Here or use the Copy option in the top menu to copy the files to the desired location.

Do I need special permissions to use the AI Assistant?​

Yes, to use the Chat with Document feature, you must have the Document Management -> AI Assistant permission assigned. Additionally, sufficient credits must be available to use the AI features.

How do I remove a file from favorites?​

To remove a file from favorites, right-click the file in the Favorites list and select Remove from Favorites, or use the same option in the right-click context menu or the top menu when viewing the file in DM Explorer.

How do I download a file from the system?​

To download a file, right-click the file in DM Explorer and select Download. Alternatively, you can use the Download option from the top menu. The download process will start automatically, and the file will be saved to your browser's default download folder.

What is the Recycle Bin and how does it work?​

The Recycle Bin temporarily holds deleted files until they are permanently removed. Files in the Recycle Bin can be restored as long as they have not been permanently deleted. You can manage the retention period for files in the Recycle Bin from the Recycle Bin Settings screen.

How do I start working on a document?​

To start working on a document, open the document viewing screen and click the Start Work button. This option is only available to users with edit permissions. When work is started, a draft version of the document will be created.

Can I edit a file while using the "Open On Desktop" feature?​

Yes, if the file is opened in Edit Mode, you can make changes directly in the desktop application (Word, Excel, PowerPoint). The changes will be saved as a new draft version in the system.

Yes, you can set an expiration date for the shared file link. This will define when the link will become invalid and users will no longer be able to access the file.

Can I edit a file while viewing it?​

Editing a file depends on the file type and your permissions. If the file is an MS Office file, you can edit it directly using the Office Online Viewer or the Open on Desktop function if enabled. Other file types may only be viewable, and edits may require opening the file in a separate editor.

What happens if I copy a file to a location where a file with the same name already exists?​

If a file with the same name already exists in the target folder or repository, the system will prompt you to either overwrite the existing file or rename the new file before copying.

How do I view a file in DM Explorer?​

To view a file, open DM Explorer and locate the file you want to view. Right-click on the file and select View, or use the View option from the top menu. This will open the file in the appropriate viewer based on its type.

What happens if I delete a shortcut?​

When you delete a shortcut, only the link is removed. The original file or folder remains intact in its original location. The shortcut is not a physical copy of the file or folder, so deleting it will not affect the original co