In this lesson, we’ll demonstrate how to install the Upchain for Office plugins and log in. Once we’re logged in, we’ll explore the plugin user interface and upload a document to a project.
You must be invited to Upchain and have at least a Team license to perform the tasks demonstrated in this lesson. You must also be added to a project to be able to manage documents within that project.
In this video, we will:
Any referenced datasets can be downloaded from "Module downloads" in the module overview.
In this video, we will:
Any referenced datasets can be downloaded from "Module downloads" in the module overview.
Transcript
00:04
In this video, we will upload a document to a project, explore the document section of the plugin, and download a document from a project.
00:13
Let's take a look.
00:18
You can see that once you have a project selected, the documents tab shows you all the document categories configured in your tenant.
00:28
Expanding each one shows you the documents that have already been uploaded into that document category.
00:39
We are writing up a summary report on this project to send to the customer.
00:45
Let's get started by uploading it to our selected project.
00:49
This way others are able to view and comment on it right away.
00:55
To upload a document, you can do this in one of two ways.
01:00
With the document open, click the "import into project" button in the ribbon bar.
01:07
This option does not ask you which document category you wish to upload this document into,
01:13
and simply places it in the general documents category and applies the document numbering rules for that document category.
01:23
You could then move the document to another category in the web application.
01:29
However, if you have different document numbering rules for different categories,
01:34
the document number would not change when you move it to a different category, so this option may not be the correct one for you.
01:44
The other way to upload a document is, again, with the document open, right click on the desired document category and select "import document".
02:06
This option has now uploaded the document to your selected document category, and applies the document numbering rule for that category.
02:16
You can see it here uploaded with the number applied.
02:25
The document is in a draft state.
02:29
And if we click on it, we can see that it starts at Version 1 and does not have a revision level yet.
02:41
Now that we have our document uploaded, let's explore the documents tab a bit further.
02:47
Clicking on any document loads its detail view at the bottom.
02:52
The general tab contains the basic details of the document, including information about its revision level, its number,
03:02
its basic description and change description information, what workflow it has been assigned to, and so on.
03:12
You can also edit the details in this pane for any attributes that are editable,
03:18
and would be where you set the workflow flow to publish this document as well.
03:29
The preview tab displays a preview of the document, if it is available, to help you correctly identify the document you wish to view or work on.
03:43
Within the documents tab, there are different colors and font settings displayed for each document.
03:50
This helps to distinguish between those that are and are not compatible with the application that you have open.
03:57
If the text is bold and black, it means the document is compatible with the application you have open.
04:07
In our example, these are Word documents.
04:12
If the text is not bold and black, this means the document is not compatible with the program that you have open,
04:19
but can still be downloaded to your computer to then open in its appropriate application.
04:26
If the text is bold and red, but struck through, the document has been archived,
04:33
and is compatible with the program you have open so it can be downloaded.
04:37
And if it is red, struck through but not bold, the document again has been archived and is not compatible with the program you have open.
04:46
It can simply be downloaded.
04:51
In addition to the colors for each document, there is a letter beside each one that indicates what its status is.
04:60
D for draft, R for in review, P for published, and A for archived.
05:17
Now, you'll notice that the file name of the document that is still open in the application, the one that we uploaded,
05:23
no longer matches the file name of the document now uploaded into Upchain.
05:28
This is because Upchain assigns the file a new name when uploaded.
05:32
So at this point, you should close the document you have open,
05:37
and now begin working with the document through the plugin that is saved into the cloud.
05:43
To download the document in a read-only state, you have two options.
05:47
You can right click on the document and select "Download", or again, with the document selected, you can click the "Download" icon.
05:59
The document is now downloaded in a read-only state.
06:06
All documents downloaded through the office plugins are downloaded to see users, your computer name, documents,
06:15
Upchain, your Upchain username, DMS, a folder named after the project, and the folder named after the document category.
06:26
This location cannot be changed.
06:31
The document is in a read-only state.
06:33
This means that you can view the document.
06:36
But if you make any changes, they cannot be committed back into Upchain.
06:40
Furthermore, another user would be able to check out this document while you are viewing it to make their own changes.
06:50
Should that happen, you can use the Version Control functions in the ribbon bar,
06:55
to ensure you are viewing the most up-to-date version of the document.
07:00
You should now have a better understanding of the color scheme and symbols used in the Documents tab,
07:06
how to upload a document to a project and category, and how to download the document to view it.
07:12
Keep going to learn more.
00:04
In this video, we will upload a document to a project, explore the document section of the plugin, and download a document from a project.
00:13
Let's take a look.
00:18
You can see that once you have a project selected, the documents tab shows you all the document categories configured in your tenant.
00:28
Expanding each one shows you the documents that have already been uploaded into that document category.
00:39
We are writing up a summary report on this project to send to the customer.
00:45
Let's get started by uploading it to our selected project.
00:49
This way others are able to view and comment on it right away.
00:55
To upload a document, you can do this in one of two ways.
01:00
With the document open, click the "import into project" button in the ribbon bar.
01:07
This option does not ask you which document category you wish to upload this document into,
01:13
and simply places it in the general documents category and applies the document numbering rules for that document category.
01:23
You could then move the document to another category in the web application.
01:29
However, if you have different document numbering rules for different categories,
01:34
the document number would not change when you move it to a different category, so this option may not be the correct one for you.
01:44
The other way to upload a document is, again, with the document open, right click on the desired document category and select "import document".
02:06
This option has now uploaded the document to your selected document category, and applies the document numbering rule for that category.
02:16
You can see it here uploaded with the number applied.
02:25
The document is in a draft state.
02:29
And if we click on it, we can see that it starts at Version 1 and does not have a revision level yet.
02:41
Now that we have our document uploaded, let's explore the documents tab a bit further.
02:47
Clicking on any document loads its detail view at the bottom.
02:52
The general tab contains the basic details of the document, including information about its revision level, its number,
03:02
its basic description and change description information, what workflow it has been assigned to, and so on.
03:12
You can also edit the details in this pane for any attributes that are editable,
03:18
and would be where you set the workflow flow to publish this document as well.
03:29
The preview tab displays a preview of the document, if it is available, to help you correctly identify the document you wish to view or work on.
03:43
Within the documents tab, there are different colors and font settings displayed for each document.
03:50
This helps to distinguish between those that are and are not compatible with the application that you have open.
03:57
If the text is bold and black, it means the document is compatible with the application you have open.
04:07
In our example, these are Word documents.
04:12
If the text is not bold and black, this means the document is not compatible with the program that you have open,
04:19
but can still be downloaded to your computer to then open in its appropriate application.
04:26
If the text is bold and red, but struck through, the document has been archived,
04:33
and is compatible with the program you have open so it can be downloaded.
04:37
And if it is red, struck through but not bold, the document again has been archived and is not compatible with the program you have open.
04:46
It can simply be downloaded.
04:51
In addition to the colors for each document, there is a letter beside each one that indicates what its status is.
04:60
D for draft, R for in review, P for published, and A for archived.
05:17
Now, you'll notice that the file name of the document that is still open in the application, the one that we uploaded,
05:23
no longer matches the file name of the document now uploaded into Upchain.
05:28
This is because Upchain assigns the file a new name when uploaded.
05:32
So at this point, you should close the document you have open,
05:37
and now begin working with the document through the plugin that is saved into the cloud.
05:43
To download the document in a read-only state, you have two options.
05:47
You can right click on the document and select "Download", or again, with the document selected, you can click the "Download" icon.
05:59
The document is now downloaded in a read-only state.
06:06
All documents downloaded through the office plugins are downloaded to see users, your computer name, documents,
06:15
Upchain, your Upchain username, DMS, a folder named after the project, and the folder named after the document category.
06:26
This location cannot be changed.
06:31
The document is in a read-only state.
06:33
This means that you can view the document.
06:36
But if you make any changes, they cannot be committed back into Upchain.
06:40
Furthermore, another user would be able to check out this document while you are viewing it to make their own changes.
06:50
Should that happen, you can use the Version Control functions in the ribbon bar,
06:55
to ensure you are viewing the most up-to-date version of the document.
07:00
You should now have a better understanding of the color scheme and symbols used in the Documents tab,
07:06
how to upload a document to a project and category, and how to download the document to view it.
07:12
Keep going to learn more.
