Platform ❙ Documents

The Documents item allows viewing and browsing through a folder and document interface. This interface is called Document Browsing. In addition to viewing, you can handle the browsing area by adding documents, forms and other types of files, and by setting security permissions and approval rules. It is important to note that users can only access documents on which they have permission.

The Document environment offers features such as:

• Add new folder: a feature used for organizing files posted in document browsing;

• Add new document: a feature for posting documents, for example, via the Load files in Document Browsing button or by dragging and dropping the file on the browser window;

• Add new form: an option for posting HTML forms used for filling out standardized information. The posted forms can be linked to processes;

• Regular features for handling documents, such as copy, cut, paste, delete, etc.;

• Social Actions: options to socialize documents on the platform, such as comment, support and share;

• Document view: it allows users to view the content of the documents posted in document browsing. It requires Fluig Viewer to be installed and configured by the administrator;

• Connect: an application for Windows that allows you to access the folders and documents in Document Browsing and the notification center directly from the operating system's desktop.

Document browsing

In document browsing, the main folder (root) stores the folders created automatically during the installation or configuration of the platform — such as My documents and Fluig Forms — and also the folders that are created by users, respecting the security settings for their display.

You can define the number of items displayed per page in document browsing by selecting the desired option on the field located in the top right corner of the window, as well as browse through the pages using the arrows.

In addition to other folders, forms are the only type of document that can be added directly to the root folder of document browsing. No other type can be added directly to the root folder, only inside their own folders.

All the actions that can be performed in the root folder of document bowsing can also be performed in one of its children folders – with the exception of the addition of documents other than forms and of a folder download. For more information about these actions, see Folder.

Information about forms – which can be posted in the root folder of document browsing – can be found in Form.

Other resources

Version control and approvals
All document changes create a new revision or a new version, and you can restore the version if necessary. In addition, you can configure an approval flow so that the document is required to be evaluated by key people before being published.

Main list
The main list is a collection of all the documents in the folder. You can easily see the document’s name, its last revision, the user who published it; in short, data that is relevant to the published document. This is especially important for companies that have a quality certification, for instance ISO 9001, which requires evidence of document control applied in the company.

Expiration control
All documents can have an expiration date, so that they are reviewed and updated. Therefore, there is the expiration control, where you can indicate when the document expires and configure the e-mails to be sent as notification to those involved.

Controlled copy
It is important to have the information for each document printout registered in order to trace its copies or prevent its content from being copied or changed without authorization. It is also very common to use watermark when printing documents, such as the company’s confidential ones.

Social actions
If the document was created and its access permissions were released, it is likely that others will need to access and read it. You can actively promote this document and allow users to take social actions, such as commenting, supporting and sharing it. The number of user views will be registered in document properties.