Documents


Documents are electronic files of any type that can be stored in a VisualVault Document Library (Vault). 
 
 

Document Upload

Documents may be stored in a Vault many different ways including:
 
  • Web browser upload (single or multiple files)
  • Web browser upload via drag and drop (single or multiple files)
  • Attach to a VisualVault Web Form using a form upload button.  This method allows the Form builder to specify dynamic folder path locations where the Documents will be stored based upon form data values.
  • Direct save from Microsoft Office (Word/Excel) using the VisualVault Office Add-In
  • Direct save from Outlook using the VisualVault Outlook add-in (drag and drop email and/or attachments)
  • Captured directly from scanners (using the VisualVault connector for Kofax Express scanning software)
  • Bulk import from file system using folder watchers (VisualVault V-Scan import tool)
  • The API can be used by developers to add Documents
Each document uploaded into VisualVault is assigned a unique identifier called a Document ID.  This unique id can be based upon the file name or a document naming convention.
 
 

View/Download Documents

You can open any document by selecting the icon in the View column.  You can also use the context menu to right click on the document and navigate its properties.  Documents will either open inline to the browser or in the native application that can view the document.  If a native application is not available, the user will be prompted to save the document to their local computer.  Any time a user views or modifies a document, the action is logged in the document history and user history.
 

Document Linking

Each document (and each document revision) has a unique hyperlink which can be used to download the file. Each document also has a revision neutral hyperlink which will always download the latest revision (Viewer role may only download published documents).
 

Finding Documents

In order to find your documents effectively you will need to setup an appropriate folder structure, custom document descriptors (Index Fields), metadata and document relationships.  Once this taxonomy has been established, you can locate documents by browsing the Document Library or searching. Search options include Quick Search, Advanced Search or the Search button on any document list.
 

Revising Documents

Documents can be revised by creating a new Document revision. Members of the Owner or Editor role can access every revision of a document.  Viewer role members may only access the latest released (published) revision of a Document.  Documents may also be moved or copied to other locations within the Document Library using drag and drop or copy/paste actions.  Copy and Paste actions are available from the document context (right-click) menu.
 

Workflows

Workflows can be established as a means to route documents and forms through a business processes.  The VisualVault workflow engine supports powerful conditional routing using values stored in form fields or document metadata.

Security

Documents stored in a vault become visible to users based upon a combination of the user's permissions and the document status.  Viewer Role permissions can see only published (released) documents.  Users with Editor role or higher permissions can see the latest revision of any document regardless of its status (released, unreleased, pending approval).