Working with documents
The following activities are available for documents returned in a search result set:
 Viewing documents from a search result set
 Modifying documents from a search result set
 Merging multiple documents
 Reordering pages
 Deleting pages
 Inserting pages
 Extracting pages
 Exporting documents from a search result set
 Exporting to CSV from a search result set
 Viewing document versions from a search result set
 Uploading a file as a new version of a document
 Viewing renditions of a document
 Importing renditions
 Deleting renditions
 Exporting a rendition
 Generating a rendition
Viewing documents from a search result set
Documents returned in a search result set may be easily viewed on the Open Items tab using a configured document viewer.
To view a document listed in a search result set:
1.From the result set, select the document that you want to view. Right-click on the document and select either Open or View. You can also select the document and then click either Open or View.
 Open opens the document in the document viewer in read-only mode, or, if the user has proper permissions, in edit mode.
Note
If you select a Web form, TaskSpace displays the document in the Open Items tab with the standard document view and does not lock it.
If you select a Print form, TaskSpace displays the document in the Open Items tab with the standard document view and does not lock it.
  View opens the document either in the document viewer or in a popup viewer window, in read-only mode.
Note
If you select a Web form, TaskSpace displays the document in the Open Items tab as a read-only form and does not lock it.
If you select a Print form, TaskSpace displays it in a special document view (DefaultHiFiDocView), which contains the viewer only, in read-only mode, but does not lock it.
2.When finished viewing the document, close it by clicking the close icon on the Open Items tab.
For additional instructions on viewing documents, refer to Using a document viewer.
Modifying documents from a search result set
A variety of modifications can be made depending on document type, the type of document viewer used, and system configuration.
To modify a document listed in a search result set:
1.From the result set, select the document that you want to modify. Right-click on the document and select Edit or Open. You can also select the document and then click Edit or Open.
 Open opens the document in the document viewer in read-only mode, or, if user has proper permissions, in edit mode. If opened in edit mode, you can modify the document by adding or modifying annotations or editing document attributes or properties. For additional instructions on modifying documents in the document viewer, refer to Using a document viewer.
 Edit opens the document in its native application and it can be modified and then saved back to the repository. The document is also automatically checked out to prevent other users from modifying it simultaneously. For example, if the document is a Microsoft Word document, it will be downloaded and opened within Microsoft Word.
Note
If you select a Web form, TaskSpace displays the document in Open Items as an editable form and locks it.
If you select a Print form, TaskSpace displays it in a special document view (DefaultHiFiDocView), which contains the viewer only, in editable mode, but does not lock it.
2.When modifications are complete, click Save to save changes made to the document.
Merging multiple documents
Two or more TIFF or PDF documents can be merged into a single document.
Note
You must have permission to version documents, the documents cannot be locked, and the viewer you are using must be compatible for this feature to function in TaskSpace.
To merge two or more documents:
1.From the result set, select one or more documents and right-click.
2.Select Merge Documents.
The document(s) are previewed in the Document Preview for Merge screen, and their order in the new single document manipulated by selecting a document and using the arrow buttons to move it up or down in the order of documents. Documents can be added to or removed from the merge by using the plus/minus buttons.
Figure 4.2  Document Preview for Merge screen
Graphic
3.When the documents are in the proper order, click Merge.
The Merge Documents dialog box appears.
Figure 4.3  Merge Document dialog
Graphic
4.Choose whether or not to keep or delete the original documents.
5.Choose whether or not to use the metadata from the first document or no metadata at all.
6.Choose a name, document type, and location for the new document.
7.Add comments if desired.
8.Click OK.
Note
If you are using PAS, this option is not available. If you are currently using a different viewer, but your document was previously annotated using PAS, choosing to create a new version of the document will cause any existing annotations to be lost.
Note
Annotations on the original documents will not be moved to the merged document.
Reordering pages
A document can be modified by reordering a page or pages.
Note
You must have permission to version documents, the documents cannot be locked, and the viewer you are using must be compatible for this feature to function in TaskSpace.
To reorder the pages of a document:
1.From the result set, select a document and right-click.
2.Select Pages.
The document appears in the Page Modification screen, with a list of the document’s pages in the left pane.
Figure 4.4  Page Modification screen
Graphic
3.Select the appropriate page or pages in the left pane, and use the arrow buttons to reorder page(s).
4.Click Save.
The Page Modification dialog box appears.
Figure 4.5  Page Modification dialog
Graphic
5.Choose to override the current version or create a new version of the document being modified, and click OK.
Note
If you are using PAS, this option is not available. If you are currently using a different viewer, but your document was previously annotated using PAS, choosing to create a new version of the document will cause any existing annotations to be lost.
Deleting pages
A document can be modified by deleting a page or pages.
Note
You must have permission to version documents, the documents cannot be locked, and the viewer you are using must be compatible for this feature to function in TaskSpace.
To delete pages from a document:
1.From the result set, select a document, and right-click.
2.Select Pages.
The document appears in the Page Modification screen, with a list of the document’s pages in the left pane.
Figure 4.6  Page Modification screen
Graphic
3.Select the appropriate page or pages to be deleted in the left pane.
4.Click Delete.
The Page Modification dialog box appears.
Figure 4.7  Page Modification dialog
Graphic
5.Choose to override the current version or create a new version of the document being modified.
Note
If you are using PAS, this option is not available. If you are currently using a different viewer, but your document was previously annotated using PAS, choosing to create a new version of the document will cause any existing annotations to be lost.
6.Add a comment if desired.
7.Click OK.
Inserting pages
A document can be modified by inserting a page or pages.
Note
You must have permission to version documents, the documents cannot be locked, and the viewer you are using must be compatible for this feature to function in TaskSpace.
To insert page into a document:
1.From the result set, select a document, and right-click.
2.Select Pages.
The document appears in the Page Modification screen, with a list of the document’s pages in the left pane.
Figure 4.8  Page Modification screen
Graphic
3.Select the page in the left pane where the page(s) will be inserted.
4.Click Insert.
The Document Selection dialog box appears.
Figure 4.9  Document Selection dialog
Graphic
5.Select the document to be inserted, and click OK.
The Insert Page(s) dialog box appears.
Figure 4.10  Insert Page(s) dialog
Graphic
6.Choose to override the current version or create a new version of the document being modified, and choose whether the inserted page(s) should precede or follow the page selected in the original document.
Note
If you are using PAS, this option is not available. If you are currently using a different viewer, but your document was previously annotated using PAS, choosing to create a new version of the document will cause any existing annotations to be lost.
7.Add a comment if desired.
8.Click OK.
Note
Annotations on the selected document will not be moved to the original document with the inserted pages.
Extracting pages
A document can be modified by extracting a page or pages and creating a new document of those pages.
Note
You must have permission to version documents, the documents cannot be locked, and the viewer you are using must be compatible for this feature to function in TaskSpace.
To extract pages from a document:
1.From the result set, select a document, and right-click.
2.Select Pages.
The document appears in the Page Modification screen, with a list of the document’s pages in the left pane.
Figure 4.11  Page Modification screen
Graphic
3.In the left pane, select the page or pages to be extracted.
4.Click Extract.
The Extract Page(s) dialog box appears.
Figure 4.12  Extract Page(s) dialog
Graphic
5.Choose whether or not the extracted page should be deleted, and choose to override the current version or create a new version of the document being modified.
Note
If you are using PAS, this option is not available. If you are currently using a different viewer, but your document was previously annotated using PAS, choosing to create a new version of the document will cause any existing annotations to be lost.
6.Choose whether or not to use the metadata from the first document or no metadata at all.
7.Add a comment if desired.
8.Click OK.
Note
Annotations on the modified document will not be moved to the new document with the extracted pages.
Exporting documents from a search result set
Documents may be exported from a search result set using the following procedure.
To export one or more documents listed in a search result set or folder:
1.From the result set, select the document that you want to export. Right-click on the document and select Export. You can also select one or more documents in the result set and then click Export. A standard Select Folder page appears.
2.Select a destination folder and then click OK to complete the export.
Exporting to CSV from a search result set
When exporting the property values of the items in a particular list, the information is saved as a .csv file, which opens in the default application for .csv files.
To export to CSV from a search result set or folder:
1.From the result set, select the document that you want to export to CSV. Right-click on the document and select Export to CSV.
The Export Contents to CSV dialog box appears.
Figure 4.13  Export Contents to CSV dialog
Graphic
2.Select the columns desired and use the arrow buttons to move them to the Selected columns pane and then order them appropriately. A File Download dialog box appears.
3.Click Open to view the document (you may need to click Find to locate a program to view the file). Click Save to save the file to the system. A standard Save File dialog box appears. Navigate to the folder where you want to save the file and click Save.
4.Click Open or Open Folder to view the file or the folder where it is saved (you may need to click Find to locate a program to view the file). Click Close to complete the Export to CSV process.
Note
If the exported columns contain special characters that do not display properly in Microsoft Excel, save the file and close it, and then use the Data > Import External Data > Import Data menu option to import the .csv file.
Viewing document versions from a search result set
Document versions can be accessed from the search result set or from the folder tab. From the list of document versions, the user can perform any standard functions (for example, edit, view, checkout) to a particular document version.
To view a document’s versions from a search result set or folder:
1.From the result set, select the document. Right-click on the document and select Show > Versions.
The Version List dialog box appears.
Figure 4.14  Version List dialog
Graphic
2.To perform any actions on the document, right-click it and select the appropriate action from the context menu.
Note
To make a previous version the current version, check it out and check it back in as the new version.
Uploading a file as a new version of a document
A document can be uploaded from the local file system for use as a new version of an existing and checked-out document.
To upload a document as a new version from a search result set or folder:
1.From the result set, right-click the checked-out document and select Upload From File System.
The Upload from file system dialog box appears.
Figure 4.15  Upload from file system dialog
Graphic
2.Click the Browse button to call a standard file selection dialog box.
3.Select the file to be loaded.
4.Click OK.
Viewing renditions of a document
A rendition is a read-only representation of a document that differs from the original in some way, such as language, format, or resolution. TaskSpace supports multiple renditions of a document, which can be viewed.
To view the renditions of a document:
1.From the result set, right-click a document and select Show > Renditions.
The Renditions dialog box appears with a list of all the renditions for that document.
Figure 4.16  Renditions dialog
Graphic
2.To view a particular rendition, right-click it and select View.
The rendition of the document appears in a document viewer.
Importing renditions
New renditions of a document can be imported using TaskSpace.
To import a new rendition of a document:
1.From the result set, right-click a document and select Import Rendition.
The Import Rendition dialog box appears.
Figure 4.17  Import Rendition dialog
Graphic
2.Type the path and name of the document to be imported as the new rendition of the document you selected, or click Browse to navigate to it.
3.From the drop-down, select the format type for the new rendition.
4.Click OK.
Deleting renditions
Renditions of a document can be deleted using TaskSpace.
To delete a rendition of a document:
1.From the result set, right-click a document and select Show > Renditions.
The Renditions dialog box appears with a list of all the renditions for that document.
Figure 4.18  Renditions dialog
Graphic
2.Right-click the rendition to be deleted, and select Delete.
3.Click OK to close the Renditions dialog box.
Exporting a rendition
Renditions of a document can be exported to the local file system.
To export a rendition of a document:
1.From the result set, right-click a document and select Show > Renditions.
The Renditions dialog box appears with a list of all the renditions for that document.
Figure 4.19  Renditions dialog
Graphic
2.Right-click the rendition to be exported, and select Export.
3.Choose the location on the local file system where the document is to be exported, and click OK.
4.Click OK to close the Renditions dialog box.
Generating a rendition
If Content Transformation Services is installed, TaskSpace can generate a PDF or HTML rendition of a document by transforming it from its original format.
To generate a rendition:
1.From the result set, right-click a document and select Show > Renditions.
The Renditions dialog box appears with a list of all the renditions for that document.
Figure 4.20  Renditions dialog
Graphic
2.Right-click the rendition to be transformed, and select Transform > PDF or Transform > HTML, depending on which format you want to generate.
3.Click OK to close the Renditions dialog box.