Digital Archive

Archive Dashboard

The Archive Dashboard serves as the central location for managing document archives.

Features

• Reload Button: Refreshes the list of archives to ensure all recent changes are displayed.
• Create Button: Allows users with the File Manager – Create permission to create a new archive.

Table

The archive list displays key details and provides actions for managing archives.

Columns:

• Name: Displays the archive name assigned during creation or editing.
• Storage Provider: Shows the selected storage provider.

Action Buttons:

• Archive Settings: Allows users to edit the archive's name.

• Permissions: Opens a popup for managing special and general permissions for all users, roles, and organization units for the entire archive.

• Delete: Permanently removes the selected archive, with a confirmation popup to prevent accidental deletion.

File Explorer

The File Explorer is the primary interface for navigating and managing documents within the archive. It includes multiple tabs for document organization and various features for document control.

• File Explorer tab: The primary interface for managing files and folders.
• Favorites tab: The dedicated tab for all favorite user-designated files and folders.
• Share tab: The tab listing all documents shared with the user, featuring the same action buttons as in the File Explorer.
• Trash tab: The tab displays all deleted files and folders, from which users can restore or permanently delete files.

Features

• Upload Button: Allows users to select a folder or file from their computer for upload. A confirmation popup displays the list of uploaded files along with their status (success/failure). If duplicates exist, the system appends a number (_1, 2, 3...) to the file name.

• Create Folder Button: Users can create a new folder by entering a name in the popup, after which the folder appears in the File Explorer.

• View Change Button: Users can switch between table view (default) and grid view for file display.

Table

The File Management Table shows file details and provides options for interacting with selected files/folders.

• Checkboxes: Enable selection of one or multiple files/folders, activating additional buttons:

• Download as Zip: Downloads selected files/folders as a compressed archive.
• Delete: Moves selected items to the Trash tab.
• Move: Allows users to transfer selected items to a chosen destination folder from a popup list of all folders.
• Rename: When a single file or folder is selected, users can rename it through a popup.
• Name: Displays the name of the folder or file along with an icon representing the file type.
• Type: Identifies whether the item is a folder or file (with specific file types indicated).
• Size: Shows the size of each file.
• Last Modified: Displays the date and time when the file or folder was last modified.

Action buttons

• Permissions: For folders, this option manages permissions specific to that folder, similar to archive permissions. Allows users with the "Manage Digital Archive" permission to assign special permissions to specific folders.

• Favorites: Adds the folder to the Favorites tab.

• Share: Available for files, this button allows users with the "File Manager - Share" permission to share files with specified users, roles, organization units, or external entities and set sharing duration. It also provides details on the last review date, expiration date, share status, cancellation options, and the ability to edit or delete shared rows. Files shared with the user appear in the Share tab.
• Edit: Opens a popup for viewing or downloading the selected document.

• History: Displays a record of all edits made to the document, including modification dates and the users who made them, with the option to download any version.

• Comment: Allows users to add comments to a selected file.