Sidebar with Document Data and Commands

The sidebar for document data and commands is minimized by default in the main window of MS Word, MS Excel, MS PowerPoint, etc., when the program or files are opened.

It is located on the right edge of the workspace as a narrow strip.

The Button << expands the document data; the Button >> that appears then collapses it again.

The area for document data and commands is only filled with content when the document has been checked out for editing.

In this case, the buttons above the document data and to the left are also active.

Buttons for Commands

The button bar above the document data has a standard set of functions.

More can be added (see below).

Button (Send via Email)

Standard: The document is attached unchanged to an Outlook message window that opens.

Button (Send via Email (as PDF) ...)

The document is attached in PDF format to an Outlook message window that opens.

Button (Send via Email as Link ...)

Standard: A link to the document is copied and inserted into an Outlook message window that opens. Only email recipients who also have access to their firm's DMS can open the link.

Button (Send to beA DESK...)

The document is transferred in PDF/A format to the beA DESK.

Button (Remove from Favorites)

Standard: disabled if the document is not yet a favorite.

The document gains favorite status.

Button (Add to Favorites)

Standard: disabled if the document is already a favorite.

The document loses its favorite status.

Button (Create New Single Task)

Opens the "Create New Single Task" window for the document.

Button (Start New Task List)

Opens the "Start Task List" window.

Button (Create New Note)

Opens the "Create New Note" window for the document.

Button (Create New Reminder)

Opens the "Create New Reminder" window for the document.

Button (Create New Notification)

Opens the "Create New Notification" window for the document.

Button (Create New Urgent Task)

Opens the "Create New Urgent Task" window for the document.

Button (Copy Link)

Standard: A hyperlink is copied to the clipboard. This can be inserted into documents. All STP Documents users in the firm can load the document into the document list via this link.

Button (Insert Document ID)

Insert bookmarks for the document ID + document version to uniquely identify documents at any time. These can be inserted anywhere in the document (including headers and footers and are also found there via full-text search).

Additionally, the bookmarks can be automatically updated when, for example, a new version of a document is created (new version number) or duplicated (new document ID and possibly also new version number). This is independent of how the document was opened for editing (Standard or Outlook DESK).

Button (Expand)

Opens a drop-down menu with a list of all available buttons/functions:

  • "Send via Email ..."

  • "Send via Email (as PDF) ..."

  • "Send to LEXolution.KMS Participants via Email"

  • "Send via Email (as Link) ..."

  • "Send to beA DESK ..."

  • "Remove from Favorites"

  • "Add to Favorites"

  • "Create New Single Task"

  • "Start New Task List"

  • "Create New Notification"

  • "Copy Link"

  • "Insert Document ID"

    Clicking on the entries adds and removes the buttons.

    Selected buttons are identified by the preceding check mark.

    Note

    The commands selected here are always available in all MS Office applications!

On the side or below the document data, you will find the following buttons:

Button (Hide)

Completely hide the document data and commands area. Then even the strip of the collapsed area is no longer visible.

Click the button again to show the "Document Data" area again.

Button (Settings)

Opens the "Personal Settings" window, which has fewer settings options than the corresponding window of the Standard DESK.

To the right of the Button (Settings), the connection status to STP Documents is displayed.

Document Data
All displayed areas of the document data can be collapsed and expanded as a whole.

Assigned File Area
The area is only displayed if the document has already been assigned to a file in the DMS.

Current Document Version Area
If you click on the link to the storage location in the document data, the window to open the document opens.

"Document Version History" Area
In the "Document Version History" area, all versions of the opened document are displayed.

Drop-down Menu with Commands
Each version is displayed with a document type icon. Clicking on these opens a drop-down menu with the following commands:

  • "Send to Printer ..."
  • "Send via Email ..."
  • "Send via Email (as PDF) ..."
  • "Send via Email (as Link) ..."
  • "Send to Clipboard": No DMS reference at the destination.
  • "Send to File System ...": No DMS reference at the destination.
  • "Send to beA DESK ...": Ensures the document is searchable, making it an ERVV-compliant document.
  • "Add to Favorites"
  • "Remove from Favorites"
  • "Open for Reading": Opens the document in read-only mode in the linked application.
  • "Open PDF for Editing"
  • "Check Out Document for Editing" opens the document in the linked application for editing. The document gets the status "Locked for Editing" or (for unmonitored documents) the status "Permanently Locked": Unmonitored file types (PDFs and all other non-Office documents) are automatically checked back into DMS Controls after editing.
  • "Edit Document Data ..." opens the "Edit Document Data" window for editing document data.
  • "Delete": Active only for administrators with the appropriate rights.
  • "Mark for Deletion"
  • "Remove Deletion Mark"
  • "Remove Access Rights"
  • "Change Access Rights" opens the "Change Access Rights" window.
  • "Open in DMS Mobile DESK"
  • "Duplicate": Opens the "Duplicate" window. You can create one or more copies of the document in STP Documents.
  • "Create New Version" opens the "Create New Version" window, where the document file can also be converted to PDF and PDF/A format if needed. Each version of the document can have a title and comment assigned. The PDF/A creation produces an ERVV-compliant document that is searchable.
  • "Compare"
  • "Show Document with Attachments"
  • "Show Related File/Folder"
  • "Create New Single Task" opens the "Create New Single Task" window.
  • "Create New Task List" opens the "Start New Task List" window.
  • "Create New Note" opens the "Create New Note" window.
  • "Create New Reminder" opens the "Create New Reminder" window.
  • "Create New Notification" opens the "Create New Notification" window.
  • "Create New Urgent Task" opens the "Create New Urgent Task" window.
  • "Copy Link": A hyperlink is copied to the clipboard. It can be inserted into documents. All STP Documents users in the firm can load the document into the document list via this link.

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