Documents from the document list can be opened and edited in the associated applications. You can open the document for editing in the document list by double-clicking it or using the context menu option "Edit". If a document cannot be edited, double-clicking will open it in read-only mode.
To open a document in STP Documents for editing, it must be displayed in the document list. The document must not be locked by another user. The document status of a monitored document will change to "Locked for Editing." The document status of an unmonitored document will change to "Permanently Locked." Other users can only open the document in read-only mode. The username will be entered in the "Locked" column. The tooltip for the "Locked for Editing" or "Permanently Locked" icon shows the editor and their access rights.
You can set in the office settings and in your own settings whether unmonitored documents receive the document status "Permanently Locked" when editing.
A locked document may be edited if it was locked by the current user (both permanently and just for editing). If the current user has already opened (locked) the document for editing, a notification will be displayed.
A document CANNOT be edited if
an older version is selected,
the logged-in user only has read rights,
it is finalized,
it is locked by another user (both permanently and just for editing),
it is marked for deletion.
If a document from your selection cannot be edited, you will receive an error message. The remaining documents will be opened for editing.
You can select multiple documents, even with different file formats, in the document list and open them for editing via the context menu. The selected documents will be opened in the associated application.
Note that the date in the "Modified On" column of the document list does not exclusively refer to editing. The date in the "Modified On" column is also adjusted when document data is changed.
Open Monitored Document for Editing
Monitored documents in STP Documents are documents from the applications Word, Excel, PowerPoint, and Adobe. To open a monitored document for editing, follow these steps:
Double-click the monitored document listed in the document list.
Edit the document and then save it.
Close the document in the corresponding application.
Click the desired button to save the document as a new version or to overwrite it. You can add a Title and a Comment to a new version. The input fields are pre-filled with the Title and Comment of the previous version.
Alternatively, you can also open a document from the document list as follows: Right-click on the document - a context menu will appear. Click on "Edit" to open the document.
The Discard Button does not save any changes. The Keep Lock Button saves the document locally. The document is not transferred to the STP Documents archive. The document status "Locked for Editing" remains set. The Overwrite Button overwrites the existing document in STP Documents.
Open Unmonitored Document for Editing
Unmonitored documents in STP Documents are all documents except those from the applications Word, Excel, PowerPoint, and Adobe (PDF).
To open an unmonitored document for editing, follow these steps:
Double-click the unmonitored document in the document list.
Click the desired button to open the document for editing and locking.
Edit the document in the corresponding application and save the document.
Close the document in the corresponding application.
Right-click to open the document's context menu and select the option "Unlock".
Click the desired button to save the document as a new version or to overwrite it.
If the query window is not displayed, the document will automatically open in read-only mode. Whether the query window is displayed or not can be set in the office settings.
Alternatively, you can also open a document from the document list as follows: Right-click on the document - a context menu will appear. Click on "Edit" to open the document for editing or select the option "Open in Read-Only Mode" to read the document only.
Open Document in Read-Only Mode
Click with the left mouse button on the document listed in the document list.
Click on the option "Open in Read-Only Mode".
When a document is opened in read-only mode, you cannot save any changes.
Select and Display Documents
The "Document Data" and "Document Preview" windows must be displayed.
Click with the left mouse button on the document listed in the document list. The document will be displayed with its title (and not its file name).
Display Document Version
Click with the left mouse button in the document list on the document whose versions you want to display.
Navigate to the "Version" column.
Position the mouse pointer in the row of the document in the "Version" column.
Click on the black arrow next to the version number to open the drop-down menu.
Click in the row with the respective version to activate a previous version of the document.
Repeat the steps up to this point to reopen the drop-down menu for the document's versions.
Click in the row with the current version to activate the current version of the document.
Information About Changes in the Document List
Information about changes includes the following columns in the document list:
"Modified On"
"Modified By"
"Document Content Modified On"
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"Document Content Modified By"
Note
Which columns are visible in the document lists of the different user interfaces (Standard DESK/ Pro Client) are regulated by the respective column editors of the document list.
If a document is added to the DMS without changing the metadata (e.g., title), all the columns mentioned above in the document list will be empty for this document. The document will be available as Version 1 (see the "Version" column).
If the user makes changes to the metadata of Version 1 of the document (e.g., title or comment), STP Documents will fill in all the columns mentioned above.
If the user makes content changes to the document in Version 1 and saves the document with "Overwrite" (instead of creating a new version), all the fields mentioned above will be filled.
If the user creates a new document version, whether or not they have made content changes to the document and/or metadata (e.g., title or comment), the cells in the "Modified on" and "Modified by" columns in the document list will be automatically filled. The cells in the "Document content modified on" and "Document content modified by" columns will be cleared (if they previously contained any information).
In other words: The columns "Document content modified on" / "Document content modified by" refer to changes made to the current version of the document.
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