Document List

The document list has two views, depending on its width (between Commander and document preview):

• Table view (larger width: DMS Pro Client is the standard)
• List view in compact mode (smaller width: Outlook DESK is the standard)

Open the dialog to access documents:

• by double-clicking on the document in the document list or
• via the context menu of the document list

In the open dialog, click the button for the desired option:

• Button Open for Reading
• Button Check Out for Editing
• Button Cancel

The document title, not the file name, is displayed above the opened document.

The Buttons Above the Document List

You can use the buttons to:

• resolve synchronization issues/conflicts if necessary

• check out the document for editing:

  PDFs and all other non-Office documents (not monitored by Microsoft Office integration) are automatically checked back in after editing in the DMS controls. The tedious explicit check-in via right-click in the document list is no longer necessary.

• check the document back in after editing

• edit the document data

• create a new single task

• start a new task list

• create a new note

• select document list layouts from a drop-down menu or save a custom document list layout.

• in the search field: remove the input with the Button X, start the search with the Button (Magnifying Glass).

The Document List (Table View)

Through the layout drop-down menu, you can load layout templates with different columns, such as "STP Email" and "STP Standard".

These layouts have numerous columns that can be positioned via drag-and-drop.

Clicking on the column headers can reverse the respective sorting.

Through the layout drop-down menu, you can save your list settings (Button Save) or ultimately rename the document list layouts (Button Manage).

Drag-and-Drop on a Document List Element

If you drag a local version of a document onto a document in the document list, the "Adopt Local Version" window opens.

Change the document title if necessary and enter a comment.

Decide what happens after the successful import.

You have the option, among others, to create a new version of the document in the document list or to overwrite it.

The Context Menu of the Document List Header

Right-clicking on the column headers opens a context menu:

• "Select Columns.." opens the column editor, allowing you to display custom columns for notes and/or tasks so you can immediately see if there are any open tasks related to the document.
• "Grouping View"
• "Clear All Filters and Sorting"

Use the horizontal scroll bar to view columns beyond the current display area.

Icons in the Columns

The Context Menu of the Document List

Right-click on the displayed documents to open the context menu of the document list.

Access the following options:

• "Send to Printer ..."

• "Send via Email ..."

• "Send via Email (as PDF) ..."

  When converting an XInvoice (XML file) to a PDF, the PDF is no longer an XInvoice and cannot be used for standardized exchange!

• "Send via Email (as Link) ..."

• "Send to Clipboard": There is no DMS reference at the destination.

• "Send to File System ...": There is no DMS reference at the destination.

• "Send to beA DESK ...": This ensures that a 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.

• "Check Out Document for Editing" opens the document in the linked application for editing. The document receives 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 the DMS controls after editing.

• "Edit Document Data ..." opens the "Edit Document Data" window for editing the document data. Alternatively: Press the [F2] key after selecting the list entry.

• "Delete": only active 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": The "Duplicate" window opens. 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 be assigned a title and comment.

• "Compare"

• "Show Document with Attachments": Use this option, for example,

  1. if you want to see the content of a complete email with attachments distributed across different file registers.

  2. to display all scanned documents that are bundled via input management/API.

• "Show Related File/Folder": The related file or folder is displayed in the Commander.

• "Create New Single Task" opens the "Create New Single Task" window. Alternatively, press the shortcut [Ctrl]+[F1] after selecting the list entry.

• "Start New Task List" opens the "Start Task List" window. Alternatively, press the shortcut [Ctrl]+[F2] after selecting the list entry.

• "Create New Note" opens the "Create New Note" window. Alternatively, press the shortcut [Ctrl]+[F3] after selecting the list entry.

  If you have multiple documents selected before calling this option, you can create a note for all the selected documents.

• "Create New Reminder" opens the "Create New Reminder" window. Alternatively, press the shortcut [Ctrl]+[F4] after selecting the list entry.

• "Create New Notification" opens the "Create New Notification" window. Alternatively, press the shortcut [Ctrl]+[F5] after selecting the list entry.

• "Create New Urgent Task" opens the "Create New Urgent Task" window. Alternatively, press the shortcut [Ctrl]+[F6] after selecting the list entry.

• "Copy Link": A hyperlink is copied to the clipboard. This can be inserted into documents. All STP Document users in the firm can load the document into the document list via this link.

Note
Only the options available for the currently selected item are active. Some options represent opposing commands, while others depend on user permissions.

Note
Multiple files, documents, and emails can also be linked with tasks and notes simultaneously.

Document Comparison

Users need a license for Litera Compare from the software manufacturer Litera for this function.

Note
You can largely hide the area by clicking on its label or the downward arrow. Clicking on the label and the now upward arrow will reveal the area again.

Drag documents from the document list into the fields Drag Original Here and Drag Changed Here.

Compare a document in different versions or different documents.

Set the versions using the drop-down menus on the right.

Once the settings are made, click the Compare Button. Litera Compare will open for document comparison.

Use the X Button to the right of the version drop-down menu to clear the fields for document comparison again.