The Document List

The document list displays all the documents you have selected either through the desktop, the sidebar, or by performing a document search. Each document is associated with document data and file or folder data, which are listed in columns in the document list.

A maximum of 100,000 documents can be listed in the document list.

At the top of the "Document List" window, the tab "Workbook (0)" is listed by default. If you have set a node on the desktop as the start node, the documents for this node will be displayed in the document list when STP Documents starts. If you have initiated one or more document searches, the document list will be expanded by one tab for each search. A maximum of 10 tabs can be opened.

Documents can be opened with a double-click or through the context menu of the document list. The document title, not the file name, is displayed above the opened document.

The following sections describe the following topics:

• Drag-and-drop

• Predefined Filters

• Sort Order

• Document Status

• Context Menu of the Document List

• Context Menu for the Columns of the Document List

Instructions for the document list are linked at the end of the chapter.

Drag-and-drop

You can...

• Use drag-and-drop to assign documents from the document list directly to the folders My Favorites, Trash, Documents to Go, and all Processes on the desktop.

• Use drag-and-drop to move documents from the document list to another file, folder, or tab in the sidebar.

• Use drag-and-drop to import email attachments from Outlook onto a document displayed in the document list as a new version or overwrite the existing document.

• Use drag-and-drop to import emails from Outlook onto an email displayed in the document list as a new version or overwrite the existing email. However, attachments that have already been imported as separate documents will not be updated, regardless of user settings.

• Use drag-and-drop to import files from Windows Explorer onto a document displayed in the document list as a new version or overwrite the existing document.

Predefined Filters

The document list does not display:

• Documents marked for deletion

• Documents to which the user has no access rights.

Sort Order

The document list is sorted by default in descending order (from Newest to Oldest) by the creation date of the documents. However, a user's sorting preference takes precedence and is saved with the layout.

Click on the column header to change the sort order. If the sort order of a column is changed, the affected column will be marked with a symbol in the column header.

• Up arrow: descending order (Z-A)
• Down arrow: ascending order (A-Z)
• No sorting

The sort order can be removed via the context menu of the column header. To do this, select the option "Clear All Filters and Sorting" in the context menu. Hold the [Ctrl] key to sort by more than one column.

Document Status

The status of a document is displayed in the "Document Status" column in the document list. A document can have the following statuses:

• Active: The document can be edited.

• Locked for Editing: The document has been opened for editing by a user.

• Permanently Locked: The document has been locked by a user and is not available for editing. It can only be opened in read-only mode.

• Finalized: The document has been finalized by a user and can no longer be changed. It can only be opened in read-only mode.

• Marked for Deletion: The document has been marked for deletion by a user and is not available for editing. It can only be opened in read-only mode.

Through the context menu option ["Management"] of the document list, you can:

• Delete or mark selected documents for deletion

• Remove a deletion mark

• Finalize selected documents

• Reset the finalization for finalized documents

• Determine the number of full-text characters for a document

• Set an outgoing mail stamp.

Through the context menu of the document list, you can:

• Open selected documents for editing

• Lock and unlock selected documents.

In document management, you can:

• Unlock all locked documents

• Delete all documents marked for deletion or remove the deletion mark

• Reset the finalization for all finalized documents.

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 (either permanently or just for editing),

• It is marked for deletion.

Icons in the Columns

Task Column:

The item is linked to an unfinished task.

Task Column:

The item is linked to a completed task.

Status Column:

The item can be edited.

Status Column:

The item is open and checked out for editing.

File Icon Column:

Various icons - The item has the file type associated with the icon in Windows Explorer.

Mail (Attachment) Column:

The email has attachments.

Mail (Attachment) Column:

The document is an email attachment.

Mail (Attachment) Column:

The email is an attachment of an email and has its own attachments.

Note Column:

The item is linked to a note.

Context Menu of the Document List Header

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

• "Select Columns.." opens the [Column Selection], where you can configure custom columns for notes and/or tasks to see immediately if there are any pending tasks for the document.
• "Grouping View"
• "Clear All Filters and Sorting"

Context Menu of the Document List

Right-click on a document in the document list to open the context menu.

The following options are displayed:

Note
If an option in the document list context menu cannot be executed due to an unassigned role, the option will be disabled.

• "Open in Read Mode": opens the document in read-only mode in the linked application.

• "Edit" opens the document in the linked application for editing. The document will be marked as "Locked for Editing" or (for unmonitored documents) "Permanently Locked".

  ---

  Note
  
  No matter which STP Documents application the document is opened from, the document title + file type designation is displayed at the top of the window. The original file name is only visible in the document data.

  ---

• "Edit Document Data …" opens the "[Edit Document Data]" window for editing the document data.

• "Lock" permanently locks the document. Other users can only open the document in read mode.

• "Unlock" unlocks a permanently locked document. A document with the status "Locked for Editing" cannot be unlocked.

• "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. When generating PDF/A, an ERVV-compliant document is created that is searchable.

• "Adopt Local Version …": The document must be permanently locked. The "Adopt Local Version" window opens. You can adopt a local document from the Windows file system as a new version of the document in STP Documents. Each version of the document can be assigned a title and a comment.

• "Duplicate …": The "Duplicate" window opens. You can create one or more copies of the document in STP Documents.

• "Copy Link": 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.

• "Send to" opens a submenu with the options:

  • "Printer …"
  • "Mail …"
  • "Mail (as PDF) … *"
  • "Mail (to LEXolution.KMS Participants) …"
  • "Clipboard"
  • "File System …"
  • "EGVP …"
  • "beA DESK"
  • "My Favorites"

• "Related File/Folder" opens a submenu with the options:

  • "<File/Folder Name>" loads all documents of the file/folder into the document list.
  • "Edit File/Folder Assignment …" opens the "Edit Document Data" window.

• "Archive Email Attachments as Documents"

• "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.

• "Processes" opens a submenu with the options:

  • "<List of all processes the document is assigned to>"
  • "Process Assignment …"
  • "Create New Process …"

• "Documents of the Participant (winsolvenz.p4)"

• "History …" opens the "Show Historical Entries" window.

• "Administration" opens a submenu with the options:

  • "Delete"
  • "Mark for Deletion"
  • "Remove Deletion Mark"
  • "Change Access Rights …"
  • "Commit"
  • "Reset Commitment"
  • "Number of Full Text Characters"
  • "Outgoing Mail Stamp".

• "Transfer to Local Data Store" adds the selected document to the Documents to Go folder and creates a local copy of the document.

• "Remove from 'My Imports'" removes the document from the My Imports folder.

• "Remove from 'My Favorites'" removes the document from the My Favorites folder.

• "Synchronize": The local copy of the document in the Documents to Go folder is synchronized with the document on the server.

• "Remove from Local Data Store" removes the document from the Documents to Go folder and deletes the local copy of the document.

* only for Word documents in .doc and .docx format

You can also select multiple documents in the document list.

The selected action from the context menu will then be executed for all selected documents. If a selected document cannot be processed, none of the selected documents will be processed, or you will receive an error message. The error message will contain information about which documents could not be processed and why they could not be processed. All other selected documents will be processed.

Submenu "Send to"

Click on "Send to" in the context menu to open the submenu with the following options:

• "EGVP …" opens the "Send to EGVP Client" window.

• "Printer …" sends the document to a printer.

• "Mail …" opens the email program and adds the selected file as an attachment.

• "Mail (as PDF) …" opens the email program and adds the selected file as a PDF attachment (only for Word documents in .doc and .docx format).

• "Mail (to LEXolution.KMS participants) …": This functionality is only available from version 1.6 of the STP Integration Server.

• "Clipboard" copies the document to the Windows clipboard.

• "File System …" opens the "Browse for Folder" window. You can save a copy of the document locally.

• "beA DESK"

• "My Favorites" adds the document to the My Favorites folder in the personal workbook.

You can also select multiple documents in the document list.

The chosen action from the "Send to" submenu will then be executed with all selected documents.

Press the keyboard shortcut [Ctrl]+[C] to copy the documents selected in the document list to the Windows clipboard.

These documents can be pasted elsewhere.

Submenu Option "EGVP"

This window is opened by "Send to" > "EGVP" in the context menu of the document list.

Enter the desired values in the selection and input fields and click the Submit to EGVP button.

The selection and input fields marked with an asterisk * are required fields.

The Submit to EGVP button is disabled.

Not all required fields are filled out.

Enter the desired values in all selection and input fields marked with an asterisk *.

The documents are submitted to the EGVP client but are not automatically sent to the recipient. Sending the message and documents is done from the EGVP Client. The EGVP Client software is not part of STP Documents.

Submenu Option "Mail ..."

"Send to" > "Mail …" does not work on 64-bit versions of Windows XP and Windows Server 2003. Microsoft will not provide a solution for these operating systems.

If you select "Send to" > "Mail …" from the context menu of the document list, only the following window is displayed:

A message is already open for editing in Outlook.

Complete this process and then select "Send to" > "Mail …" from the context menu of the document list again.

Submenu "Related File / Folder"

Click on "Related File / Folder" in the context menu to open the submenu:

• "<File/Folder Name>" displays all documents of the file or folder in the document list.

  Click on a file or folder name to display all documents related to the file or folder in the document list. If a file reference to another file is stored, the submenu option "Refers to: <File Name>" is displayed when the mouse pointer is positioned over the file or folder name.

• "Refers to: <File Name>" displays all documents of the referenced file in the document list.

  Click on the file name to display all documents related to the file in the document list.

• "Edit File/Folder Assignment …" opens the "[Edit Document Data]" window. You can edit the file or folder data of the selected document.

Multiple selection in "Edit File Assignment …" is only useful if all selected documents belong to the same file or folder.

Submenu "Processes"

Click on "Processes" in the context menu to open the submenu:

• "<List of all processes to which the selected documents are assigned.>" displays the documents of the displayed process in the document list.

• "Process Assignment …" opens the "[Assign to Process or Multiple Processes]" window.

• "Create New Process …": The "Process Management" window opens. You can create a new process. When the window is closed, the document is automatically assigned to the newly created process.

You can also select multiple documents in the document list. The chosen action from the "Processes" submenu will then be executed with all selected documents.

Submenu "History ..."

Open the context menu of the document in the document list with the right mouse button and click on "History …" to open the "Show Historical Entries" window.

Submenu "Administration"

Click on "Administration" in the context menu to open the submenu:

• "Delete": deletes the selected document if you are logged in as a user with the Document Administrator role.

• "Mark for Deletion" marks the document for deletion and moves it to the recycle bin.

• "Remove Deletion Mark" removes the deletion mark.

• "Change Access Rights…" opens the "Change Access Rights" window. You can assign or revoke access rights for the document to users and groups.

• "Commit": The document is committed and can no longer be edited. File, folder, and document data can still be changed.

• "Reset Commitment": You must be logged in as a user with the Document Administrator role. The commitment of the document is lifted. The document can be edited again.

• "Number of Full Text Characters" displays the number of characters in the full text. Special characters and spaces are counted.

• "Outgoing Mail Stamp" The outgoing mail stamp is recorded in the document history. The document is committed and cannot be changed. You can mark more than one document in the document list and stamp them with an outgoing mail stamp.

  The following processes are recorded in the "Show Historical Entries" window:

  Outgoing mail stamp set on <Date/Time> by <LEXolution.DMS User>

  Committed by <LEXolution.DMS User>

You must be logged in as a user with the Document Administrator role to

• Delete documents

• Remove deletion marks

• Reset postings.

You can always remove deletion marks that you set yourself.

The option "Change access rights …" does not allow multiple selections.

Instead of changing the access rights on the document, it's better to change the access rights of the file or folder to manage access to the documents within a file or folder.

Select from the document list context menu "Administration" > "Number of full-text characters". You will receive the following message:

The full text could not be automatically determined for the document because it is

• not a monitored document (Word, Excel, PowerPoint, PDF)

• a scanned document (an image) that was not read with text recognition software like Kofax or Quickscan.

In the "Full-text" section of the STP Documents Kanzleieinstellungen, you can regenerate the full text for monitored documents or manually enter it for each document.

Behavior with Multiple Selection

If you have marked more than one document in the document list, the context menu items of the document list behave as described in the following table.

* If one or more of the selected documents cannot be edited, you will receive an error message. The error message contains information about which documents could not be edited and why. Click the Execute Button to edit all other selected documents. Click the Cancel Button to abort the process.

** If at least one of the selected documents cannot be edited, none of the documents will be edited. You will receive an error message. The error message contains information about which documents could not be edited and why. Click the Close Button to cancel the action.

Context Menu for Document List Columns

Right-click on a column header in the document list to open the context menu for the document list columns:

• "Column Selection …" opens the "Column Selection" window. You can hide/show individual columns in the document list. Uncheck the box in front of the column name to hide the column. Check the box in front of the column name to show the column again.

• "Grouping View" expands the document list to include the field Drag the column here to group by. You can drag and drop columns into the field with your mouse. The document list will be grouped by this column.

• "Clear All Filters and Sorting" removes all filters and sorting. The document list will be sorted by default in descending order by the document creation date (newest to oldest).

Export Table to Excel

Click the Button (Excel) to export the content of the document list to Microsoft Excel.

Microsoft Excel will open, and the content of the document list will be inserted into a new Excel spreadsheet.