Document Preview

Switch Preview Views

In the document preview, you can display up to two documents side by side or stacked. Choose one of the following options:

  • Button (One Document),
  • Button (Two Documents Side by Side),
  • Button (Two Documents Stacked).

When two documents are displayed side by side or stacked, the active window is highlighted with a blue border. The newly selected document from the document list will load into this active window in the document preview.

The buttons Button (Show Previous Document), Button (Show Next Document) and Button (Chronological Document List Sorting) are not displayed when two documents are shown in the document preview.

Document Title

Above the button bar, each displayed document in the document preview shows the icon associated with the document format and the title from the document list.

Clicking the icon for the document format opens a drop-down menu.

Document Preview Button Bar

Button (Show Previous Document) or Shortcut [Ctrl]+[Page Up]

Show the previous document in the document list

or Key [Home]

Show the first page of the document

or Key [Page Up]

Show the previous page

or Key [Page Down]

Show the next page

or Key [End]

Show the last page of the document

Button (Show Next Document) or Shortcut [Ctrl]+[Page Down]

Show the next document in the document list

Button (Chronological Document List Sorting)

Chronological document list sorting

or Shortcut [Ctrl]+[F]

Search in the document

(Tool)

Tool selection to display a selection list with the options:

"Select", "Move" and "Zoom".

Depending on the current selection, the respective button is displayed in the toolbar.

(Rotate Left) or Shortcut [Ctrl]+[Left]

Rotate the document 90° to the left

(Rotate Right) or Shortcut [Ctrl]+[Right]

Rotate the document 90° to the right

(Zoom In) or Shortcut [Ctrl]+[Plus]

Display the document enlarged

(Zoom Out) or Shortcut [Ctrl]+[Minus]

Display the document reduced

(Select Zoom)

opens a menu:

  • In the submenu Button (Magnifier) is available:

    • "Whole Page (Ctrl + 0)" or Shortcut [Ctrl]+[0]
    • "Page Width (Ctrl + 2)" or Shortcut [Ctrl]+[2]
    • "Actual Size (Ctrl + 1)" or Key [Ctrl]+[1]
    • if applicable, the options "25%", "50%", "75%", "100%", "125%", "150%", "200%", "400%", "500%“

  • Button (Print): Print document

  • Button (Eye): Open document for reading (only in Outlook DESK)

Button (Edit Document): This function is only available when using the PDF Cloud Viewer for PDF documents. The document opens in the Cloud PDF Viewer with a variety of additional functions.

Page

  • display entered page

    Note

    The Buttons (Show Previous Document), (Show Next Document) and (Chronological Document List Sorting) are not displayed when two documents are shown in the document preview.

    Note

    If the preview area is compressed so much that the button bar is not fully displayed, the commands are available via a drop-down menu.

To the left of the document title in the preview, you can expand a drop-down menu under the icon with the file type with the following options:

  • "Send to Printer ..."

  • "Send via Email ..."

  • "Send via Email (as PDF) ..."

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

  • "Send via Email (as Link) ..."

  • "Send to Clipboard"

  • "Send to File System ..."

  • "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.

  • "Open PDF for Editing"

  • "Check Out Document for Editing" opens the document in the linked application for editing. The document is marked as "Locked for Editing" or (for unmonitored documents) "Permanently Locked." Unmonitored file types (PDFs and all other non-Office documents) are automatically checked back into DMS Controls after editing.

    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.

  • "Check In Document for Editing"

  • "Edit Document Data"

  • "Delete"

  • "Mark for Deletion"

  • "Remove Deletion Mark"

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

    Note

    If you create a new version before editing a document, make sure not to accidentally overwrite the original version when saving.

  • "Compare"

  • "Show Document with Attachments"

  • "Show Related File/Folder"

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

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

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

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

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

  • "Create New Urgent Task" opens the "Create New Urgent Task" window. Alternatively, press the keyboard 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 Documents users in the firm can load the document into the document list via this link.

The document preview can be partially overlaid by notes related to the displayed document. If a note for a specific document page is called up, it is displayed in the preview.

Related to