Document Status

This chapter covers the following topics:

  • Importing documents in the standard DESK

  • Capturing file, folder, and document data

  • Viewing and editing documents

  • Creating a new version of a document

  • Copying documents

  • Duplicating documents

  • Printing documents

  • Editing documents with the Cloud PDF Viewer

  • Sending documents via email

  • Locking and unlocking documents

  • Managing documents in processes

  • Finalizing documents

  • Marking documents for deletion

  • Deleting documents.

Documents received should be assigned to files or folders and provided with document data as early as possible.

When you open a document from the document list for editing, you need to consider the following:

  • Does the document have a file format monitored by STP Documents (Word, Excel, Adobe, PowerPoint) or not (all other file formats)?

  • Is the document you want to open locked or unlocked? If so, was it locked by you or another user?

The different properties of a document result in different editing and reading options for you.

The following sections explain the terms document status, monitored documents, unmonitored documents, and version.

Document Status

The status of a document is displayed in the "Document Status" column of 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 mode.

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

Using the context menu option "Manage Document List", you can

  • delete documents marked for deletion or remove the deletion mark

  • reset the finalization for finalized documents.

The logged-in user must be a member of the Administrators group or have the Document Administrator role assigned through a group.

In document management, you can

  • unlock locked documents

  • delete documents marked for deletion or remove the deletion mark

  • reset the finalization for finalized documents.

Monitored Documents

The documents from the following applications have a file format monitored by STP Documents:

  • Word

  • Excel

  • PowerPoint

  • PDF

Unmonitored Documents

The documents from all other applications have a file format not monitored by STP Documents (all file formats except Word, Excel, PowerPoint, PDF).

New Version

When saving in STP Documents, you have the option to overwrite the existing document or create a new version of the document. When creating a new version, the existing document is retained as an old version. The current version of the document is displayed in the "Version" column of the document list. Old versions can be opened for reading via the drop-down menu in the "Version" column.

The document data is not version-dependent.

Related to