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Documents Workspace

Magnolia has a built-in Document Management System (DMS) which allows you to upload and manage your documents and other files.

To access the DMS, click on the Documents button in the navigation pane in AdminCentral.

Magnolia has a sophisticated access control system and if you are unable to see the Documents button in the navigation pane, you may not have the relevant access permission. If this is the case, please contact your systems administrator in this regard.

Although referred to as a document management system, the DMS allows you to store almost any file type, including image, audio, audiovisual and flash files.

File Structure

Before adding documents to the DMS, it is crucial that you give some thought to the structure of your document storage.

Files can be stored individually or within folders and subfolders and it is possible to create subfolders to an unlimited level.

The file structure is hierarchical and similar to the tree structure found in many other systems, for example in Windows Explorer.

To demonstrate the use of the DMS and to create the examples and screenshots, we added a new folder structure to the DMS. Our document structure is divided into three level-one folder categories or titles, named articles, research and images. We have created various subfolders and sub-subfolders within these categories and uploaded files to the subfolders

Although level-one folders in the DMS appear to be top-level folders, a root node in which the entire file structure is stored, exists implicitly, but is not displayed.

Opening the Workspace

When you launch AdminCentral, the Website workspace opens, by default.

To open the Documents workspace, click on the Documents button in the navigation pane in the left- hand column of AdminCentral.

When you click on the Documents button, the workspace area reloads to display the Documents workspace.

How to open AdminCentral is discussed in Getting Started - Opening AdminCentral (link).

Layout

The workspace is divided into two distinct areas: the navigation area, located in the left-hand pane and the workspace area to the right.

The navigational buttons, which allow you to access the different workspaces, are displayed in navigational area.

Workspace Area

General

The workspace area is divided into five columns:

  • Title: the title or name of the folder or file;
  • URL: the URL that will link to the folder or file;
  • Type: the document or file type, for example, docx, pdf, jpeg. In the case of a folder or subfolder, the type is specified as "folder";
  • Date: the date on which the file was uploaded or the folder was created;
  • Status: the activation status of the file or folder, i.e. whether or not it has been published to a public instance/s.

Selecting Rows

In order to work with a specific file or folder, its row needs to be selected or highlighted.

To select a specific file or folder, click on any of the elements in the row. The elements refer to the title, URL, type, date and status.

When you point to any of the elements, the row is highlighted by a light blue rectangle, and when you click, the rectangle darkens, indicating that the row is selected.

Command Bar

The command bar, which contains the main commands, is located at the bottom of the workspace area.

You can use any of the commands by simply clicking on them.

The clearly visible and usable commands in the command bar vary according to the selection made in the workspace area. Inactive commands appear transparent, whereas active commands are clearly visible.

When:

No file or folder row is selected; only the New folder and New document commands are active.

A folder is selected; all commands except the Edit document and Download document commands are active.

A document or file is selected; all commands except the New folder and New document commands are active.

The use of these commands is fully dealt with in individual sections.

Command Menu

You can also access the main commands, and certain additional commands, in the command menu, which is activated by right-clicking with your mouse.

The command menu contains all of the commands in the command bar and, in addition, the Move, Copy, Upload zipfile, Import from xml, Export tree to xml and Refresh commands.

The commands are executed by clicking on the relevant command in the menu.

The Import from xml and Export tree to xml commands are beyond the scope of this manual and will not be dealt with. The use of all other commands is dealt with in individual sections.

As in the case of the command bar, the commands, which are clearly visible and usable in the command menu, vary according to the selection made in the workspace area. Inactive commands appear transparent, whereas active commands are clearly visible.

When:

  • No file or folder is selected; only the New folder, New document, Upload zipfile, Import from xml, Export to xml and Refresh commands are active.

A folder is selected; all commands except the Edit document and Download document commands are active.

A file or document is selected; all commands except the New folder, New document, Activate incl. sub nodes and Upload zipfile commands are active.

Search Function

Magnolia has a built-in search function, which is extremely powerful and useful for locating specific documents, files or information.

The search box is located in the bottom right-hand corner of the workspace area.

To use the search function, simply insert a search term into the search box and press the Enter key on your keyboard.

The specific properties and use of the search function is discussed in Using the Search function.

Error Messages and Warnings

When working in the workspace area, if you attempt to do anything that is not possible, an error dialog opens advising you of this.

The following screenshot is an example of the type of message that you could receive.

To close the error dialog, click on the OK button and the window will close, returning you to the workspace area.

Before completing certain actions, which could have serious consequences, for example deleting and file or folder, you will receive a warning message. A dialog window will open advising you of this and requesting you to confirm your choice.

To confirm your action, click on the OK button and to cancel it, click on the Cancel button. When you click on either of these buttons, the dialog closes returning you to the workspace area.

User Information

Magnolia has a sophisticated security system and you can only gain access if you have valid login credentials, i.e. a username and password.

The username that you logged in under is displayed in the top right-hand corner of the workspace area.

You can access and amend your login details by clicking on your username. Modifying your user information is discussed in Getting Started - Modifying Login Details (link).

In the top right-hand corner of the screen, to the right of your username, there is a Logout link.

To logout of Magnolia, click on the Logout link and the window will reload to display the log in screen.

We suggest that you logout of Magnolia whenever you are away from you computer for any length of time.

About Files and Folders

File and Folder Structure

The DMS has a hierarchical file structure with which you will probably already be familiar. Windows Explorer is a good example of this type of file structure.

Folders and subfolders, to an unlimited level, can be created. Files may be stored within folders and subfolders, or individually.

Although recommended, it is not necessary to store your files in folders and/or subfolders, and it is possible to position files and documents on the same level as any folder or subfolder. If there are both folders and files on the same level, the files appear beneath the list of folders.

Magnolia refers collectively to both a single file and a folder containing files as a node, and you may see this term in some of the error and warning dialog boxes. A node could refer to one file, a level-one folder including all its subfolders and the files contained therein, or a subfolder including all of its files and subfolders.

The content of the small square to the left of the folder icon indicates whether the folder:

  • Contains subfolders or files: plus sign ( + );
  • Contains subfolders or files that are displayed: minus sign ( - );
  • Does not contain subfolders or files: period ( . ).
To expand or collapse a folder that contains subfolders or files, click within the small square, and the subfolders and files will either be displayed or hidden.

File and Folder Titles

File and folder titles are listed in the first column of the Documents workspace.

Files and folders may be given any name and there are no disallowed characters. Titles may include letters, numerals and all other keyboard characters, including blank spaces.

While blank spaces will be accepted by the system, Magnolia uses the file title to create the static link for the file, and will substitute any blank spaces with the characters "%20". For this reason, we recommend that you replace all blank spaces with either a dash or an underscore.

The static link can be viewed in the Meta Data area of the Edit dialog.

Working in the Edit dialog is discussed in Uploading Single Documents and Files: Edit dialog.

It is quite common and acceptable, to give a file or folder an identical title and URL, but this is not a prerequisite, and the title and URL may be completely different from each other.

While folder titles are manually assigned in the Documents workspace area, file titles are assigned automatically when you upload a file. It is possible to assign a different title to a file, by later changing it in AdminCentral.

Assigning folder titles and changing file and folder titles is discussed in Assigning Titles and URLs.

File and Folder URLs

File and folder URLs are listed in the second column of the Documents workspace.

Files and folders may be assigned any URL, but unlike file and folder titles, there are certain disallowed characters. URLs may include letters, numerals, a dash ( - ) and an under-score (_), but the balance of the unusual keyboard characters may not be used. If you inadvertently do include a disallowed character, Magnolia will substitute it with a dash ( - ). This will also happen if you include a blank space.

The disallowed characters are: ampersand ( & ); asterisk ( * ); at ( @ ); back quote ( ` ); back slash ( \ ); braces ( {} ); brackets ( ); carat ( ^ ); close brace ( } ); close bracket ( ] ); close parenthesis ( ) ); colon ( : ); comma ( , ); curly braces ( {} ); dollar ( $ ); double quote ( " ); equal ( = ); exclamation point ( ! ); forward slash ( / ); greater than ( > ); less than ( < ); open brace ( { ); open bracket ( [ ); open parenthesis ( ( ); parenthesis ( () ); percent ( % ); pipe ( \| ); plus ( + ); pound or hash ( # ); quote ( " ); semi colon ( ; ); single quote ( ' ); slash ( / ) and tilde ( ~ ).

Assigning and changing titles is discussed in Assigning Titles and URLs.

File and Folder Types

The file and folder types are listed in the third column of the Documents workspace.

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Whereas all folders are listed as a folder, the file extension of the various file types is listed for files. For example, Word 2003 files are listed as "doc", Word 2007 files as "docx", pdf files as "pdf" and Excel 2007 files as "xlsx".

Magnolia inserts the file and folder types automatically and they cannot be changed in the Document workspace.

File and Folder Date

The date and time of last modification of a file or folder is listed in the fourth column of the Documents workspace. The date is listed in the dd-mm-yy format and the time in the digital hh:mm format.

Magnolia inserts the information in the Date column automatically and it cannot be changed in the Document workspace.

File and Folder Status

The activation status of files and folders is listed in the fifth column of the Documents workspace.

The status of a file or folder refers to whether or not it has been activated, i.e. published to a public instance/s.

There are three possible indicators:

  • Red: the file or folder has not been activated or has been de-activated;
  • Green: the file or folder has been activated; and
  • Orange: the file or folder has been activated, but has been modified since its last activation.
The status indicator is inserted automatically and can only be changed by either activating or deactivating the file or folder. This is discussed in Activating and De-activating Files and Folders.

Keyboard Shortcuts

Magnolia has its own set of commands, which vary from workspace to workspace, and can be activated by right-clicking with your mouse. For this reason, the normal right-mouse commands that you may be familiar with, such as copy and paste, will not work in all areas. However, the associated keyboard shortcuts in Windows do work, and you may want to use these.

Managing Files

Using the Commands

The command bar contains the main commands and the command menu contains the main commands plus additional commands. Commands that are common to both menus can be used in either.

To use the command bar, simply select a file or folder, if appropriate, by clicking on any of the elements in the row and then click on the relevant command in the command bar.

The command menu is accessed by right-clicking with your mouse. There are two alternative ways to activate and use the command menu.

Alternative 1:Select the file or folder by clicking on any of the elements in the row, then right-click anywhere in the workspace area to activate the command menu, and then click on the relevant command in the menu.

Alternative 2:Without first selecting the file or folder, point to and right-click on any of the elements in the row and then click on the relevant command in the menu.When you point, the row will become highlighted by a light blue rectangle and when you right-click, the rectangle will darken and the command menu will appear.

Creating New Folders

The New folder command is used to create new folders and is available in both the command bar and command menu.

Level-one folders and subfolders are created in exactly the same way, except that when creating level-one folders, no row should be selected, whereas when creating subfolders, a higher-level folder should be selected.

When creating a level-one folder, if a row is currently selected you can de-select the highlighted row by using the Refresh command in the command menu. Using the Refresh command is discussed in Refreshing the Workspace.

To create a new subfolder, select the higher-level folder that you would like your new folder to be a subfolder of and them click on the New folder command in the command bar or command menu.

When you click on the New folder command, the workspace area reloads and a new folder, titled "untitled", appears at the bottom of the list of subfolders.

Once your new subfolder has been created, you can assign it a title and URL and move it to a more appropriate location in your file structure. How to do this is discussed in Assigning Folder and File Titles and URLs and Copying and Moving Files and Folders.

Assigning Titles and URLs

File and folder titles and URLs appear in the Title and URL columns of the Document workspace.

Whereas folder titles and URLs are manually assigned, Magnolia automatically assigns file titles and URLs when you upload a file.

Assigning Folder Titles and URLs

When you first create a new folder or subfolder, both the title and URL are named "untitled", by default.

If you create more than one level-one folder or more than one subfolder within the same higher-level folder, at the same time, sequential numbers, starting with zero, appear at the end of the word "untitled" to distinguish the different folders or subfolders.

To change the title and URL of a new folder from "untitled", or to rename a current folder or URL:

First, double-click on the current folder title or URL.

When you double-click, a white text box containing the current folder title or URL appears. In this text box, highlight the current folder title or URL.

Next, insert a new title or URL, by typing it in the text box.

Once you have inserted your new folder title or URL, press the Enter key on your keyboard to save it. The window will reload and your folder will now bear the new title or URL that you have assigned to it.

Magnolia uses folder and file titles and URLs to create links to your documents, so it is advisable to be as specific as possible. For more information about file and folder titles and URLs, and permissible characters, please refer to File and Folder Titles and File and Folder URLs.

Assigning File Titles and URLs

When you upload documents or files to the DMS, Magnolia automatically assigns the original file name as both the file title and URL in the Document workspace, and the file type icon appears to the left of the file title. For example, if you upload a Microsoft Word 2007 file named, "Focus-on-Your-Target Audience.docx", this name, minus the file extension, automatically appears as the file title and URL in the Title and URL columns and the file type icon appears to the left of the file name. The file extension appears separately in the Type column.

How to upload files is discussed in Uploading Single Documents and Files.

If the original file name contains disallowed characters or blank spaces, Magnolia substitutes these with a dash ( - ). For Example, if you upload a pdf file named, "Marketing @ a Glance!"

Magnolia will replace "@", "!" and all spaces with a dashes ( - ), and the URL in the Documents workspace will be listed as "Marketing---a-Glance-".

As there are no disallowed characters for file titles, the file title remains identical to that of the original file

Disallowed URL characters are listed and discussed in File and Folder URLs.

You can rename or amend the current file title and URL in the Documents workspace and your file will then be stored in the DMS under the amended name. The procedure for amending file titles is identical to that of amending folder titles.

To assign a new title and/or URL to an uploaded file:

First, double-click on the current file title or URL.

When you double-click, a white text box containing the current information appears. In this text box, highlight the current file name or URL.

Next, insert a new title or URL, by typing it in the text box.

Once you have inserted your new file title or URL, press the Enter key on your keyboard to save it. The window will reload and your file or URL will now bear the new name that you have assigned to it.

Magnolia uses folder and file titles to create links to your documents, so it is advisable to be as specific as possible when assigning your titles. For more information about file and folder titles and URLs, and permissible characters, please refer to File and Folder Titles and File and Folder URLs.

Uploading Single Documents and Files

In the Document workspace, you can easily upload files from your computer to the DMS.

Files can be uploaded as level-one files or placed within specific folders or subfolders. How to create a new folder is discussed in Creating New Folders.

Files are uploaded using the New document command, which is available in both the command bar and the command menu.

The procedure for uploading level-one files and uploading files to a specific folder or subfolder is identical, except that when uploading a level-one file, no row should be selected, whereas when uploading to a folder, the folder should be selected.

It is easy to move files from their upload location to a new one and this is discussed in Copying and Moving Files and Folders.

To upload single file to a specific folder using the New document command, select the row of the folder you would like to upload the file to, by clicking on any of the elements in the row and then click on the New document command in the command bar or menu.

When you click on the New document command, the Magnolia Edit dialog opens.

The actual upload process takes place in Edit dialog and this is discussed Uploading Single Documents and Files.

Once you have uploaded the new file, it will appear at the bottom of the list of folders and files, within the folder to which you uploaded it.

The file title and URL are identical to the original file, and the file type and date of upload are automatically inserted into the Type and Date columns.

Edit Dialog

When you click on the New document command, the Edit dialog opens.

The Edit dialog has two tab areas: Document and Meta Data. By default, the Document area is active on opening. A lighter green tab indicates the active area of the window. You can access either area of the window by clicking on the relevant tab. When you do so, the window will reload to display the options relevant to that specific area.

Document Area

There are five fields in the Document area: File; Subject; Description; Language and Version Comment.

File Field

The File field contains the upload function, which facilitates the uploading of files.

To upload a file:

Click on the Browse button in the File field.

When you click on the Browse button, in Windows, the standard Choose File to Upload dialog opens where you can navigate to the file you would like to upload. Navigate to file and either double-click on the file name, or click on the file name to highlight it and then click on the Open button in the bottom right-hand corner of the dialog.

When you click on the Open Button, or double-click on the file name, the Choose File to Upload window closes returning you to the Magnolia's Edit dialog where the file path of the file appears in File field and the file name and file extension, in the text boxes beneath it.

After saving the contents of the Edit dialog, if you at a later stage reopen the Edit dialog of the uploaded file, a download link, the file name and extension, and a Remove file button appear in the File field.

To upload a new version of the file, click on the Remove file button. The current file will be removed and the dialog will reload to display the Browse button, which allows you to navigate to and upload a new file.

Subject Field

The Subject field allows you to insert a subject heading for your file.

To include a subject heading, insert suitable content into the Subject field. You may want to use the file name, if it is sufficiently descriptive, or perhaps to elaborate further.

Description Field

The Description field allows you to elaborate further about your document or file. The Description field contains a text editor, which allows you to format the content of the description.

To include a description, insert it into the Description field and format it using the text editor.

With the possible exception of the different Paste commands, you will no doubt already be familiar with most of the commands in the text editor, and they function in exactly the same way as those in most word-processing programs.

The various commands are highlighted in the screenshot below.

To use any of the commands, simply click on the relevant command. When you click on some of the commands, a further dialog will open. There are clear instructions in each of these dialogs, which should be followed.

The Paste from Word command allows you to paste directly from a Microsoft Word document, while choosing to ignore or retain font and style definitions. The Paste as plain text command can be extremely useful if you are copying content from other programs because it essentially removes previous formatting, allowing the underlying uniform, template-based formatting to display.

Language Field

The Language field allows you to select the language of the document. This can be useful when working on a multi-lingual site.

To select the appropriate language, click on the small down-arrow on the right-hand side of the Language field. A drop-down menu will appear and you can select from the available options by clicking on the appropriate one.

Meta Data Area

The Meta Data area of the Edit dialog allows you to add further information about the file that you are uploading and to link it to other files in the DMS.

Creation Date - Type Fields

The content of the first six fields: Creation Date through to Type is generated automatically and no text boxes are provided. While you are in the process of uploading a file for the first time, the contents of these fields will remain empty. If, after uploading the file and saving the entries in the Edit dialog, you reopen the Edit dialog, the following automatically generated content will be present:

  • Creation Date: the date and time that file was first uploaded;
  • Modification Date: the date and time that the file was last modified;
  • Creator: the user who first uploaded the file;
  • Modifier: the user who last modified the file;
  • Static Link: the static link of the file or document;
  • Type: the file type of file or document.

Publisher - Rights Fields

The Publisher, Contributors, Date 1, Source and Rights fields allow you to insert further information about the file. A record of this type of information can be especially useful to locate files and when material has been obtained from external sources.

To include these details about your file, insert appropriate content into the fields.

The Select date button in the Date 1 field, allows you to select a date from a calendar, which is activated by clicking on this button. You can also insert the date manually by typing it in the yyyy-mm-dd format.

To use the calendar, click on the Select date button in the Date 1 field and the calendar will appear. The calendar is simple to use and offers many possibilities.

When you point to the different areas of the calendar, the instructions relevant to that particular area appear in the row at the bottom of the calendar. For example, if you mouse over the greater than sign in the second row, to the right of the word "Today", the instructions in the bottom row will change to "Next month (hold for menu). Following these instructions, if you then click on the greater than sign, the calendar will display the following month, and if you click and hold on the greater than sign a drop-down menu containing all the months of the year, appears. You can select the appropriate month from the menu by clicking on it. The different options on the calendar work in exactly the same way and are annotated in the screenshot below.

Once you have located the date you would like to insert, click on it, and it will automatically be inserted into the Date 1 field.

Relation Fields

The Relation 1 and Relation 2 fields allow you to link the file that you are uploading to two other files in the DMS. Both of the Relation fields are used in an identical manner.

To link the file to others in the DMS:

Click on the relevant Internal Link button to the right of the field.

When you click on the Internal Link button, a new dialog, containing the DMS file structure opens. In this dialog, locate the file that you would like to link to and click on the title to select it. Next, click on the OK button in the bottom right-hand corner of the dialog. When you click on the title, its file path appears in the last row of the dialog.

.

When you click on the OK button, the DMS dialog closes returning you to the Edit dialog where the file path of the linked file appears in the Relation field.

To link a second file, repeat the procedure described above for the Relation 2 field.

When you have completed all your entries in both the Document and Meta tab areas of the Edit dialog, click on the Save button in the bottom right-hand corner of either area of the dialog.

When you click on the Save button, the Edit dialog closes returning you to the Documents workspace.

Uploading Zip Files

About Zip Files

The Upload zipfile command, not only allows you to upload large files, but also multiple files in a single upload.

In order to use the Upload zipfile command, your files and/or folders must first be compressed into a zip file. How to create a zip file is beyond the scope of this manual, but you will no doubt already familiar with this process.

You can upload zip files that contain:

  • A single file;
  • An entire folder of files;
  • An entire hierarchical structure of folders containing subfolders and files.
Magnolia automatically unzips the files and folders contained in the zip file and inserts them into the file structure in the Documents workspace.

Uploading a New File Structure

If you upload multiple folders that contain both subfolders and files, Magnolia will retain the hierarchy of the original structure.

To demonstrate this:

We created the file and folder structure displayed in the screenshot below in Windows Explorer.

We then compressed the entire "documents-workspace-structured" folder into a zip file and uploaded it to the DMS as a level-one folder. The screenshot below is of the Documents workspace after uploading the zip file. The original hierarchical structure of the files and folders has been maintained.

Uploading to an Existing DMS Structure

If there is already an existing folder structure in the DMS and you maintain folders with identical names on your computer, Magnolia identifies this and inserts the individual files into the correct folders in the DMS.

If the files names on your computer are identical to those in the DMS, Magnolia identifies this and overwrites the existing files in the DMS, with the newly uploaded files. This prevents having to delete large numbers of unwanted and out-of-date files.

By way of example, if a Word file named "Focus-on-your-Target-Audience.docx' exists in the DMS and a file with an identical name is included in the uploaded zip file, the Word file in the DMS will be overwritten, even if it was created in a previous or later version of Word. The original file remains available as a previous version and this is discussed in Working with Search Documents - Versions Command.

It should be noted, however, that when files are uploaded individually using the New document command, identically named files are not overwritten during the upload process, as it is easy to identify and delete the unwanted version when working with a single file.

To demonstrate this:

We created a folder structure in Window Explorer that is identical to an existing folder structure in the DMS. While the folders in are identical, the files within the folders differ and are highlighted in the screenshots below.

We then compressed the Window Explorer folders and files into a zip file, and uploaded the zip file to the DMS, without selecting a particular folder or subfolder. The screenshot below is of the Documents workspace after uploading the zip file.

The additional files from the zip file were inserted into the correct folders and the file that has an identical file name, "Focus-on-your-Target-Audience", has been overwritten by the file in the zip file. The current, available version is now a Word 2003 file, but the original version remains available and accessible using the Versions command.

Upload Zipfile Command

Zip files are uploaded using the Upload zipfile command, which is available in the command menu.

The manner in which you upload a zip file is identical regardless of the contents of the zip file.

When you upload a zip file, you can position the files contained in the zip file as level-one files of the file structure of the DMS, or within a folder in the DMS structure. The procedure is identical, except that when uploading as level-one files, no row should be selected, whereas when uploading to a folder or subfolder, the folder should be selected. If a file or folder row is currently selected, click on the Refresh command in the command menu to deselect all rows. Using the Refresh command is discussed in Refreshing the Workspace.

To upload a zip file, select the row of the folder, if any, that you would like to upload the files to, then right-click anywhere in the workspace area, other than on a file or folder element, to activate the command menu, and then click on the Upload zipfile command in the menu.

When you click on the Upload zipfile command, the Magnolia Edit dialog opens.

The actual upload process takes place in Edit dialog and this is discussed in Uploading Zip Files.

Once you have uploaded the zip file, the files contained in the zip file will appear at the bottom of the list of folders and files, within the folder to which you uploaded them.

Edit dialog

When you click on Upload zipfile command, the Edit dialog opens.

The Edit dialog contains a single tab area: Zip Upload.

Zip File Field

The Zip File field contains an upload function, which allows you to upload a zip file.

To upload a zip file:

In the Zip file field, click on the Browse button.

When you click on the Browse button, in Windows, the Choose File to Upload dialog opens. In this dialog, navigate to the file you would like to upload and click on the file name. Next, click on the Open button in the bottom right-hand corner of the dialog. Alternatively, you can simply double-click on the file name.

When you click on the Open button, the Choose File to Upload dialog closes returning you to Magnolia's Edit dialog, where the file path of the file you are uploading appears in the Zip File field.

Encoding Field

Zip files are encoded differently on the various platforms and the Encoding field allows you to select the appropriate platform.

To choose the appropriate platform, click on the small down-arrow on the right of the Encoding field and a drop-down menu will appear. Make your selection by clicking on either option and it will be inserted into the Encoding field.

When you have completed your entries in the Edit dialog, click on the Save button in the bottom right-hand corner of the dialog.

When you click on the Save button, the Edit dialog closes, returning you to the Documents workspace where the unzipped individual files contained in the uploaded zip file are displayed in the position that you uploaded them to.

Copying and Moving Files and Folders

The procedure for copying and moving files and folders is identical, except that when moving files and folders, the original is removed from its original location and no longer exists there, whereas when copying files and folders the original remains in its original location and also exists in its duplicate location.

Files and folders are copied using the Copy command and moved using the Move Command.

Copied and moving files and folders can be positioned in any location within the file structure by simply dragging them from the original location and dropping them in the new one.

You can copy and move individual files or entire folders, including their subfolders and files. When you copy or move a folder, the entire contents of the folder is also copied or moved.

Both commands are available in the command menu.

Copy and Move Commands

To copy a file or folder, select the row of the file or folder you would like to copy, then right-click anywhere in the workspace area, other than on a file or folder element, to activate the command menu, and then click on the Copy command in the menu.

To move a file or folder, select the row of the file or folder you would like to move, then right-click anywhere in the workspace area, other than on a file or folder element, to activate the command menu, and then click on the Move command in the menu.

When you click on the Copy or Move commands, a duplicate of the file or folder title and icon attaches to your mouse pointer. This title and icon will move with your pointer and you can now drag the duplicate file or folder to its new location within the file structure.

To position the copied or moving file or folder between current files or folders, drag the duplicate file or folder title and icon to the location that you would like it to appear in, and then click on the new location. When you indicate with your mouse pointer to a possible location, a solid line will appear, indicating that you are pointing to a possible location.

To position the copied or moving file or folder in a current folder, drag the duplicate title and icon to the folder within which you would like to place the copied file or folder and click on the folder title.

When you click on the new location, the workspace will reload and your duplicate or moved file or folder will appear in the location that you positioned it in.

  • When positioning a file or folder, if you indicate with your mouse pointer to any location that is not a possible position, a small "no-entry sign" will appear over the file or folder icon, indicating that the position that you have pointed to is not a possible location.

About Duplicate and Moved Files and Folders

You can copy and move files and folders to and from any location. For example:

  • It is possible to copy or move an entire level-one folder and position the duplicate as a subfolder of any folder within the file structure, and conversely also to copy or move a subfolder and position the duplicate as a level-one folder;
  • Files may be copied or moved from folders or subfolders, and positioned as level-one files, or positioned within other folders or subfolders.
If you copy or move a folder, which contains subfolders and/or files, all of the subfolders and files will also be copied or moved, and the duplicate or moved folder will contain identical files and subfolders.

When you copy a file or folder:

  • The file and folder titles are duplicated identically;
  • With the exception of the URL of the actual file and folder that is copied, the URLs are duplicated identically. Where necessary, an identifying numeral, starting with zero is inserted at the end of the URL of only the highest-level duplicated folder or file, and further copies will bear sequential numerals. For example;
  • When copying a single file and positioning it within the same folder as the original file , the URL of the duplicate will be identical to that of the original, but with a zero at the end;
  • When copying a single file and positioning it within a different folder or as a level-one file, the URL of the duplicate will be identical to that of the original, but no zero will be added at the end;
  • When copying a level-one folder, which contains files and/or subfolders, the URL of the duplicate level-one folder will be identical to that of the original, but with a zero at the end. All files and subfolder contained within the copied level-one folder will be identical, but will not bear identifying numerals;
  • The file and folder type is duplicated identically;
  • The file and folder date is duplicated identically, i.e. the duplicated files and/or folders bear the date of creation or last modification of the original files and folders;
  • The supplementary file information in the Edit dialog is duplicated identically.
To demonstrate the above, we copied the /articles/webpages subfolder, and positioned the duplicate directly below it. The similarities and differences between the original and the copy are annotated in the screenshot below.

Deleting Files and Folders

It is possible to delete any on the files and folders in the Documents workspace using the Delete command.

The Delete command is available in both the command bar and the command menu.

Files and folders are deleted in exactly the same way.

Deletion in the DMS works in the same way as in Website. When you delete a file, it is marked for deletion but only actually deleted when the changes are activated. As in the Website area, content dependencies are listed in the deletion warning message.

If you delete a folder or subfolder that contains files and/or subfolders, all of the files and subfolders within the deleted folder will also be deleted. Deleted files and folders can be restored.

To delete a file or folder, select the row of the file or folder you would like to delete and then click Delete in the command bar or context menu.

When you click on the Delete command, a warning dialog opens, advising you that the node will be deleted and requesting that you confirm your choice. Click on the OK button to do so.

Once you have clicked on the OK button, the workspace will reload and the deleted file or folder is marked for deletion. Similar to web pages, the deletion needs to be activated (right-click > Activate changes) and, if workflow is enabled, the workitem needs to be processed for the deletion to take effect.

Edit Document Command

Since not all operating systems have the required document editor, for example, Linux does not include MS Word, it is not possible to edit actual documents and files in the DMS.

All of the information inserted in the Edit dialog relating to a file or document can be amended in Magnolia, but the actual document needs to be downloaded to your computer and edited there.

There are two ways to download documents and files to your computer. You can use either the Edit document command or the Download document command.

The Edit document command opens the Edit dialog that allows you to download your file, upload a new version of it, and simultaneously to edit all the information in the DMS that relates to your file.

The Download document command offers a quicker and more direct method, but only allows you to download your document. The use of this command in discussed in Download Document Command.

The Edit document command is available in both the command bar, and in the command menu.

To open the Edit dialog, select the row of the file you would like to edit and then click on the Edit Document command in the command bar or menu.

As an alternative to using the Edit Document command, you can also open the Edit dialog by simply double-clicking on the file type icon of the file that you would like to edit.

When you click on the Edit document command or double-click on the file type icon, the Edit dialog of the selected file opens.

The Edit dialog contains all of the information relating to the document or file that was inserted when it was first uploaded or last modified.

Inserting information into the Document and Meta Data areas of the Edit dialog and using the Edit dialog generally is discussed in Uploading Single Documents and Files.

Downloading Documents in the Edit dialog

The File field of the Document tab area of the Edit dialog contains a download link, which allows you to download a file.

To download a file:

In the File field, click on the file name link of the document.

When you click on the file name link, in Windows the File Download dialog opens where you can select to either save or open the file.

If you click on the Open button, the file will automatically download to your computer.

Once the download process is complete, the file opens directly on your computer in the program in which it was created or another compatible program, and you can now make the necessary amendments to it.

If you click on the Save button in the File Download dialog, the Save As dialog opens where your can first save the file on your computer before opening it.

Uploading New Versions of Files and Documents

After you have amended your file or document, you may want to upload the new version of it to the DMS. This can be done either in the Edit dialog, or in the Documents workspace using the New Document command. Using the New document command is discussed in Uploading Single Documents and Files.

To upload a new version of a document or file in the Edit dialog:

In the File field, click on the Remove file button below the file name and link.

When you click on the Remove file button, the dialog reloads to display the upload function, i.e. the file link and file name disappear and empty boxes appear in their place. You can now upload a new version of the document or file by clicking in the Browse button

Using the Browse button to upload a document or file is discussed in Uploading Single Documents and Files - Edit dialog: Document Area.

Editing Information Relating to Files and Documents

All of the current information in the various fields of the Document and Meta Data areas of the Edit dialog can be amended by inserting new information or making new selections.

The use of these fields is discussed in Uploading Single Documents and Files: Edit dialog.

Download Document Command

The Download document command offers a quick and direct method of downloading files, and can be used as an alternative to the download link in the Edit dialog.

The Download document command is available in both the command bar and he command menu.

To download a file, select the row of the file you would like to download and then click on the Download document command in the command bar or menu.

When you click on the Download document command, in Windows, the File Download dialog opens where you can select to either save or open the file.

If you click on the Open button, the file automatically downloads to your computer.

Once the download process is complete, the file will open directly on your computer in the program in which it was created or another compatible program, and you can now make the necessary amendments to it.

If you click on the Save button in the File Download dialog, the Save As dialog opens where your can first save the file on your computer before opening it.

Refreshing the Workspace

The Refresh command allows you to refresh or reload the Documents workspace.

While the workspace will reload automatically after using most commands, this added function can be extremely useful. For instance, when you have selected or highlighted a file or folder in error and would then like to deselect all rows, or when a number of folders and subfolders are expanded and would like to collapse them all simultaneously.

The Refresh command is available in the command menu. As the Refresh command is not folder or file specific, it is always active, whether or not a specific row is selected.

To use the Refresh command, right-click anywhere in the workspace area to activate the command menu, and then click on the Refresh command in the menu.

When you click on the Refresh command, the workspace reloads and in the refreshed workspace, all of the previously expanded subfolders are collapsed and only level-one folders and files display.

Activating and De-activating Files and Folders

Activation is the process of publishing your files and folders to one or more public instance of Magnolia. Until a file or folder has been activated, it will only be viewable in the author instance.

De-activation is the process of removing files and folders form the public instance/s, while they remain available in the author instance.

It is possible to activate multiple subfolders and files simultaneously, if they are all stored within the same higher-level folder.

About Activation

In a typical Magnolia installation, there is a single author instance and one or more public instance/s.

The author instance allows you to manage, edit and create your files and documents in a separate and non-public environment. Until a file is activated or published, your amendments will only be visible to other editors and role-players within your organization.

Activation is the process of publishing your folders and files to a public instance. Magnolia simply copies the files and folders from the author instance to the public instance/s. When you amend activated files and folders, it is necessary to reactivate them in order for the latest information to be publically available.

Whether your files will be activated immediately or not will depend on the modules of Magnolia that are installed and the procedures relevant to your organization. If, for example, the workflow module is installed, you may have to wait for someone else, typically a publisher, to approve your activation.

If the workflow module is not included in your installation, your files will be activated immediately.

The activation status of each file or folder is indicated in the Status column of the Documents workspace.

There are three possible indicators:

  • Red: the file or folder has never been activated or has been de-activated;
  • Green: the file or folder has been activated;
  • Orange: the file or folder has been activated, but has been modified since its last activation.

Once activated, you can view your files in the public instance/s of Magnolia.

When activating a file contained within a folder, it is necessary to activate the folder before activating the file. Similarly, when activating a subfolder, it is necessary to activate the higher-level folder before activating the subfolder.

When you upload a new version of a file, the status indicator of the newly uploaded file will be red, i.e. not activated, and you will need to activate the file. When you amend any of the supplementary information of an activated file in the Edit dialog or upload a new version, the status indicator will change from green to orange, indicating that the file information has been modified, and you will need to reactivate the file in order for the amended contents to appear in the public instance.

Magnolia automatically generates a static link for all uploaded documents and files. This link is stored in the Meta Data area of the Edit dialog, which can be access by clicking on the Edit document command.

There are two commands that facilitate the activation of files and folders: the Activate this node command and the Activate incl.sub nodes command. The first is used to activate single files and folders, and the second to activate multiple files or folders in a single action. The use of these commands is discussed in Activating Single Files and Folders and Activating Multiple Files and Folders .

The activation process is perhaps best demonstrated visually. The screenshots below show the Documents workspace in both the author and public instances of Magnolia. Whereas the Author instance contains activated files and folders, and those that are yet to be activated or have been de-activated, the Public instance contains only activated files and folder.

Author instance

Public instance

About De-activation

De-activation is the process of removing your files and folders from the public instance/s so that so that they are no longer publically visible.

When you deactivate a file or folder, Magnolia removes it from the public instance/s.

Even if a file or folder has been de-activated, it will still be available in the Documents workspace of the author instance for further use.

There is a vast difference between de-activating files and folders, and deleting files. When you delete a file or folder in the Documents workspace, Magnolia first automatically de-activates it and then removes it from both instances. On the other hand, when you de-activate a file or folder, it will only be removed from the public instance/s, but will still be available in Documents workspace in the Author instance.

Files and folders are de-activated using the De-activate command and its use is discussed in De-activating Files and Folders.

Activating Single Files and Folders

The Activate this node command allows you to activate a single file or folder and is available in both the command bar and the command menu.

Before you can activate a single file contained within a folder or a single subfolder, it is necessary to first activate the folder in which the file is located and any higher-level folders. If you do not do this, your file or folder will not be activated.

Both files and folders are activated in exactly the same manner.

To activate a single file or folder, select the row of the file or folder you would like activate, and then click on the Activate this node command in the command bar or menu.

When you click on the Activate this node command, if the workflow module is not running on your installation, your file or folder will be activated immediately and its status will be reflected as green in the Status column in the Documents workspace.

If the workflow module is running on your installation, when you click on the Activate this node command, the Edit dialog opens.

The Edit dialog contains a single tab area: Activation, which allows you to insert a comment regarding the activation of the file. This information will be forwarded, together with your activation request, to the appropriate person in the workflow chain.

To insert an activation comment:

In the Comment field, insert an appropriate comment and then click on the Save button in the bottom right-hand corner of the dialog.

When you click on the Save button, the Edit dialog closes returning you to the Documents workspace, where a message dialog opens, advising you that your activation request has been initiated. Click on the OK button in this dialog to return to the Documents workspace area.

Your activation request will be sent to the person responsible for approving requests and can be viewed in the Inbox workspace, if you have the requisite permission to access this workspace. To open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral and the Inbox workspace will open.

Working in the Inbox workspace is discussed in The Inbox Workspace (link).

  • Once your activation request has been approved, the status indicator of the file will change from red to green.

Activating Multiple Files and Folders

It is possible to activate an entire file structure containing files and folders simultaneously, using the Activate incl. sub nodes command. When using this command, if you activate a higher-level folder, which contains files, and subfolders, which in turn also contain files and further subfolders and files, the whole structure will be activated at the same time.

The Activate incl. sub nodes command is available in the command menu.

To activate multiple files and folders, select the row of the highest-level folder of the files and folders that you like to activate, then right-click anywhere in the workspace area, other than on a file or folder element, to activate the command menu, and then click on the Activate incl. sub nodes command in the menu.

If the workflow module is not running in your installation, the files and folders will be activated immediately and their status reflected as green in the Status column in the Documents workspace.

If the workflow module is running on your installation, when you click on the Activate incl.sub nodes command, the Edit dialog opens.

The Edit dialog contains a single tab area: Activation, which allows you to insert a comment regarding the activation of the file. This information will be forwarded, together with your activation request, to the appropriate person in the workflow chain.

To include an activation comment:

  • In the Comment field, insert an appropriate comment then click on the Save button in the bottom right-hand corner of the dialog.
  • When you click on the Save button, the Edit dialog closes returning you to the Documents workspace, where a message dialog opens, advising you that your activation request has been initiated. Click on the OK button in this dialog to return to the Documents workspace area.
  • Your activation request will be sent to the person responsible for approving requests and can be viewed in the Inbox workspace, if you have the requisite permission to access this workspace. To open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral and the Inbox workspace will open.

Working in the Inbox workspace is discussed in The Inbox Workspace (link).

  • Once your activation request has been approved, the status indicator of all the files and folders will change from red to green.

De-activating Files or Folders

The De-activate command allows you to de-activate single files and folders, as well as, an entire structure of files and folders.

The De-activate command is available in both the command bar and the command menu.

When you de-activate a higher-level folder containing files and/or folders, all of the lower-level files and folders will also be de-activated.

Both files and folders are de-activated in exactly the same manner.

To deactivate a file or folder, select the row of the file or folder you would like de-activate and then click on the De-activate command in the command bar or menu.

When you click on the De-activate command, the Documents workspace area will reload and the status indicator of the files and/or folders in the Status column will have changed from green to red, indicating that the files and/or folders have been de-activated.

Using the Search Function

Magnolia has a built-in search function, which is extremely powerful and useful for locating specific documents, files or information.

The search box is located in the bottom right-hand corner of the workspace area.

To use the search function, simply insert a search term into the search box and press the Enter key on your keyboard.

When you insert a search term into the search box and press the Enter key, the workspace area reloads to display the Search workspace. Only files, and not folders, are displayed in Search workspace, and only files relevant to the search term display.

Layout of the Search Workspace

The layout of the Search workspace differs from that of the normal Documents workspace.

The Search workspace has five columns:

  • Icon: the file type icon;
  • URL: the URL that links to the file;
  • Type: the type of document or file, for example .docx, .pdf, .jpeg;
  • Title: the title or name of the file;
  • Date: the date on which the file was last uploaded or the related information in the Edit dialog modified.

To the right of the columns, there is a grey panel, which facilitates different grouping options.

Grouping Options

When you enter a search term into the search box and press the Enter key, all of the documents or files that contain the search term display in the search workspace.

To create the screenshots in this section, we entered the word "marketing" as our search term in the normal Documents workspace.

By default, the files in the search results display in the same order as they appear in the file structure in the normal Documents workspace.

To demonstrate the default search file order, in the screenshot below we have highlighted the first four search result files as they appear in the file structure in the normal Document workspace. If you compare the screenshot above with the one below, you will note that the sequence is identical.

In the Search workspace, to the right of columns, there is a gray panel, which offers grouping options. This panel can be used to group or sort the search files to the second level.

The first grouping level is by file type, and the link, Type, which facilitates this, appears beneath the "Group by" category heading.

To group your files by file type, click on the Type link and the Search workspace area will reload to display the files grouped by file type.

The second sorting level, Sort within a Group by, offers you the choice to sort your files, within the first grouping level, by either URL or date.

To sort your files by date, click on the Date link and the workspace area will reload to display the files grouped first by type, and then by date.

To group your files by URL, click on the URL link and the workspace area will reload to display the files grouped first by type, and then alphabetically by URL.

Search Levels

Magnolia's search function operates simultaneously on three levels. Before returning your search results, the search function searches through:

  • The title of the documents or files;
  • The URL of the documents or files;
  • The information included in both the Document and Meta Data areas of the Edit dialog of the documents and files. Using the Edit dialog is discussed in Uploading Single Documents and Files - Edit Dialog.
To demonstrate the different search levels we used examples contained in the search results for the search term "marketing".

Title

The search function searches through the file or document title included in the Title column of the normal Document workspace for the search term.

URL

The search function searches through the URL included in the URL column of normal Document workspace for the search term.

While it is common to give a document or file an identical title and URL, this need not be the case. If the search term is contained in the URL only, and not in the title, it will nonetheless be included in the search results.

In the screenshot below, the Word file "Using-Video-Effectively", contains the search term in its URL, but not its title, and is included in the search results for this reason.

Information in the Edit dialog

The search function searches through the information relating to the file contained in the Document and Meta areas of the Edit dialog. If any of the information included in the Edit dialog contains the search term, the file to which this information relates will be included in the search results.

Including information in the Edit dialog is discussed in Uploading Single Documents and Files - Edit Dialog.

The file, "Focus-on-your-Target-Audience", does not contain the search term "marketing" in its Title or URL. It is included in the search results because the search term appears in the file-specific information, which has been included in the Edit dialog.

The screenshot below is of the Document area of the Edit dialog. The search term is contained in the Description field.

Choosing Search Terms

The search function works in much the same way as many others, that you are no doubt already familiar with, do. A good example would be a basic Google search.

Choosing the right search term is the key to finding the information that you are looking for. It is always best to be as specific as possible. If you are unsure of the precise document that you are searching for, you can always start with a broad search term and later narrow it down by including additional search terms.

The sections that follow detail the basic rules for searching.

Capitalization

Searches are not case-specific. Regardless of the case in which you enter the search term, or the case in which the search term appears in the file title, URL or related information in the Edit dialog, the file will be included in the search results.

For example, if you were to enter the term "MaRketiNg", the search function would still return all results which contain the term "marketing", "Marketing" or MARKETING".

Multiple Search Terms

Multiple search terms can be included and are useful in narrowing down your search. When you insert multiple search terms, the search function searches for documents that contain only all of the terms. The more terms you enter, the more you will narrow down your search.

For example, if you enter the term "marketing promotion", the search results will include only files that contain both the words "marketing" and "promotion".

In the screenshot above, the first Word file is included in the results because the second file has been linked to it in the Meta area of the Edit dialog.

Specific Phrases

The search function can locate specific phrase.

If you can recall the exact phrase that you are looking for, place it in quotation marks and the search results will contain only those files, which contain the exact phrase. If you cannot recall the exact phrase, include as many terms as you can remember, but in this instance omit the quotation marks.

For example, If you insert "it is vital that you remain focused", in quotation marks, your search results will include only those documents which contain that specific phrase.

This precise phrase is contained in the Description field of the Edit dialog.

Excluding Terms

You can exclude documents containing specific terms by using the minus sign \(-).

For example, if you enter the words "marketing -economic", your search results will include all files containing the word "marketing", but exclude those that additionally contain the word "economic".

A comparison of the following two screenshots demonstrates the use of the minus sign.

Search term "marketing"

Search term "marketing -economic"

When using the minus sign, include a space before the minus sign and exclude a space after it.

Common Words Excluded

The search function automatically excludes common words, such as "and", "where" and "how", so it is unnecessary to include these terms.

For example, if you insert the words "marketing and promotion" or "marketing promotion", your search results will be identical because the word "and" will automatically be excluded.

Including Common Words

It may on occasion be necessary to include common words that are automatically excluded by the search function. If this is the case, you can include them by using the plus (+) sign.

if you would like, for example, to find all documents containing the words "marketing" and "how", insert "marketing +how" into the search box.

When using the plus sign, include a space before the plus sign and exclude a space after it.

Word Variations

The search function automatically includes natural extensions or derivatives of words, but does not include word shortenings.

If you search for the singular of a word, the plural will automatically be included, but only if it is an extension of the singular. For example, singular: "market", plural "markets". If the plural is not an extension of the singular, it will not be included. For example, singular "goose", plural "geese".

If you search for the plural or a word, the singular will not be included.

The word "market", its plural "markets" and a derivative of it "marketing", provides a good example, and is demonstrated in the screenshots that follow:

If you search for the search term "market", the results will include files that contain both the words "markets" and "marketing".

If you search for the search term "markets", the results will exclude files that contain the word "market", and obviously also the word the word "marketing";

If you search for the search term "marketing", the results will exclude files that contain the word "market" and "markets".

Working with Search Documents

The Search workspace contains its own set of commands, which are relevant to conducting searches and working with documents in the search results. The available commands are Edit Document, Show in Navigation and Versions.

Only the Edit document command is common to both the normal Documents workspace and the Search workspace, and it functions in exactly the same way in both. The Show in Navigation and Versions command are unique to the Search workspace.

Like in the normal Documents workspace, there is a command bar, at the bottom of the workspace area, and a command menu, which is accessed by right-clicking with your mouse. All of the commands in the Search workspace are file-specific and are therefore only active and clearly visible when a specific file is selected. When no file row is selected, the commands are inactive and appear transparent.

Using the Commands

All of the search commands are available in both the command bar and the command menu, and you can use them in either.

To use the command bar, simply select the row of the file you would like to work on and then click on the relevant command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways to activate and use the command menu:

Alternative 1:Select the row of the file you would like to work on by clicking on any of the elements in the row, then right-click anywhere within the highlighted row to activate the command menu, and then click on the relevant command in the menu.When you click on any of the elements, the row is highlighted by a blue rectangle and when you right-click the command menu appears.

Alternative 2:Without first selecting a row, point to and right-click anywhere within the row of the file that you would like to work with, and then click on the relevant command in the menu.When you point the row is highlighted by a light blue rectangle and when you right-click, the rectangle darkens, indicating that the row is selected, and the command menu appears.

In the normal Documents workspace, after selecting a row, you can then right-click anywhere in the workspace area to activate the command menu and the original row remains selected. This procedure differs slightly in the Search workspace. In the Search workspace, after selecting a row, it is necessary to right-click within the blue rectangle highlighting the selected row to activate the command menu. The reason for the difference is that, in the Search workspace, when you point anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the normal Documents workspace the row is only highlighted by a light blue rectangle when you point to one of the actual row elements.

Edit Document Command

The Edit document command is common to both the Search workspace and the normal Documents workspace and functions in precisely the same way in both workspaces.

The Edit document command opens the Edit dialog where you can download the file, upload a new file and amend the information related to the document in the Document and Meta Data areas of the Edit dialog. Working in the Edit dialog is discussed in Uploading Single Documents and Files - Edit dialog.

To open the Edit dialog, select the row of the file you would like to edit and then click on the Edit document command in the command bar or menu.

You can also open the Edit dialog by simply double-clicking on the file type icon.

When you click on the Edit document command or double-click on the file type icon, the Edit dialog opens.

Show in Navigation Command

The Show in navigation command allows you to view the file selected in the Search workspace in its position within the navigational file structure of the DMS, i.e. in the normal Documents workspace.

To view the selected file in the navigational structure, select the row of the file you would like to view and then click on the Show in navigation command in the command bar or menu.

When you click on the Show in navigation command, the window reloads to display the selected file, highlighted in its position in the navigational structure in the normal Documents workspace.

Versions Command

Magnolia has built-in file versioning. Previous versions of documents and files are automatically saved and you can revert to a previous version of a document or file.

This functionality can be extremely useful in many instances. For example, when you want to track and compare amendments to a document, or if you simply decide that you prefer a previous version.

The standard installation of Magnolia is configured to store the ten most recent versions of a file or document. Each time a new version of a file is uploaded, and each time amendments relating to the file are made in the Edit dialog, a new version is created.

File versions are accessed using the Versions command, which is unique to the Search workspace.

When you click on the Versions command in the Search workspace, the Versions workspace opens in a new window.

To open the Versions workspace, select the row of the file you would like to view the versions of, and then click on the Versions command in the command bar or menu.

When you click on the Versions command, the Versions workspace opens in a new window.

Versions Workspace

Like in the Search workspace, the Versions workspace has its own set of commands, which are available in the command bar at the bottom of the workspace area, and in the command menu, which is accessed by right-clicking with your mouse. There are two commands in the Versions workspace: the Show and Restore commands.

The layout of the Versions workspace differs from that of the normal Documents workspace and the Search workspace.

The Versions workspace has three columns:

  • Name: the file title;
  • Date: the version date; and
  • User: the user who uploaded or modified the file or its related contents in the Edit dialog.

To the right of the columns, there is a gray panel, which facilitates different grouping options.

Grouping Options

By default, the file versions in the Versions workspace display in ascending date order.

To the right of columns, there is a gray panel, which offers grouping options. This panel can be used to group or sort the files version to the second level.

The first grouping level is by user, and the link, User, which facilitates this, appears beneath the "Group by" category heading. To group your file versions by user, click on the User link and the Versions workspace will reload to display the file versions grouped alphabetically by User.

The second sorting level, Sort within a Group by, allows you to sort the versions by date, within the first grouping level. To sort your files by date, click on the Date link and the workspace will reload to display your files grouped first by user, and then by date.

These functions can be extremely useful in identifying a specific version of a file, especially when there are a large number of previous versions to which many users have contributed.

Using the Commands

Two commands, Show and Restore, are available in the Versions workspace and are both available in the command bar and the command menu. You can use the commands in either menu.

To use the command bar, simply select the row of the version you would like to work on and then click on the relevant command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways to activate and use the command menu:

Alternative 1:Select the row of the version you would like to work on by clicking on any of the elements in the row, then right-click anywhere within the highlighted row to activate the command menu, and then click on the relevant command in the menu.When you on any of the elements, the row is highlighted by a blue rectangle and when you right-click the command menu appears.

Alternative 2:Without first selecting a row, point to and right-click anywhere within the row of the version that you would like to work with, and then click on the relevant command in the menu.When you point the row is highlighted by a light blue rectangle and when you right-click, the rectangle darkens, indicating that the row is selected, and the command menu appears.

In the normal Documents workspace, after selecting a row, you can then right-click anywhere in the workspace area to activate the command menu and the original row will remain selected. This procedure differs slightly in the Versions workspace. In the Versions workspace, after selecting a row, it is necessary to right-click within the blue rectangle highlighting the selected row to activate the command menu. The reason for the difference is that, in the Versions workspace, when you point anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the normal Documents workspace a row is only highlighted by a light blue rectangle when you point to one of the actual row elements.

Show Command

The Show command opens the Edit dialog of the selected version, where you can view the particulars relating to the version and download the file version. Working in the Edit dialog is discussed in Uploading Single Documents and Files - Edit dialog.

The Show command is available in both the command bar and the command menu.

To open the Edit dialog using the Show command, select the row of the file version you would like to view, and then click on the Show command in the command bar or menu.

When you click on the Show command, the Edit dialog of the selected version opens.

Restore Command

The Restore command restores the selected version of the document or file as the available version in the DMS.

The Restore command is available in both the command bar and in the command menu.

To restore the selected version, select the row of the file version you would like to restore and then click on the Restore command in the command bar or menu.

When you click on the Restore command, a message dialog opens advising you that the selected version has successfully been restored as the latest version available in the DMS. In this dialog, click on the OK button to complete the restoration of the file version.