Documents. Getting Started.

• 1. Add/Create documents
• 2. Preview/Edit documents
• 3. Manage documents
• 4. Share documents

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TeamLab Documents is a web application for internal use designed to store, view, edit and share documents, images, spreadsheets, presentations, etc. The document management is organized in a structure of four main folders:

• My Documents is a private storage space. Each portal's member has My Documents folder where the user can upload or create documents for personal use only;
• Shared with Me folder contains documents which have been shared with you by other users;
• Common Documents is a common storage space containing files and folders available to all portal's members;
• Recycle Bin is a folder where all your deleted files are stored and can be restored or removed later.

1. Add/Create documents

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  Upload files
  Use this option to upload files from your hard disk drive following few easy steps:

  
  
  1. Click the Upload link and the dialog window will open.
  2. Click the Select Files button to browse for the necessary files.
  3. Use the Add Files button to upload several files at once.
  4. Finally click the Upload button. The selected files will be stored in the My Documents folder.
  
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  Import files
  Use this option to import your files stored in other web-sources like Zoho, Google Docs or Box.net. Click the Import from... link and select the source to transfer files from. For more detailed instructions go to the Tips & Tricks section.

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  Create files
  To create a new document, click the New File link and select the file type: Document, Spreadsheet, Presentation or Drawing. Enter the name of your document in the appeared field and confirm it clicking the green check mark.

  

To download a file from the Documents module, select the file by checking the box next to its title and click the Download button above the file list or use the same option of the right-click menu.

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2. Preview/Edit documents

To preview an uploaded or created file, just click its title and it will be opened in a preview mode. The image files will open in the same window, the text files will be shown in a new tab of the Internet browser. The preview mode offers standard tools to zoom in/out your files, adjust their size, navigate between pages, rotate, download or print them.

The document editing is done with help of a multi-functional online editor. To edit a document just click the icon to the right of its title and it will be opened in a new tab of the Internet browser. If a document is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this icon to see who is editing the file at the moment.

You can find all the editing options right on the portal. Once you save changes you made, both versions of your document will be available, so that you'll be able to restore the previous one if necessary.

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3. Manage documents

But even when your data is well structured, it might be difficult to quickly find the desired file. To this purpose use one of the available filters. First you can display files of the selected type:

1. Click the Filter field.
2. Select Types.
3. Select one of the available types: Files, Folders, Documents, Presentations, Spreadsheets, Images.

You can also use the Sort by option and organize your files by Date, Name, Type or Size.

In order to extend the list of files to be displayed on one page switch to the Compact view mode clicking the corresponding button above the Sort caption.

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4. Share documents

Select a file (or a folder) you want to share and click the Sharing Settings icon to the right of its title. In the opened window select between two access types:

• the first option allows you to copy the link to the document and grant access to everyone with the link:
  1. Define the access level choosing Read Only or Full Access from the drop-down list.
  2. Click the show caption to see and copy the link to the document.
  3. Click the Save button at the bottom of the page.

  For more detailed instructions, please see the How to share documents with public? guide.

• the second option allows you to grant access only to users who can log in your portal:
  1. Click the Add users or Add groups link.
  2. Select a person (a group) from the list you want to share the document with.
  3. Define the permission details selecting the Read Only, Full Access or Deny Access option from the drop-down list next to the person/group name.
  4. Leave the Send notification box checked add some text, if necessary.
  5. Click the Save button to make the settings work.

  For more detailed instructions, please see the How to share documents with other portal users? guide.

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