Files management
Add a file
Depending on these rights, the user can add files either from the "Add" action button at the top right of the screen, or by right-clicking in the central page and clicking on *Add a file*.
A new window will offer the user the document deposit form.
Context menu on files
Access to the menu is done either by right-clicking or from the button representing 3 vertical points that appears when hovering over the file.
The context menu offers different functionalities depending on the user's rights:
File properties
View | View the file |
Download | Download the file |
Share | Generate a sharing link, to distribute it internally for a defined period of time |
Review | Launch a document review circuit |
Create from | Create a new circuit taking the data from the selected file (attachment, metadata, people, etc.) |
Versions | Access version history |
Lock | Concerns only the DMS outside Quality. Blocks file updates (for a period of time, if specified). Note: this lock is not taken into account in the Quality DMS. |
Annotations | Access file annotations (equivalent to a discussion thread |
Copy | Copy the file to paste it in another folder |
Cut | Move the file to another folder |
Rename | Modify the file name |
Delete | Delete the file |
Archive | Move the file to archive |
Properties | Display the properties window |
File properties
For each file, the user can access the properties from the right-click *Properties* or from the 'three points' icon when hovering over the file.
The properties of a file are as follows: type, size, location, creation date, modification and owner, publication information, annotations, versions, linked documents.
File versions
When opening a file or downloading it, the latest version of the file is automatically proposed. However, the user accessing the file can find all versions at any time in the "Version" tab.
Modify file metadata
File metadata can be modified by administrators from the "Additional information" tab.
Only information used in the reference calculation cannot be modified.
Annotations on files
Annotations are a discussion thread on files. All users with write rights on the folder can add an annotation on files. Annotations can also be used during searches. To add an annotation, simply write the annotation and click on "Annotate". Once added, the annotation can be modified or deleted by its owner or by administrators.
Linked documents
Users with write rights on the folder can add linked documents for each file. Linked documents offer navigation on documents related to the consulted document. To add a linked document, the user must navigate in the DMS folders (or via the search field) then select one or more documents and finally click on "Add". The document(s) are then linked and accessible for direct download. To delete a linked document, simply click on the "trash" icon. The document will be disassociated from the concerned document.
Only documents in the DMS can be added as linked documents.
Download a file
The user can download the file if for their role(s), they have the "Read" right. When the user clicks on "Download" from the context menu, the file is added to the station's download list. Double-clicking on a file also allows automatic file download.
Share a file
The user can share the file if they have the *Share* right.
By creating a sharing hyperlink on the file, the user can send the download link to people outside the organization by specifying the expiration date, the number of downloads or even a password.
*The hyperlink will automatically point to the latest version of the document and will offer the document by default for consultation.*
Note that in the case of a shared PDF file, clicking on the link does not download the file to the station but directly opens the PDF viewer displaying the PDF.
Updated on: 13/03/2026
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