Working with Electronic Documents

When a document is checked into Content Manager it's created as an electronic record, and a copy of the document is added to the electronic document store. From that point on, Content Manager controls the document.

Content Manager users can then search for, view, extract or open the document using Content Manager or its native application.

Web Client users can:

Viewing an electronic document

If a Content Manager Record has an electronic document attached, a View icon with the electronic file format, e.g. GIF or TXT, will be visible beneath the icon

To view the electronic document:

  1. On the selected record, click View.

The Preview panel displays the HTML representation of the electronic document.

To go back to the list of Search results, click Close on the document Preview panel.

NOTE: If your organization has integrated the Web Client with Office Online, the Web Client document viewer opens the Office Online document viewer in a new browser tab for viewing supported document types.

Hit highlighting with HTML preview

Hit highlighting feature highlights relevant search terms within the HTML representation of the attached electronic document in the HTML viewer. When a content search is executed from the Web Client, relevant search terms are highlighted in the HTML preview. The highlight colour is yellow.

NOTE: Content searches should be enabled on the dataset and the contents should be appropriately indexed for this feature to work.

If you execute a content word search, the preview window highlights the relevant search terms in the body of the preview window. Example: content:"click".

The checkbox Show highlighting is available at the bottom of the preview window which allows you to either turn on or turn off the highlighting feature. By default, the Show highlighting option is enabled.

Downloading an electronic document

If your organization allows the option, you will be able to download a copy of the electronic document to your device. If this option has been disabled, you will not see the Download option on the Preview panel.

To save a copy of the attached electronic document to a device:

  1. On the selected record, click View.
  2. On the Preview panel, click Download

Download as .zip file

You can download multiple records as single .zip file.

To download as .zip file:

  1. Click the checkbox next to the records to select multiple records.

  2. Click the Download

    The selected records are downloaded as a single .zip file on to your device.

Depending on your browser, you may be prompted to select from saving or opening the document, or the electronic document will automatically download to your default Downloads folder.

Generating a URL Link

The Generate URL Link option allows you to generate and share an URL to a particular record. This is particularly useful as it means that you do not have to download a document and share it across the network, you can generate a Content Manager Web Client URL and share the link instead.

If this option has been disabled, you will not see the Generate URL link option on the Preview panel.

To generate a URL link:

  1. On the selected record, click View.
  2. On the Preview panel, click Generate URL link