Content Manager 25.2 Web Client Help

# 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:

- View documents
- Download documents
- Generate URL link
- Generate Preview URL link
- View and work with record Revisions
- Check out documents for editing
- Check in documents

## 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 download the electronic document of a particular record. Instead of downloading the electronic document to your local system and then sharing, you can now generate a Content Manager Web Client URL and share the download link across the network. Clicking on the link allows the user to download the electronic document to the user's system.

To generate a URL link:

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

## Generating a preview URL link

The Generate Preview URL Link option allows you to generate and share an URL to preview the electronic document of a particular record. This option helps you to generate a Content Manager Web Client URL and share the link across the network. Clicking the link allows the user to preview the electronic document in the Preview panel.

To generate a preview URL link:

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

Copyright 2008-2025 Open Text
Version 25.2 | Last updated April 2025
Contact

Send documentation feedback

Close

Send documentation feedback

To send feedback using your default email client, open an email window.

Otherwise, send your feedback and the information below to hprmdocumentation@microfocus.com.

We appreciate your feedback!

Product: Content Manager 25.2

Topic Title: Working with Electronic Documents