What are Document Management Tools
Introduction
Document management tools in Easy DMS help users handle files more efficiently. These tools are available through a context menu and offer functions like editing, copying, and sharing documents. This article explains what each tool does and why it is important for document collaboration.
Target Audience
- User
Understanding Document Management Tools
Definition
Document management tools are actions available from the right-click context menu for any file stored in a DMS folder. These tools help users manage, share, and edit documents directly in the system.
How It Works
When you right-click on a document in the DMS folder tree, a menu appears with the following tools:
- Edit: Open and change the document’s metadata or properties
- Copy/Move: Transfer the document to a different folder or project
- Link to: Create a symbolic link to the document in another location
- Lock: Prevent other users from editing the document
- Turn on notifications: Receive alerts when the document is updated
- Assignment: Assign the document to a specific user or role
- Download: Save a local copy of the document
- Email: Send the document or a link to others via email
- Edit content: Open the document for real-time editing (requires Microsoft Office)
- Delete: Remove the document from the system
Note: The Edit content option only works if Microsoft Office is installed. It is not compatible with other office applications, including LibreOffice.
Examples
For example, a project member can right-click on a document to lock it before reviewing changes. After editing, they can unlock it and send it to a colleague using the Email option.
Conclusion
Document management tools in Easy DMS provide flexible and easy-to-use options for working with documents. From editing and moving to assigning and emailing, these tools make project document handling faster and more efficient.
