Navigating Documents window
- Click the ‘Window’ menu and choose DocHaven (or key Command-D for Macintosh, Control-D for Windows) — this will bring the Documents window to the front.
- With the Documents window highlighted in the foreground, press any of the four arrow keys. The up and down arrow keys will move you up and down through the list of projects and documents while the left and right arrows open and close project folders.
- Highlight a folder and press Return — DocHaven should display that open folder.
- Press the Return key while highlighting a file to launch it.
- Pressing Shift or Command (Control in Windows) lets you select multiple documents or folders.
- Right-clicking (or control-clicking) a document lets you change a project’s name plus many other functions.
- When a file is still open by an application it usually appears highlighted in red. Once closed, moving over the file removes the colouring.
Tool Bar
- Most functions are available from the Tool Bar, menus and contextual menus.
- Highlight the project’s files or folders, then click the Tool Bar button.
- Clicking the clear button in the top right hand corner hides or reveals the Tool Bar.
- When a toolbar item is not available it shows as greyed (see Print above)
New project
Click the New icon in the Tool Bar (or choose New... from the File menu, or type Command-N)
Create from an existing project
- Highlight a project (hold shift to highlight more than one).
- Click the ‘Create New From’ button.
- A new project will be created in your DocHaven folder that is an exact copy of the highlighted project and with a new project ID.
Create a new Blank (empty) project
- Click the ‘Blank’ button.
- A new, empty and unnamed project will be created in your DocHaven folder.
- You can rename the project by right-clicking it or via the Inspector… window (see below for details).
Options
- Highlighting the ‘Reveal’ check box will cause the downloaded project’s folder to be revealed in the Finder.
- Choosing an FTP Server from the pop-up list will allow an uncompressed copy of the project contents to be sent to this server. This is in addition to the normal project storage and may be useful for storing web HTML files or extranet content.
- The Compress option is stops the project from being compressed before putting away. It may be useful for projects larger than zip’s 4 Gb limit.
Add Documents to Library
Firstly
- Click the ‘Add’ icon in the Tool Bar (or choose Add to Library… from the File menu or type Command-Shift-O)
- Click the ‘Choose…’ button. Highlight the folder of files you wish to add to the DocHaven library. Click OK.
- Select the desired Owner and Group IDs from the pop-up menus (warning - if you are neither the Owner nor in the Group of a project you will NOT be able to access the project. Also the Owner cannot be easily changed at a later date).
To add the whole folder as one large project
- Set the pop-up to ‘Import as one Project’.
- Note: by default the folder’s name becomes the project name.
To add each sub-file (or sub-folder) as individual projects
- Set the pop-up to ‘Import as Individual Projects’.
- Note: by default the individual file or folder’s name becomes the new project's name. It only adds files and folders one level deep, so each folder inside the main folder becomes a new project however many files or folder it has enclosed.
Options
- To add a note on every project added, type the note into the Notes field.
- To link each new project added to a particular Client, select the Client ID from the pop-up.
- To add a keyword, highlight it in the list then click the keyword’s ‘Add’ button. You cannot edit the keywords list, but you can clear the list.
- To add a password to the project, type the password in the Password text box (warning: the password will be requested whenever the project is Taken Out or Copied Out in future, but not when exported or archived). It does not password-protect the zipped file.
- To notify the project Owner whenever the project is accessed, ensure the Notify Owner check box is checked.
- To mark the project as a short-term project such as fax cover sheets or memos, ensure the Short Term check box is checked.
- To set the project to appear in the New list for the Owner and any Group members, ensure the Template check box is checked. Note: only the project owner can take out the template project.
- Unchecking the ‘Compress’ option allows projects larger than 4 Gb to be stored. This should be used sparingly as uncompressed file transfers often take much longer than compressed ones.
- Dragging and dropping a file or folder from the Finder on to the logged-in application icon automatically adds the item to the DocHaven library.
Find — Copying Out & Taking Out
Click the Find icon in the Tool Bar (or type Command-F, or choose Find... from the File menu).
There are three main ways to find a project: by typing in the project numbers, by choosing a recent project or by searching for a project.
Typing a project Number
Into the top field you can type the project number you want to find. You don’t need to include any zeros at the start. If you want to find lots of projects, separate them with a comma e.g. 789, 23345, 567.
Recent projects
Click the pop-up for Recent projects. It includes a list of the latest 100 projects accessed with your most recently accessed projects at the top. Highlight the project you want to find and click ‘Add’. The project number will be appended to the top field. You can add as many recent documents as you want.
Searching for a project
Click the grey triangle in the bottom left corner of the Find window to expand the Find options.
SpotFind
- Click the SpotFind tab
- Click on the SpotFind text field
- Type at least four characters. As you type the matching projects will show in the list below.
- Highlight a project and click Add to include it in the list of projects at the top to take out
- Remove all SpotFind text to return to normal
Search
- Click the Search tab
- There are three conditions to find documents. To activate a normal condition, enter a value into the right hand field. Choose a different field to search by clicking the left pop-up. Choose a logical equator (e.g. equals, contains, etc) to get a range of values. Some fields require a value, some dates while other are true or false conditions.
- If any of the three fields is activated this way the search button becomes available. Any fields left blank are ignored.
- Normally you will only want to find projects that have been put away, so are available to take out. If you want to find both in and out projects (plus archived, deleted and synchronise projects), then uncheck ‘Find All’.
- Click ‘Search’.
- Highlight a project and click Add to include it in the list of projects at the top to take out
Next:
- You can continue more searches if you want, each time adding new projects to the box above. If you add too many projects, either delete them manually or click ‘Clear’ and begin again.
- Once all the projects have been added to the box you need to choose whether you want to ‘Copy Out’ or ‘Take Out’ the projects.
- Copy Out will create new projects based on the exact same files as the chosen projects into your DocHaven folder on your computer – the original projects will not be affected.
- Take Out will put the selected projects in your DocHaven folder but will set the status of the projects to ‘Out’. Projects that are taken out cannot be taken out again until they are first put away.
- Note: if the 'Reveal’ button is checked then, as the projects are downloaded, their folder will be opened in the Finder. If you are downloading lots of projects it is recommended to uncheck this!
Opening documents
Highlight any projects or documents that you want to open in the Documents window. Click Open from the Tool Bar. Any folders that are highlighted will be opened in the Finder. Any files that are highlighted will be launched.
Reveal project
Click the ‘Reveal’ icon in the Tool Bar to show the actual file or folder in the Finder (or Windows Explorer).
Putting Away
- When you’ve finished with a project it is best to put it away. This not only enables it to be backed up, but lets others take it out. To put a project away, ensure you’ve closed every document (and its application) within the project.
- Highlight any file or folder within the projects in DocHaven (shift-click multiple projects) — you do not have to highlight the project folder name.
- Click Put Away on the Tool Bar (or Command-Y or Put Away from under the Manage menu).
- DocHaven will compress your project, copy it to the server as the latest version and change the project’s status to ‘In’.
- The copy of the project on your computer is now deleted.
Boomerang
- Boomerang allows you to Put Away the latest version of a project, yet keeps the project out on your computer.
- Highlight any file or folder in the project in the Documents window.
- Choose ‘Boomerang’ from the Manage menu (or Command-B or Boomerang from under the Manage menu). Your project will be compressed and a copy transferred to the server, yet the project remains out. This is useful for projects that you want to keep editing, yet make a backup on the server. It is the equivalent to putting away then taking out again, but is much faster.
Revert
- Revert allows you to cancel the currently taken out version of a project.
- Highlight a project in the Documents window.
- Click Revert on the Tool Bar (or type Shift-Command-R or Revert from under the Manage menu). After a warning message, your project will be moved from the DocHaven folder into the Trash and the project status set to be ‘in’.
- Now the project is back in, the previous version on the server becomes the latest version. This is useful where you have made major mistakes in a project and want to reverse them. To revert to a version before the previous version, use the ‘Previous Version’ command instead.
- Reverted projects are stored in the Trash or Recycling bin with the date and time appended. This is to help you recover projects you may have reverted more than once. It is advised that you empty your Trash periodically to remove these unwanted files.
- If you decide you really to need the latest version again, take out the project again then drag into it the required items from the reverted project that is sitting in the trash.
- As an alternative if you make a mistake, export the previous version from the server and copy the correct files across.
Printing
- Highlight any documents that you want to print in the Documents window.
- Click Print on the Tool Bar. Any files that are highlighted will be launched and printed. Once the document was successfully printed, it will usually be automatically closed (on Windows and Linux the document is launched only).
- This enables users to quickly open, print and close a document without the hassle of dealing with print dialogs.
Inspector
Click ‘Inspector’ in the Toolbar.
- The Inspector window should appear. The Access tab show the information held about the project on the MySQL server.
- The Notes tab allows free text entry about the project
- The Status, Dates and Costs tabs shows the project Management status of the project. Drag the Percentage Complete slider to allow entry into the other fields.
- The Contents tab shows what is inside the latest project version on the server and does not reflect any changes made to the version taken out.
- The Finder tab shows the information regarding the actual file or folder being highlighted in the Document window. Checking the Size box will inform you of the size of the file or folder (warning: this can slow the movement between folders if there are many levels of sub-files and folders).
- The Keywords tab allows you to add or remove keywords from a project.
- The History tab gives you a list of the Notifications that have been sent regarding this project and a log of all interactions. To activate this function press ‘Refresh’.
- To keep any changes made to any settings click ‘Update’.
- Clicking the Inspector icon on the Tool Bar will close the Inspecor.
Close a Window
- Choose Close Window from the File menu to close the uppermost window (or click the red close button or type Command-W or press Escape key)
- You cannot close the DocHaven Documents window.