Download

This feature allows you to save the document to your computer.

Select the document, then click “Upload” from the drop-down menu.

Visualize

This feature allows you to view your documents without the need to download them first.

It is also possible to click on the name of the document to view it.

Send & Share

Share documents and folders

Historical

Document and file history

Properties

This feature gives you the ability to view information about the document:

ID: Unique identifier of the document
path: The path where the document is stored in the Open Bee™ Portal tree
description
creator
Date Created/Modified
File path: The storage path on the server of the file associated with the document
Document size
Document Type
Document imprint

To access the properties, select the document, then click on “Advanced” in the drop-down menu and then click on “Properties“.

The following window will appear and give you all the information about the document.

To delete an item, you must:

Select the document and click on “Actions on the selection“
Click on “Edit” in the drop-down list and then click “Delete“.
A message appears, asking to confirm the deletion. Click on “OK” or “Tobe naught“.
Once the document is deleted, a confirmation message appears.

Or:

Click directly on the Actions button next to the document
Click on “Edit” in the drop-down list and then click “Delete“.

Manage Versions

This feature allows you to view the version history of a document and edit the current version.

A list of the different versions of the document is displayed:

Choose the version you want to use as the current version
Select it by checking it (version column)
Click on “Use as current version“

Add a version

This feature allows you to add a new version to a document.

You can then choose a new file on your computer:

Once saved, this file will become the current version of the document.

Copy

This feature provides the ability to make a copy of a document to a folder of your choice.

Select the document,
Click “Copy” from the drop-down list.

Choose the destination folder where you want to copy your document
Click on “Copy“.

A confirmation message indicates that your document has been copied successfully.

Move

This feature provides the ability to move a document to another folder of your choice.

Select the document,
Click “Move” from the drop-down list.

Choose the destination folder where you want to move your document.
Click “Move“.

A confirmation message indicates that your document has been moved successfully.

Edit

You can edit a document if you have read and edit permissions.

To do this:

Position yourself on the document you want to edit.
Click on “Edit“.
Click on “Edit Properties“.

Fill in the new name and click “Save” to complete the operation.

This function is also useful for modifying the indexes of a document as a result of an indexing error.

Edit online

This is only available for Microsoft Office documents.

See: Editing a Microsoft Office Document

Delete

This feature allows the deletion of a document. A deleted document is moved to a global recycle bin and can be restored by an administrator.

A confirmation window appears. Click “OK” to confirm the deletion:

Add a Binding

The ” Add Binding ” function allows you to define links between documents.

Indeed, it can be useful to link two or more documents together, especially if they deal with the same subject, but are stored in different places.

To add a binding:

Select the document you want to link to another.
Select “Add Binding” from the drop-down menu.

If related documents are detected, they will be offered in the “Suggested Documents” section.

To work, the automatic document suggestion must first be set up by an administrator.

Example:

A user wants to link an invoice in the amount of €100 issued by the company Open Bee™.

If a €100 purchase order from the Open Bee™ company is archived in Open Bee™ Portal, it will appear in the “Suggested Documents” section.

(info) Suggested documents can be viewed by clicking on the icon on the right side of the screen:

To link a document that has not been “suggested”, there are 3 options:

Navigate through your folder tree to select the document(s) you want to link your document to (by checking them)
Use the document search. Click on the ” Document Search ” tab, choose the search criteria, then confirm
Add a new document. Click on the “Add a document” tab, from which you will find the form for adding a document .
The added document will be automatically linked.