Documents

Setting up of Documents Module

Documents Module is one of the optional activeCollab Available Modules found in the in the Admin > Modules section. It can be installed quickly and easily by clicking the Install button on the right side of the screen. After installation, the Roles that can use the Documents must be defined. Remember that only users with can_use_documents permissions will have access to this feature.

The Documents Module allows you to create a repository of different types of documents and files. Documents are available globally, on the system level and everyone with the appropriate permission will be able to use and create them.

Documents are very similar to Files. Both have the same functionality, preview and file management options; but unlike Files, Documents are available on a higher level, outside and independent of any project. This feature can therefore be used to store company files (memoranda, privacy policies, contracts, company logos, etc.) or other documents of interest across the entire system.

A New Document can be created in two ways:

  1. as a New Text Document. Just type your document text in a Pages-like form, press Submit and it will be saved as a simple text document.

  2. by Uploading a File. The upload page will allow you to choose a file from your computer and upload it to the Documents area.

Documents are ordered alphabetically with activeCollab displaying a document type icon (or thumbnail if you upload an image) next to each document name. You can also create different Categories to allow you to sort and manage your documents any way you wish. Finally, as well as editing, deleting and downloading files, you can also pin them to the top of the Documents list.

Please remember that only the user who creates a document or an Administrator can manage documents and change document details. Everyone else can only view and download the document.

Documents marked as Private will only be visible to users authorized to see Private objects. This may be a handy feature if you wish to hide some documents from certain groups of users.