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The document library offers two approaches to handle documents: by using a web browser (Internet Explorer, Opera, Fire Fox etc.), or via the WebDAV client (web folders and remote drives in Windows).

Using Web Browsers to Manage Documents

Uploading Documents

Before you start uploading, open the folder to which the documents need to be uploaded. Then, click Upload, on the context toolbar:

A file upload form will show up. This form has the following three view modes:

  • standard: uploads specified documents from one or multiple folders (by clicking Add Files) or all documents from one or multiple folders (by clicking Add Folder);
  • classic: uploads specified documents from only one folder;
  • simple: uploads only one specified document.

Select the view mode you feel comfortable with and select files or folders to upload.

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Click Upload.

Running a Business Process

In certain cases, a document requires one or more operations to be performed on it. For example, a document may need to be approved or negotiated. This is where business processes come into play.

To create a business process, click on the Action button in the row with the relevant document and choose New Business Process:

The Run Business Process page opens, where you can fill in the parameters of the business process which you have selected.

Note: detailed information about business processes can be found on the Business Processes page.

To manage business process templates, click on the Business Process button, in the context panel:

Editing and Deleting Documents

The document modification commands are available in the context menu:

Alternatively, you can use the group action panel to apply a required action to multiple documents.

Editing Documents Using Microsoft Office 2003 and Later Versions

Attention! This function is available only when editing documents in Internet Explorer.

Click on the pencil icon, edit the document, save it and close the application. All the changes will be saved on the server side.

Note: the document has an icon indicating the lock status. The yellow icon shows that the document is being edited by you; the red icon means the file is locked by someone else. Use the action button menu to unlock the document.

WebDAV Application Comparison Table

Note! Certain limitations exist when using WebDAV clients to manage the library in workflow or business process mode:

  • a business process cannot be run on a document;
  • documents cannot be uploaded or edited if there are autorun business processes with mandatory parameters without default values;
  • document versions are not tracked.

WebDAV client Basic
authorization
Windows
authorization (IWA)
SSL Port Present
in OS
Web folder, Windows 7 + + - all +
Web folder, Vista SP1 + + + all +
Web folder, Windows XP + + + all +
Web folder, Windows 2003/2000 + + + all -
Web folder, Windows Server 2008 + + + all -
Network drive, Windows 7 + + + all +
Network drive, Vista SP1 + + + all +
Network drive, Windows XP - + - 80 +
Network drive, Windows 2003/2000 - + - 80 +
MS Office 2007/2003/XP + + + all -
MS Office 2010 + + the only option all -
MAC OS X + - + all +

Connecting the Document Library in Windows

Limitations in Windows

Windows 7 prohibits basic authorization by default; you have to edit the system registry to enable it (see details). The web folder component does not support secure protocol. You will have to use http to access the library.

Windows Vista prohibits basic authorization by default; you have to edit the system registry to enable it (see details.)

Windows XP requires an explicit port number in an URL even if using the standard port 80 (e.g. http://servername:80/).

Windows 2008 Server does not install the WebClient service by default. You have to install it manually:

  • Start -> Administrative Tools -> Server Manager -> Features
  • Click Add Features
  • Select Desktop Experience and install it
Then, edit the system registry (see details).

You have to ensure the WebClient service is running before you connect to the library.

Enabling non-HTTPS Authorization

Change the value of the Basic authentication parameter in the system registry. Download:

  • .reg file for Windows XP, Windows 2003 Server;
  • .reg file for Windows 7, Vista, Windows 2008 Server.

Click Run in the file download dialog; then, click Yes in the Registry Editor dialog:

If you use browsers other than Internet Explorer, the file will be downloaded, but the Registry Editor will not start automatically. You will have to run the downloaded file manually.

Using Registry Editor to Edit the Parameter

Click Start > Run.

In the Open field, type regedit and click OK.

For Windows XP, Windows 2003 Server change the parameter to:

[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\WebClient\Parameters] "UseBasicAuth"=dword:00000001

For Windows 7, Vista, Windows 2008 Server change the parameter or create the registry entry:

[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\WebClient\Parameters]
"BasicAuthLevel"=dword:00000002

Restart the Webclient service.

Running the Web Client Service

Click Start > Control Panel > System and Security > Administrative Tools > Services to open the Services window:

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Find the Web Client service in the list and run or restart it. To have the service run at system start-up, change the Startup parameter to Automatic:

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You can now map the folder.

Connecting Using Web Folders

Windows 7 does not support HTTPS/SSL secure protocol.
The web folders component is not installed in Windows 2003 Server. You will have to install it manually ( instructions at Microsoft Corporation website ).

Ensure that you have made proper modification to the system registry and the Webclient service is running.

A special web folder connection component is required to connect to the document library. Follow the instructions at the Microsoft website ).

If you are using Internet Explorer, click Network Drive on the toolbar.

When using other browsers, or if the library was not open as a network drive:

  • Run Windows Explorer;
  • Select Map Network Drive;
  • Click the link Connect to a Web site that you can use to store your documents and pictures:

    Click to Enlarge
    This will run the Add Network Location.

  • In the wizard window, click Next. The next wizard window will appear;
  • In this window, click Choose a custom network location and then click Next:

    Click to Enlarge

  • Here, in the Internet or network address field, type the URL of the mapping folder in the format: http://your_server/docs/shared/;
  • Click Next. If prompted for a User name and Password, enter your login and password, and then click OK.

From now on, you can access the folder by clicking Run > Network Neighborhood > Folder Name.

Mapping the Library as a Network Drive

Attention! Windows XP and Windows Server 2003 do not support HTTPS/SSL secure protocol.

To connect a library as a network disk in Windows 7 using the HTTPS/SSL secure protocol: execute the command Start > Run > cmd. In the command line, enter:

net use z: https://<your_server>/docs/shared/ /user:<userlogin> *


To connect a library as a network disk using file manager:

  • Run Windows Explorer;
  • Select Tools > Map Network Drive. The network disc wizard will open:

    Click to Enlarge
  • In the Drive field, specify a letter to map the folder to;
  • In the Folder field, enter the path to the library: http://your_server/docs/shared/. If you want this folder to be available when the system starts, check the Reconnect at logon option;
  • Click Ready. If prompted for a User name and Password, enter your login and password, and then click OK.

Later, you can open the folder in Windows Explorer where the folder will be shown as a drive under My Computer, or in any file manager.

Connecting The Library in Mac OS and Mac OS X

  • Select Finder Go->Connect to Server command;
  • Type in the library address in Server Address:

    Click to Enlarge


Increasing the Maximum Size of Uploaded Files

Essentially, the maximum size of uploaded files is the value of (upload_max_filesize or post_max_size) PHP variables and the component parameters.

To increase the file size quota, edit the following values in php.ini:

upload_max_filesize = required value;
post_max_size = more than upload_max_filesize;

If using virtual hosting, edit .htaccess as well:

php_value upload_max_filesize required value
php_value post_max_size more than _upload_max_filesize

It is likely that you will have to contact your hosting administrator in order to increase the values of PHP variables (upload_max_filesize and post_max_size).

After the PHP quotas have been increased, edit the parameters of your components accordingly.