Document management (drag & drop)
The following 'functionalities' are provided on the 'document management' page (drag & drop):
Search for documents
On a drag & drop page you see the underlying document library and have the option to add or edit documents to that library. The most recent documents are always at the top of the document list. So you can always find them easily.
With the search bar at the top of the drag & drop you can search this document library down to the level of the content of each document. Documents for which the search term appears in the title of the document will be displayed first. And even if the entered search term does not exactly match the searched content (for example because the search term was misspelled), the search engine will still show relevant content as a result of the search query ('fuzzy search').
In addition, you get an overview of the tags already used (existing folders) via the 'tag' button at the top right of the drag & drop screen.
Upload one or more documents
One or more documents can be uploaded and tagged (provided with metadata) at the same time via the 'drag & drop' function. When uploading multiple documents at the same time, they will all receive the same tag(s).
Documents can be uploaded from explorer, from the desktop or by simply dragging a document from another application, such as the desktop version of Outlook.
Creation of a new document based on a corporate template
New documents can also be created immediately from the 'document management' screen.
When using work document templates, a number of basic data, such as project number or project location, are automatically filled in the newly created documents.
Structured filenames
When uploading or creating new documents, there is the option to immediately add a structured file name to the document. This file name is usually based on the project number, the document type (e.g. quotation) and the subject of the document.
Updating tags or the structured filename
If you check a document in the Document Management page (you can't actually check it, just point to it), you can activate the 'update metadata' functionality via the 'drop down' menu (three dots). A pop-up window will appear that allows you to adjust the metadata (such as 'document type' or 'subject').
External document sharing
In order to share documents with external parties smoothly, we provide the option on the 'document management' page to create a folder for each external party on a public SharePoint site. The documents to be shared are copied to this folder.
The folder can then be shared in [several ways](https://support.microsoft.com/en-us/office/external-or-guest-sharing-in-onedrive-sharepoint-and-lists-7aa070b8-d094-4921- 9dd9-86392f2a79e7) are shared with the external party:
- Via an anonymous link
- Via a link + authentication (for Microsoft accounts)
- Via a specific customer account + authentication
The 'external sharing' functionality also offers the option to immediately email the created external folder and the associated link to the external user. Sharing is even easier via an email pop-up with predefined email text.
Working with external sharing folders on a public SharePoint site has a number of benefits:
- brochures are easy to consult and remain available (just like the anonymous link)
- folders can always be supplemented with new or updated documents
- You always have an overview of all shared folders and documents via the public site
Metadata selection
The selection of metadata is done before the document is uploaded or created. A centrally managed term set is used. When selecting the metadata you will either receive an overview of all available metadata (tags) from which you can choose. For an overview you can click on the 'tag' icon. Either you know which tag you want to add and start typing it in the checkbox. You will then see all available options via the built-in 'autocomplete' function.
The selected metadata will be applied to all files you upload or create after this selection.
Make a copy
This creates a copy of an already existing file. After entering the subject, the new file is created.
Approval flow status
When documents need to be approved, we visualize the 'approval status' of that document via an icon next to the document (approved/pending/not approved).