Working with Documents

Working with Documents

Working with Documents

Accessing documents

The document menu is available on almost every page on the right of the screen as per below;


From this section, you can search, select appropriate folders, open or drag & drop, refer here for a video containing more information on how this works.

Fund Dashboard

The option appears in the top right of the dashboard;


Shortcut Menu

The shortcut menu appears on all pages it might be required except the Fund Dashboard (replaced by a search option to locate and navigate to other funds), the documents page, and any reports/analytical procedure etc.

The menu appears in the top left of the screen alongside your logo;


Once selected the below options will appear, including a link to access the documents page;

If your intention is to upload a document, you do not have to go to the documents page as there is also a direct link to open the upload document slide as per the above image 

Uploading Documents

There are multiple areas where you can upload a document, once selected the slide always appears and behaves the same;

Documents page



Shortcut Menu



Upload Document Slide

Once an upload document option is selected, the upload document slide will appear on the right of screen.


Add Files

Clicking this button will open an explorer window and you can navigate to the appropriate folder and select the documents to upload, there is also an option to Drag & Drop files before or after you select Add Files.

Drag & Drop

Rather than selecting Add Files, there is an option to drag and drop directly from your explorer folder
Important Tip: Be sure to drop files within the broken-lined box provided. If you miss this box, your browser will open the documents instead of uploading 

Maximum Document Size

The maximum size for a PDF is 50MB, this has changed from 600 pages. If a document is too large the below error will display and it will have to be split using PDF software before being uploaded to Cloudoffis.

Auto OCR

This newly added function is now set as default, if you would prefer to manually select the documents to convert you can simply remove the tick from the option. Documents requiring conversion will display as processing and all documents converted will be renamed with OCR_ in front of the document name.





Removing the Auto OCR default will revert back to the original behaviour and a process OCR button will appear for each document requiring the conversion. The exception to this is that the original document will be overridden as mentioned in the above note. 



Once the Process OCR box is clicked, the status will update to processing and you can select the next option within a millisecond, if you do not process during the original document upload there is an option within the documents page to process. All documents requiring OCR will display as OCR Compatible within the OCR column;


To Process OCR select the 3 dot menu and choose Process OCR

What is OCR?

OCR = Optical Character Recognition, the identification of printed characters using photoelectric devices and computer software.
This enables Cloudoffis search function to locate and direct users to the page the figure or text is located.
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All documents converted will have OCR_ added to the front of the document name.


Document Content Visibility

  1. If the content in the OCRed document is having proper visibility/clarity issue then try uploading the document removing the tick from Auto OCR checkbox.
  2. If due to upload any content is not appearing then, you can try printing that particular page, then scan the printed document and upload back in Cloudoffis.
  3. If content is not properly visible/clear due to OCR then we have to provide the example to the OCR service provider for them to check and update, if possible. For that we would need your approval to share the document with the OCR service provider.

Deleting Documents

Selecting multiple documents to delete

Release 4.2 enabled the bulk selection of documents for moving or deleting, currently the only relevant folder to move documents to is the Permanent Documents Folder but this may change in future.

To select document click in the box on the left of document, once selected you will see the trash icon appear in the top left of screen. This is the most efficient method to delete documents.


Note: The previous methods for deleting documents are still active;
  1. Open document and click Delete (previously named Trash)  
  2. Select 3 dot menu on right of document and select Delete 


New deleting documents logic

Deleting Documents is no longer a 2 step process and all methods of deleting documents will be final we will display the below warning.


This negates the Trash menu and this will no longer appear on your documents page.
Original

New with 4.2



OCR status and how it can affect document deletion

If you try to delete a document that is in the process of being OCR converted you will receive the below message, as the message suggests deleting will be available the moment the OCR process is complete.



To track this you can refresh your documents page and the OCR column will provide the current status;

      This status indicates that the document requires OCR and the conversion has not begun, this status will not impact document deletion
                 This status indicates the the OCR conversion has been selected and is queued, this will trigger the above alert if document deletion is attempted.
           This status indicates that the OCR conversion has been initiated and is in progress, this will trigger the above alert if document deletion is attempted.
               This status confirms that the documents has been converted, this will create a new document with the same name but beginning with OCR_, this status will not impact document deletion

Selecting multiple documents to move

You can also use the bulk selection tool to select and move permanent documents to the permanent document folder.

 

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