Documents and versions
Create a document, add text, a file or a link, restore an old version, publish and trash.
Create a document#
Documents → Documents → New. Choose the space and folder, a type, the language and a title. The code is assigned for you: the type, the space and the next number, for example SOP-HR-0012. A code is never reused.
Add a version#
Press New version and choose what it holds:
| Kind | Notes |
|---|---|
| Text (Markdown) | Write in Markdown. The preview below the box uses the same renderer as the documentation site. Editing starts from the current text. |
| File | PDF, images, Word, Excel, PowerPoint, OpenDocument, text, CSV, JSON and zip. The content must be what the name says. |
| Link | An http:// or https:// address. |
Some types require a change note: say what changed and why. The file's SHA-256 checksum is stored, and you are warned if the same file is already in another document.
Note
A file is refused if its name and its content disagree (a .png that is really a PDF), if it is a program, or if it is empty or larger than the limit. The limit is the system parameter smarterp_dms.max_upload_mb, 100 MB by default.
Restore an old version#
Open the version and press Restore as a new version. Nothing is overwritten: the old content becomes the newest version, with a note that says where it came from.
Publish#
A document starts as a Draft. Publish makes it visible to readers; Back to draft takes it away. A document with no content cannot be published.
The trash#
Move to trash hides a document from everyone but those who may restore it. Restore brings it back in the state it had. Delete for good removes the document, its versions and their files: only administrators and document controllers can, only from the trash, and it is written to the audit trail.
Addresses#
Every document has a permanent address that survives renames and moves: /dms/d/<number>, and a short one by code: /dms/c/SOP-HR-0012. Someone who may not see the document gets the same "not found" as for an address that does not exist.