Documents - Overview
Discover how to navigate and manage documents effectively within the Admin Console.
Once a user accesses a document via the “Documents” tab of the Yonder Admin Interface, the detail view for this document is displayed. The detail view is divided into a header section and several tabs that may or may not be accessible to a given user, depending on their particular role within the editing process.
For ease of reference, its properties and functionalities are marked with numbers that refer to the tabs right below the image.
1
Document Name
Shows the document name and in brackets its version.
2
Document Status
Shows the current workflow status of the document.
3
Trigger Document Revision / Approval Request
Allows users to trigger the next workflow action for the document, e.g. request approval, open / close revision, etc.
4
Publish
Allows users to publish the document to the Yonder Reader as draft, which is only visible to selected users.
5
Edit / Save / Cancel
To edit anything in the document, users must first click this button. Once clicked, it displays “Save” and “Cancel” instead, allowing users to either save their progress or cancel any of the changes, thereby reverting to the last saved instance.
6
Metadata
Allows users to define various properties on the document level.
7
Create / Edit Content
Contains the actual content editor. Allows users to create and edit content on the information module level of new documents. Remark: Changes to released documents however, are initiated by change requests and implemented directly in the Yonder Reader Online.
8
Define Structure
Allows users to configure the structure of the document, including numbering.
9
Apply Tags to Content
Allows users to allocate tags from the tag domains selected in Metadata to existing content.
10
Specify Effectivity
Allows users to see and - if desired - to adjust the effectivity and visibility for any information module.
11
Export Document & Reports
Allows users to export the document to various formats (e.g. XML, PDF) and / or generate document-related reports as CSV files (if applicable)
12
Overview Content Flow
Provides users with an overview of which information modules are grouped together to form a content flow.
Remark: Keep in mind that you may not be able to access all the functionality briefly described above, due to your specific role settings. What exactly a given user can access and / or edit, depends on their respective role within the editing process.
Creating a document
To create a new document, access the Documents tab that is part of the Yonder Admin Interface, followed by clicking on “New Document”, as depicted in the image below.
Continue by providing a Document title (1) and choose the appropriate Document Type (2). Attention: At the moment, the document type cannot be changed once selected here.
Remarks:
- Document Title: Can still be changed later, via the Metadata tab.
- Document Type: The importance of choosing the correct document type cannot be overstated, as it includes both the specific workflow and styling properties that will be applied to the newly created document. Attention: At the moment, the document type cannot be changed after the fact.
Once a document title has been provided and the suitable document type has been selected from the dropdown menu, continue by clicking on “create”.
Doing so will create the document, which will be visible as part of the document collection. To access it, simply click on the respective document row, as depicted in the image below:
Delete a document
In below two scenarios you may need to delete a document from Yonder permanently:
1. Delete a draft document:
If you have a draft document in Yonder that will never be released and holds no value anymore, it should be deleted.
2. Delete an archived document:
When an archived document in Yonder no longer holds any value, it should be deleted.
The following sections detail the steps to accomplish these tasks.
Delete a draft document
Preconditions
- The user has the role edit; see (here)
Steps to delete
- Click on the ACTIVE tab in the document list
- The front end shows all active documents in Yonder
- Hover over the document that should be deleted
- The frond end shows an
Delete Documenticon next on the list entry only IF there is only 1 document revision AND IF the revision is status draft
- The frond end shows an
- Click on the
Delete Documenticon- The front end shows a confirmation dialog
- Click
DELETEin the dialog- The front end shows a spinner and waits until the document has been deleted and shows a success message
Result
The document and related information is deleted from Yonder.
In the Yonder offline app, during the subsequent synchronization, the storage space within the application will be freed up for new content. However, please note that this freed space will not be returned to the available disk space.
Delete an archived document
Preconditions
- The document list in the Admin Console is opened
- The user has the role doc_archive; see (here)
Steps to delete
- Click on the ARCHIVED tab in the document list
- The front end shows all documents in Yonder that have been archived before
- Hover over the document that should be deleted
- The frond end shows an Delete Document icon next to the Restore Document icon (if the user has the role doc_archive)
- Click on the Delete Document icon
- The front end shows a confirmation dialog
- Click DELETE in the dialog to remove the document permanently
- The front end displays a spinner and waits until the document has been deleted and shows a success message
Result
The document and related information is deleted from Yonder.
In the Yonder offline app, during the subsequent synchronization, the storage space within the application will be freed up for new content. However, please note that this freed space will not be returned to the available disk space.