Document Management provides operational tools for uploading files, editing document information, maintaining versions, previewing, downloading, and controlling concurrent editing through file locking.
The specific actions shown depend on the access available to the signed-in user and the state of the selected file.
Document actions distinguish between users who can edit and users who can only view.
When edit access is available, the interface can provide operations such as editing a folder, editing document metadata, sharing, duplicating, or adding another version.
Metadata describes the stored document and helps users identify or search for it.
Before changing metadata:
The Document Management system supports uploading a new version of an existing document.
Use a new version when the document remains the same business record but its content has been revised.
Do not create unrelated documents as versions of one another merely to keep the folder smaller.
Existing version history can display information including the date and file name for earlier versions.
Use version history to understand how the document changed over time and to retrieve an earlier copy when appropriate.
Where Restore is available, an earlier stored version can be restored.
The Document Management interface includes a Preview action for supported files.
Preview a document before downloading or sharing it when you need to confirm that it contains the intended information.
Users with the applicable viewer or editor access can be offered Download actions for files and folders.
After downloading business documents, store local copies only in appropriate locations and avoid leaving sensitive information on unmanaged devices.
A file can be locked for editing. The confirmed interface explains that while the file is locked, other editors are prevented from changing its metadata or adding another version until it is unlocked.
Locking is useful when one user is actively revising a document and conflicting changes should be prevented.
When the editing work is complete, use the available Unlock action so other authorized users can continue working with the document.
Do not leave files locked unnecessarily after the active editing session has ended.
The interface can identify that a file is locked and indicate the editing context.
If a file is locked by another user, avoid creating a competing duplicate merely to bypass the lock. Coordinate the update or wait until the file is appropriately unlocked.