Document Manager - Home

Choose the Collaboration > Document Manager from the menu bar to display Document Manager home page.



  1. The Document Manager home page is divided into two panes – Left pane and Right pane.
  2. The Left pane shows the folder structure of the folders. Click on ‘+’ sign to expand and view folders within folders. Click on ‘-‘sign to collapse the folders.
  3. The Right pane displays the details of the folders under the following columns: Title, Size, Posted by and Date Modified.
  4. You can view the name of the folder in the ‘Title’ column, size of the folder in the ‘Size’column, who posted the folder in ‘Posted by’ column and the date of modification done in the folder in the ‘Date Modified’ column.
  5. The system will now display a tooltip for the entire file/folder name along with the file/folder size.
  6. The files/folders displayed in the Document Manager home page will be sorted by date.
  7. Click on the ‘ExpandAll’ link to expand all the existing folders to view the contents in the folder. All the existing folders are expanded.
  8. Click on the ‘CollapseAll’ link to collapse all the folders. The folders are collapsed.
  9. Click on each folder to view the documents contained in them. You can click on folder either from left pane or right pane.
  10. Click on the desired document to edit, rename, checkout, move to folder and delete the document.
  11. Use any of the links from Document Manager Screen to ImportAdd DocumentAdd Folder and Manage Folder owned by you or others.
Document Manager View

The Document Manager screen displays the entire folders list. The left pane shows default Web folder as the main folder under which you can add new folders. Click on any folder to expand or collapse, and to view the list of documents and files within it, in the right pane. Clicking on the ‘Title’ link of the file assists you to rename,checkout,move to folder and delete the respective file or document.


Import Documents

The import document is an ideal feature offered in Document Manager where the user can import the zip files to automatically add documents and folders. This excellent feature simplifies the process of adding folders and then adding documents in the required folders.

To add folders and documents automatically in Document Manager, at a minimum you need to zip the required folders which include all your files, in to a single zip file to import. You can as well zip all the required files into single zip file to add documents.

To import a zip file,

  1. Click on the ‘Import’ link from document manager screen. The Import pop up window is displayed.

Upload Documents Screen

  1. Click on the ‘Browse’ button and select the zip file from your system.
  2. Select the folder, where you want to upload the documents from the ‘Select Folder’ box,  situated on the left side. You can scroll up and down the box to select the desired folder.
  3. Click on the ‘Import’ link to add the documents/folders. The Document Manager extracts and adds the folders and files from the zip file. The Document Manager organizes the documents/files in the selected folder, in the same hierarchy as they are in the zip file. In this way, the folders and documents are automatically added.
  4. To close the window, click on the ‘Close’ link.
Add a Document

Click on the ‘Add Document’ link on Document Manager Screen to add a document or file to a folder. The Document Manager screen refreshes by displaying the form to add or upload a document in Akken Staffingapplication.


 

Add a Document Screen

To add a document:

  1. Click on the ‘Browse’ button and locate the file on your computer. The File field displays the navigation path of the selected file.
  2. The Folder list box displays the list of all the folders. The ‘Web Folder’ is available by default.  Select the folder under which you want to include the file.
  3. The folder path which is marked in blue color, indicates that the folder has been created by others, with Read/Write or Manage Permission given to you.
  4. The folders which contains ** and the folder path is marked in red color, indicates that the folder has been created by others, with Read Permission given to you. You cannot select the folders created by others unless you have the specific access permissions.
  5. Enter the description about the file in the Description textarea.
  6. Click on the ‘Save’ link to upload the file in the selected folder. The Document Manager screen refreshes by saving.
  7. Click on the ‘Close’ link to close the pop up window.
Add a Folder

Files in document manager are maintained under folders. Akken Staffing provides the default Web folder for all the users of the application which facilitates to share the documents with the others in the organization. Others can access and modify the files in the web folder.

  1. You can add new folders and set the permission levels to access these folders by others. These can be private folders, which you may or may not share with others.
  2. You are referred as owner of the folder, if you create the folder, and same can be accessed by other.
  3. Click on the ‘Add Folder’ link on Document Manager Screen. The Document Manager screen refreshes by displaying the form to add a new folder.

Add a Folder Screen

To add a folder,

  1. Enter a name for your folder in the Folder Name text box.
  2. The Create In Folder list box displays all the existing folders list created by all users of the application. Select the folder under which you wish to create new folder.
  3. The folder path which is marked in blue color, indicates that the folder has been created by others, with Read/Write or Manage Permission given to you.
  4. The folders which contains ** and the folder path is marked in red color, indicates that the folder has been created by others, with Read Permission given to you. You cannot select the folders created by others unless you have the specific access permissions.
  5. Once the folder is created, you can start adding the files to your new folder.
  6. Click on the ‘Save’ link to create a new folder. The Document Manager screen refreshes by saving.
  7. Click on the ‘Close’ link to close the pop up window.
Activities With a Document

Click on the ‘Title’ link of the document on the Document Manager Screen. The Document Manager Screen refreshes by displaying the screen, which facilitates to perform some activities with the document.



  1. This screen displays the details of the document such as Located In, File name and size, Posted date, modified date and description.
  2. The screen also has 5 links on the header strip: Rename, Check Out, Move to Folder, Delete and Cancel.
Download a Document

Click on the File’ link on Document activities screen, to download the document and view its contents. The File Download box opens up.


File Download box

  1. Click on the ‘Open’ button to view the contents of the file.
  2. Click on the ‘Save’ button to save the file on your computer.
  3. Click on the ‘Cancel’ button to cancel downloading and close the file download box.
Rename a Document

Click on the ‘Rename’ link on the document activities screen, to rename the uploaded document. The screen refreshes by displaying rename document screen.



  1. The current name of the file is displayed in the Current File Name field.
  2. The document path is displayed in the Located In field.
  3. Enter the new name of the file in the New File Name text box.
  4. Enter description of the file in the Description textarea.
  5. Click on the ‘Update’ link to save the details. The Document Manager screen refreshes by saving.
  6. Click on the ‘Cancel’ link to cancel and return to previous page.
Move a Document

You can move a document from one folder to another. Click on the ‘Move to Folder’ link on the document screen. The Document Manager screen refreshes by displaying the form that facilitates to move the document.



  1. The form displays the filename and location path of the file details.
  2. Select the folder under which you want to move the document, in Move To list box.
  3. If you wish to move the document to a new folder, click on the ‘Add New Folder’ link. The Add folder window pops up. See the Add a Folder topic for details.
  4. Click on the ‘Move’ link to move the document to the selected folder. The Document Manager screen refreshes by displaying the document in the selected folder.
  5. Click on the ‘Cancel’ link to cancel and return to the previous page.
Delete a Document
  1. Click on the ‘Delete’ link on the document screen, to delete the selected file.
  2. Confirm the deletion of the document in the prompt. The Document Manager screen refreshes by deleting the document.
  3. Click on the ‘Cancel’ link on the document screen to cancel and return to the previous page.