In the Repository work area, you can file and manage your documents and data. The following addresses the basic functions of the Repository work area.

Interface

The work area contains the following sections:

1 Header: Indicates the work area you are currently in. The left arrow takes you back to the last work area you were in. You can open the User menu by clicking the profile picture of the current user. This menu takes you to areas where you can configure settings for your user account. You will find the following here: Configuration, Help, Enable roles (optional), About, Log off, and Close. With the buttons next to the user menu, you can switch between the default view and the small view. The desktop adapts to the view dynamically.

2 Tree view: Displays the tree view of the selected ELO repository.

3 Work area toolbar: This toolbar provides access to the tile navigation, as well as to the My ELO, Repository, Search, Desktop, and In use work area.

4 Toolbar: This toolbar contains all functions you can use in the Repository work area. The functions are split up into five groups, which you can access via the respective buttons: Document, New, View, Output, and Administration. The functions available depend on your selection. You will see a star icon next to each function. Clicking this star adds the function to your favorites bar. You can also integrate other buttons to the toolbar via the ELO App Manager, such as an ELO Business Solution.

5 Manage favorites: Click this button to manage your favorites. All functions of the area are listed here, sorted by function groups. If you select a function from the list, the star is filled in and the function is added to the favorites bar as a button with a matching icon. You can either remove favorites from this list or by clicking the minus icon in the favorites bar. Clicking Manage favorites saves the changes.

6 Favorites bar: This bar contains all functions you have favorited. To perform a function, click the button in the favorites bar. Functions may be grayed out in the bar depending on your selection.

Preview

You can display the preview for an entry in a separate window. Select the desired entry in the tree view. The Preview function is available on the toolbar in the View group. Alternatively, you can open the preview by pressing the spacebar.

Different functions are available in the preview depending on the file type.

In the preview configuration, set the maximum document size for the preview and what preview methods should be used for which file types. Refer to the Configuration section in the Basics chapter for more information.

Preview for a Microsoft Office Online document: In the following example, the Preview function is used to open a Microsoft Office document in a new window next to the sidebar.

The Microsoft Office document opens with the Windows Explorer preview method in the Content view, as configured.

Two options are available in the preview header:

• Open in read-only mode: Clicking the eye icon opens the document in the associated Microsoft Office program.
• Preview configuration: Clicking the gear icon opens the Configuration dialog box. In the Display area, you can set the preview configuration for various file types.

Information: If a link exists for an entry, this is indicated in the preview header.

Posts related to an entry are shown on the Feed tab. In the feed, you can comment on posts, mention colleagues, link posts, and categorize topics using hashtags.

Information: The Feed chapter explains what options are available on this tab.

Clicking the Metadata button switches to the preview.

The metadata is shown in the Metadata view. Depending on the width of the preview, you can either expand and collapse the Basic, Extra text, and Options areas or open them as a tab.

If full text information is available for the entry, you can open it by clicking the Full text button.

Click Print to print the full text.

Click the Save button to save the full text content as an HTML file.

Enter a search term in the search field. Click Down to go to the next match in the full text. Clicking Up highlights the previous match.

Folder preview

In the tree view, select a folder and click Preview.

The folder preview appears. You will see all child entries of the folder in a table view.

By clicking Filter, you can sort, group, and filter to narrow down the list. The search field next to the magnifying glass icon also allows you to narrow down the results with its search-as-you-type function.

Right-click the header of the table view to open the context menu.

Sort A–Z: Sort the selected column alphabetically in ascending order.

Sort Z–A: Sort the selected column alphabetically in descending order.

Group by this field: Creates groups depending on the selected column. If you select a group for the Type field, for example, the individual file types are sorted in groups.

Remove grouping: Removes the grouping.

Hide: Hides the selected column.

Column selection: To change the column selection, click Column selection.

The Change table dialog box opens.

You can add or hide fields in the table view. To add a field, check the box or, alternatively, click Show. To deselect a field, uncheck the box or, alternatively, click Hide.

Information: The Short name field is mandatory and cannot be hidden.

Click Up and Down to change the order of the columns.

You can set the width in pixels for each field. Using the spin box, enter a value in the Selected column width (in pixels) field.

Overview of functions in the Repository work area

The following section addresses additional functions in the Repository work area, sorted by the groups on the toolbar. You can either open the functions via the toolbar, the favorites bar, or the context menu.

Open in read-only mode

Available in: Document group.

The Open in read-only mode function opens a selected document in an external program in read-only mode.

Check out and edit

Available in: Document group.

With the Check out and edit function, you can open a document for editing in an external program. The document is transferred to the In use work area and cannot be edited by other users. In ELO, the checked out document is marked with a yellow arrow.

Edit document

Available in: Document group.

With the Edit document function, you can edit the selected, checked out document. This function is required when you want to edit a checked out document but the associated editing program is not open. Save the changes as usual in your editing program.

Check in

Available in: Document group.

The Check in function files a checked out, changed document to ELO as a new version.

1. Select a checked out document in ELO.

2. In the ribbon, click Check in in the Document group.

The Version comment dialog box appears.

Optional: Change the version number in the Version field if necessary.

Optional: Enter a version comment in the Comment field. You can use up to 64 characters.

Check the corresponding boxes if you'd like to prevent the filed version from being deleted or you want the document date to be updated to the filing date.

Information: In the Dialog boxes area of the configuration, you can stop the dialog box from being shown.

3. Click OK.

The document is removed from the In use work area and can be edited by another user.

Discard document changes

Available in: Document group.

The Discard document changes function discards all changes to the selected, checked out document. The original document remains unchanged and can once again be edited by other users.

Document versions

Available in: Document group.

Refer to the Document versions chapter for more information about this function.

Load new version

Available in: Document group.

The Load new version function files a document from your file system as a new version of the selected document in ELO. A window for selecting the file from the file system opens. Using this option on version-controlled documents creates a new entry in the version history and makes this new version the current working version. For documents that are not version controlled, the previous version is overwritten.

Uploading an identical version with this function opens a dialog box asking what you want to do with the file. You can cancel uploading the new version or file it as a new version anyway.

New folder

Available in: New group.

The New folder function creates a new folder entry in ELO.

1. Highlight the location in ELO where you would like to insert the new folder.

2. In the ribbon, click New folder in the New group.

The Metadata dialog box opens.

3. Enter a name for the new folder in the Short name field.

Please note: If the new folder relates to a person, you are required to complete the Personal identifier and End of deletion period fields in the Options area.

4. Click OK.

A new folder is created.

Document from template

Available in: New group.

The Document from template function creates a new document in ELO from a document template.

A window opens for selecting a document that will be used as the template for the new document. Choose a document from the folder defined for document templates in the configuration, then click OK. The document is added to the selected folder and opened for editing.

Before making a selection, you can open and view a document template by clicking the button below.

Insert files/folders

Available in: New group.

With the Insert files/folders function, you can file a document or folder from the file system to the selected folder in ELO.

The Insert files/folders dialog box appears. Select what documents or folders you want to file by checking the corresponding boxes. Multiple selection is possible. Click OK. The Metadata dialog box opens; configure your settings and file the documents or folders to ELO.

Preview

Available in: View group.

Refer to the Preview section at the beginning of this chapter for more information about this function.

Refresh

Available in: View group.

The Refresh function refreshes your view. The data is read from the repository again.

Link

Available in: View group.

Refer to the Link chapter for more information about this function.

New view

Available in: View group.

With the New view function, you can create a new folder view. The folder view is created as a new tile in the tile navigation.

Refer to the Configuration chapter for more information about this function.

Save as

Available in: Task group.

With the Save to function, you can save the selected document to your file system. A window for selecting the location in the file system opens.

Send

Available in: Task group.

With the Send function, you can send the selected document via e-mail. A new e-mail opens in your e-mail program with the document attached.

Send as ELO link

Available in: Task group.

The Send as ELO Link functions sends a selected entry as an ELO link. A new e-mail opens in your e-mail program with an ELO link attached. The link leads to the ELO repository. The recipient must have access to the ELO repository.

Printing

Available in: Task group.

The Print function prints the selected document. The Windows Print dialog box opens, where you can configure additional printer settings.

Metadata

Available in: Administration group.

Refer to the Metadata section for more information about this function.

Permissions

Available in: Administration group.

Refer to the Permissions section for more information about this function.

Report for entry

Available in: Administration group.

With the Report for entry function, you can create a report for the selected entry.

In the Report for entry dialog box, you can choose from the following options to be included when creating the report.

User: Select one or more users and/or groups from the drop-down menu. Users and groups that are not selected are not included in the report.

Date: Narrow down the report period by clicking the calendar icon.

Number: Configure the number of entries using the spin box. Only this number is included in the report (most current).

Actions: Check the actions you want to be included in the report. You can search for a specific action using the search field.

Click OK to create the report.

The report for the entry appears in the list view.

You can change the report options by clicking the tool icon. The arrow icon saves the report as a CSV file. A dialog box for selecting the target path on the file system opens.

You can view the report either in list or table format. Select the view by clicking the corresponding button. By clicking Filter, you can sort, group, and filter to narrow down the results. The search field next to the magnifying glass icon also allows you to narrow down the results with its search-as-you-type function.

Copy

Available in: Administration group.

The Copy function adds the selected entry to the clipboard.

Paste

Available in: Administration group.

With the Insert function, you can insert a copied entry at the selected location in ELO.

1. Mark the position in ELO where you want to insert the copy.

The Insert copy of a document dialog box appears.

Optional: Change the short name as needed.

The selected folder where the copy is filed is shown in the Target folder field.

2. Under Options, check the box if you want to keep the user in the "Filed by" and "Editor" fields.

3. Under Permissions, use the option fields to determine whether the permissions should be replaced with those of the target folder or whether the previous permissions should remain in place.

4. Click OK.

The copy is inserted at the desired location.

Information: Determine how the ELO Desktop Client should behave when copying an entry into a folder with different permissions in the configuration.

Delete

Available in: Administration group.

The Delete function deletes the selected entry. A deletion marker is set in ELO and the entry is no longer displayed.

In the Display area of the configuration, you can set whether all deleted entries are shown in the tree until you log off. Documents with a deletion marker are indicated by a recycle bin icon and are grayed out in ELO.

Restore

Available in: Administration group.

With this function, you can restore entries with a deletion marker.

To make deleted entries visible, check the Show deleted entries until next logoff box in the configuration (Display area). Entries with a deletion marker are indicated by a recycle bin icon and are grayed out in ELO. Clicking Restore restores the selected entry and all child entries. This option is only possible if the entry has not been deleted permanently.

Remove lock

Available in: Administration group.

With the Remove lock function, you can unlock the selected entries.

As a regular user, you can only remove your own locks. As an administrator, you can also remove locks from documents from other users.

Warning: Since the entry may be locked for editing by another user, removing a lock may lead to loss of data or changes being overwritten.