Uploading Documents, Folders and Revisions

On the Documents page you can upload a file that is not linked to a case, upload a new version of an existing document, and download or delete documents in bulk. Folders for sorting documents are created by the document administrator (role $DMS Admin). To upload a document to a case, use the case or task detail; see the articles on cases and tasks.

Add document

Open the window with the Add document button in the header of the Documents page.

No.FieldPurpose
1FileDrag files here, or click to select files. You can upload several at once.
2NoticeThe document is uploaded immediately and will be private.
3Logical file typeThe kind of document. Required; the first type is prefilled (usually General document).
4FolderThe folder the document is placed in. “/” means no folder.
5CrossCloses the window.

The window has no Save button. The upload starts as soon as you insert the file, and the window closes by itself. Therefore select the Logical file type and Folder before you insert the file.

Private document
A document uploaded on the Documents page does not belong to any case. Only you and the document administrator can see it. If you upload a file with the same name as one of your existing private documents, TAS saves it as a new revision of that document.

The administrator can restrict the allowed file extensions in the configuration. TAS rejects files with any other extension. If an upload fails, TAS offers to retry it.

New document revision

You upload a new version of a document in its detail:

  1. In the document list, double-click the document (or choose Revisions in the row menu).
  2. In the Revisions section, drag the new file into the “Drag and drop files…” field, or click the field and select the file.
  3. The new version gets the next revision number and becomes current. The previous version remains in the list of revisions.

The document list then shows only the current version with the new revision number. You can find older versions in the detail, or on the Search tab without the Current only option. The new revision takes over the attributes of the previous version. The number of revisions of a single document is limited (the default limit is 100).

Bulk actions

In the list on the All tab, select documents using the checkbox at the start of the row. The Delete and Download buttons above the table become active.

FieldPurpose
Selected only (n)The action applies only to the selected documents.
All (max. 1000)The action applies to all documents matching the current filter, up to 1000.
Delete / DownloadPerforms the action. Before deleting, TAS asks once more: “Do you really want to delete the selected documents?”. Downloading creates the file documents.zip.
CloseCloses the window without performing any action.

You can also delete a single document with the Delete item in the row menu. TAS asks “Do you really want to delete the document?”.

Who can delete a document

DocumentWho can delete it
Private documentOnly the document administrator.
Case documentThe document administrator and users with the HR right on the case. The user who uploaded the document only if it is the first revision, it is current, it was uploaded to a task, and the task was not completed before the document was uploaded.

If you do not have the right, TAS displays an insufficient permissions message and does not delete the document. This also applies to your own private document.

A deleted document does not disappear immediately. The document administrator can find it on the Deleted tab and restore it or delete it permanently.

New folder

The New folder button below the folder tree is visible only to the document administrator. By hovering over a folder in the tree, the administrator can also rename or delete it.

No.FieldPurpose
1Parent folderThe folder under which the new folder is created. Empty means the top level.
2NameThe folder name. Required.
3SaveCreates the folder.
4CloseCloses the window without creating the folder.

A folder is not a location on disk but an attribute of the document. You assign a document to a folder when uploading it, or later in the document detail using the Folder assignment field.

Related: Searching and the document list; Deleted documents and the access log.

Basic Terms

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