JAVLN Officetech User Guide: File Document Actions

File Document Actions

These are the actions that pertain specifically to a file in the list view and are located in the menu that is accessed via the Ellipsis buttonat the end of the row.

Open

The Open function will open the selected file and display on your screen. For any editable file. i.e. an unprotected Word document, you will need to open the file to make any edits. To edit a file, select the Word document from the list and select open.

Rename & Properties

The Rename & Properties function allows you to rename any details on the selected file.

Make the required changes to the document properties and select Save or Save & Close.

This will update the details on the selected file. 

Note: You cannot rename a file while it is Checked Out.

You can also rename the Subject and Comment fields by using the “soft touch” feature.  To use this feature:

1. Click on the Edit pencil

2. This will open up the field to allow you to make changes such as select a different policy number if you are in the subject field

3. You can also free type data into the field

4. Click the for the changes to take effect or theto discard

Check In

The check in document file function allows you to check in a word document that you have recently closed. 

The Checked-Out icon in the status column signifies that the document is currently being edited by you or another user. Hovering your mouse over the Checked-Out icon will tell you who has the document open. 

Only one person can edit a document at a time.

To Check In a document:

1. Open the File Functions menu
2. Select Check In
   

Note: JAVLN Officetech will not automatically check a document back in immediately, so it is best practice to check your document back in once you have closed it. The Check In option will only be available if the document is currently Checked Out

Download

The download function will allow you to download the file. 

To Download a file:

1. Select the document from the list and select download. The first time you perform this action, a window may appear confirming to open the file with Word: 
2. Click OK and the Word document will download, your web browser will display a prompt to open the file. This prompt may look different depending on which web browser you are using. 
3. If you want to save any changes made to the document, simply select the Save icon at the top of the Word Document.
   

Audit Trail

To see the history of actions on any file you can select the Audit Trail icon.

This will open the Audit Trail function and display the current days actions on the file. Filters on the Audit Trail can be used to filter by Username, Action and Date. 

File View

To sort by a column, simply click on the column heading and an arrow will appear to indicate which column is currently being sorted. 

To re-arrange your columns, click, and drag the column header to the desired location. 

To re-size your column, click the border of the column heading and drag it to the desired width.