Now there is a new simplified tab view for viewing documents, and the ability to resize both panes on the sides of the screen. Document List templates (the templates needed for driving the viewers) have been frustrating, I know it and you know it. If you only had one version of a document in a database it was a no-brainer, but with both native files and images, plus produced images, Document List templates needed to be updated and users needed to be re-educated. So, here is the good news: the Viewer and Image tabs are outta here and they took the requirement for Document List templates with them!
Document View now displays a tab for every Imagelink or Attachment field that is available for that document. As a user navigates to the next document, only the fields that are populated display, and whatever tab they were on in the previous record is remembered as they navigate. You don’t need to switch to another template or field, or use CTRL click in the Document List template to look at a specific version of the record. This means that the Document List can be used as mini Table View to view metadata fields that are important to review (for all you Summation lovers) or the brand-new Email View can be used (I will talk about that in another post).
Native files are wonderful: searches and persistent highlighting show up on them, and they give the user the best view of the document outside of opening it in the native program. But let’s agree that some native files are difficult or corrupt - who knows maybe this was done on purpose - which causes viewing issues on a web platform. In 7.0 (the latest XERA release), you have better control over how native files behave in Document View.
Let’s look at some ways you can use the new features to control how and what users have access to in Document View.
Scenario One
Most files were received as TIFF files, but you received PowerPoint, Excel and CAD files in native format. Users will need to annotate the Tiff’ed documents. PowerPoint and Excel files can be viewed and downloaded, but CAD drawings can only be downloaded.
XERA Setup
We would have 2 fields: one Imagelink field for the TIFF images, and one Attachment field for the PowerPoint, Excel and CAD files. On both the Imagelink and Attachment fields, the Annotations property would be set to Write Access. Next, we would add the CAD extension to the Do Not Display… option, and the Excel and PowerPoint extensions to the Do Not Annotate… option.
Scenario Two
You collected native files and several parties will receive productions from the database. You want users to annotate all file types, but not download them. You also want users to view all productions but not add annotations.
XERA Setup
We would set up an Attachment field for the collected natives, and then set the Annotations property to Write Access. We would turn off the Native File Download option so that the files cannot be downloaded.
As documents were produced, we would create Imagelink fields, ensuring that the Annotations property was set to No Access. This allows users to view the produced documents but not add annotations.
Scenario Three
You received some files in native format, and all files were received in PDF format as well. You want users to see the native files but not annotate them, and you want them to be able to annotate the PDF files.
XERA Setup
We would set up 2 Attachment fields: one for the native files, and one for the PDF files. The native file Attachment Field Annotations property would be set to No Access. Since users will need to annotate the PDF files, the PDF Attachment Field Annotations property would be set to Write Access.
Conclusion
These are just a few examples of how the changes in Document View, new options, and the Annotations property can make navigation easier for users, and help you control what users see. We created a cheat sheet to help you out and you can download it here. As many have said, 2016 was quite a year: the Chicago Cubs broke their century-long losing streak and we lost several rock legends (RIP David Bowie). So here’s to ch-ch-ch-ch-changes in 2017… at least when it comes to reviewing documents in XERA.