Document Manager

The Document Manager provides a robust platform for maintaining a wide variety of files and documents, for example, drawings, spreadsheets, image files, specifications, and various Microsoft Office files. Files can be stored directly in the project or shell Documents node or organized into folders. You can also create shortcuts to commonly used files and folders. The system ensures that all members of your team are always working on the most current versions, and dramatically increases efficiencies by providing ready access to all documents from anywhere at any time.

The Document Manager is available at the project or shell level for project- or shell-specific documents, and at the company level for company-specific or cross-project or shell documents. At the project/shell or company level, the Document Manager is integrated with business processes and the user-defined reports module. Files uploaded into the Document Manager are stored on the Unifier file server.

The Document Manager is integrated with business processes. This means that you can initiate a business process directly from the Document Manager and automatically attach files and folders to it. In addition, if designed to do so, any business process can automatically publish records, along with their comments and attachments, to the Document Manager. In effect, this produces a detailed audit trail of the business process. Depending on how your administrator set up the business process, it can be automatically published to the Document Manager at a specific step in a workflow, or whenever an email notification is sent regarding the status of the business process, or both.

At both the project or shell level and the company level, the Document Manager consists of two nodes:

Project or shell/Company Documents: This is the root node where published documents (that is, documents that are ready to be used by team members) are stored and managed. (The node is labeled project or shell Documents at the project or shell level, and Company Documents at the company level.) You will typically work out of this node when working with your company or project or shell documents. All uploads, downloads, revisions, markups, and so on, are performed within this node. Access to specific folders, documents, and shortcuts is independently controlled by permissions.
Unpublished Documents: This is the temporary, automatic repository for files that have been uploaded from local machines and attached to business processes, but have not yet been published in project or shell documents or company documents. Typically, access to this node is limited by permissions, and a designated document administrator will publish documents from this node into the project or shell or Company Documents nodes for use by team members.
Note By default, files attached to business processes are placed in the Unpublished Documents folder in the Document Manager. A Publish Path data element can be designed in business processes to specify the automatic publishing of documents to a specified path and override the default.

For information about language (internationalization) and CSV files, refer to the Unifier General Administration Guide.

Antivirus scanning of files

To prevent virus attacks from infiltrating your system through external files, the system scans each file that is uploaded. Until the scan is completed, the file remains in a Scan Pending state.

At a minimum, the system scans each file that is uploaded, submitted, or attached through the following channels:

Document Manager
Business processes (BPs)
Image pickers
Cells within forms or sheets
Custom Templates for use with custom prints and reports
XML Localization Interchange File Format (XLIFF) files used for translation support
Custom Help files, such as those provided through a uDesigner object
Bluebeam sessions
Webservice Get calls
Import of comma-separated values (CSV) or Microsoft Excel files

Depending on how your environment is configured, the following actions might occur:

If the virus scanner detects an issue with a file that a user is uploading, the system sends an email to the user who uploaded the file and the designated company contact. Depending on the location of the infected file, the system might display a bug icon (if the system is configured to display alerts) or an ellipsis icon (if the system is configured to prevent the display of alerts).
If a user tries to access or download a file that has not yet been scanned and the environment is configured to display alerts, the system displays a Confirmation message that requires a response to continue. If a Confirmation message appears, the user can wait and try to access the file later.
If the virus scanner detects an issue with a file that a user is trying to view or download, an alert is displayed that indicates the file contains a threat. If multiple files were selected for download, the uninfected files are downloaded.
Note: For more information about the configuration of an environment to allow the display of messages regarding Scan Pending states, see Edit Company (Security Tab) in the Unifier General Administration Guide.