# Important components
# Repository structure
Navigate between entries in the repository structure.
You have the following navigation options:
- Mouse: Click an entry using the mouse. If you click a folder, you will see the contents of the folder in the viewer pane. Clicking the arrow next to the folder expands the contents of the folder in the tree.
- Keyboard: You can navigate up and down the tree using the UP and DOWN arrow keys. Pressing the right arrow key opens a folder. Pressing the left arrow key closes the folder.
Minimize/maximize navigation
This function minimizes or maximizes the tree structure, or the tree structure and table view depending on the layout you have selected.
# Change layout
You can change the layout of the repository structure in the Repository work area.
You will find the layout settings on the Ribbon > User menu [your name] > Configuration > Display > Layout options.
You see which layout is currently selected under Layout options. Select the corresponding radio button to switch to a different layout. To apply the change, select OK.
The following layouts are available for displaying folders and documents in the Repository work area:
- Tree only
- Tree and table
# Tree only
If the Tree only option is selected, the repository or selected view is displayed as a tree structure on the left-hand side of the screen. The selected document or content of the selected folder is displayed in the viewer pane.
# Tree and table
If you enable the Tree and table option, you will only see folders in the tree structure. The content of the selected folder is displayed in a separate table on the right. The document selected in the table is shown in the viewer pane.
# Reference
Entries (folders or documents) with an arrow icon are references. A reference is a link between a copy of an original document. The document only exists once physically in ELO. Clicking the function Go to (available in: Ribbon > View) takes you to the original entry.
# Checked out document
Documents with a yellow arrow next to the document icon and a name in brackets are checked out by the corresponding user. They can be viewed (Document > Open in read-only mode) but not edited.
You can learn how to check out and edit documents in the chapter Edit entry.
# Folders
If you have selected a folder, you will see the child folders and documents within it. You have the following options:
- You can change how the folder is displayed and the sort order (1), or browse the folder by short name (2). You will find more information about the display options in the chapter Toolbar.
- Press the CTRL or SHIFT key and click the entries to select multiple entries. This is not possible in the tree.
# Document
If you have selected a document, the document will be displayed on the Content tab, if this is possible. If the document cannot be displayed, you can save it (Ribbon > Output > Save as), open it in read-only mode (Ribbon > Document > Open in read-only mode), or switch the view as described in the following.
You have the following options for showing the contents of a document:
- Original document: Automatic if no other option is selected.
- Image preview: Image preview for formats, e. g. JPG, TIFF, PNG
- Full text: If available via the Full text tab
# Text view ('Full text' tab)
The ELO Java Client offers additional control elements in the viewer pane for displaying images (formats: JPG, TIFF, PNG, etc.) and text files (formats: TXT, HTML, JS, etc.) or the full text contents of documents. The text view is used to display the full text information of documents that have been added to the full text database. You can also configure this view for documents with specific file extensions.
The text view/full text view has a menu bar with the following functions, which are displayed depending on the file format:
Decrease or increase font size: Decreases or increases the size of the displayed text.
Fixed font width: Switches the display to a non-proportional font so that all characters are displayed with the same spacing. This improves readability, e.g. of code.
Automatic word wrap: Lines are wrapped automatically.
Search document: Search for a term in the full text. The matches are highlighted. Select the X icon to reset the search.
Show previous or next hit: Jumps to the previous or next highlighted entry in the text.
Information
Full text view in the search results: If you have selected a document in the search, the parts of the documents that match the search text are automatically highlighted in the full text preview. The search field is not displayed.
Use the arrow icons to display the next or previous match in the text.
Information
You can add the function Show full text database content to the Favorites tab and the context menus via: Ribbon > User menu [your name] > Configuration > Quick access to functions. This function allows you to see the full text information of a selected document. You can learn how to add the function in the chapter 'Favorites' tab.
# Image preview ('Content' tab)
The ELO Java Client offers additional control elements in the viewer pane for displaying images (formats: JPG, TIFF, PNG, etc.) and PDF documents. You can also set this as the display mode for documents with specific file extensions.
Next or previous page: The next or previous page of a multi-page document is displayed.
Information
You can change the order of pages in a TIFF document with multiple pages. You will find more information here: Move pages.
Show thumbnails of pages: If you select this option, the pages of documents with multiple pages are displayed as thumbnails. Click on a thumbnail to go to the page.
Zoom in or zoom out: Increases or decreases the size of the image shown.
Zoom to 100%: The image is displayed in the original size.
Fit image width to the frame: The image size fits the width of the viewer pane.
Fit image size to the frame: The image is adjusted to the height of the viewer pane so that the entire page of the document is displayed.
Rotate document: Rotates the document 90 degrees or 180 degrees. You can save the rotated document as a new version.
Show annotations: You can see the annotations that have been applied to the document. Annotations can be sticky notes, text notes, stamps, or markers.
Add annotations: You can attach sticky or text notes to the document, mark text passages, or apply stamps. For detailed information on how to apply annotations, see the chapter Add annotations.
Search document: Search the contents of a document. ELO begins to search as soon as you start typing and highlights any matches in green.
If the document contains multiple matches, use the arrow icons next to the search field to skip through the matches. In this case, the currently selected match is highlighted in red.
Select the X icon to the right of the search field to reset the search.
# Move pages
You can change the order of pages in a TIFF document with multiple pages.
In the viewer pane, go to the page that you want to move.
Select the Edit pages button (pencil icon, 1).
Select the Open editing menu button (icon with three dots, 2).
The Move page dialog box opens.
In the drop-down menu, select where in the document you want to move the selected page to. Choose from the following options:
After page or Before page: Use the spin box to specify after or before which page you want to insert the selected page.
As first page or As last page: The selected page is moved to the beginning or end of the document.
Move: To move the selected page without closing the dialog box, select Move.
Select OK to move the selected page and close the dialog box.
# Business object
A business object is a special type of folder that helps organize contents into regions. A region is an area encompassing all entries within a business object. This enables you to find related entries faster, e.g. all documents related to a file.
The same options are available in a business object as in a folder.
The Search a business object section explains how to search a business object.
# Viewer pane
In In the viewer pane, you will see the most recently selected entry (folder or document).
Each entry is made up of different elements. Use the tabs to switch between the elements. The most important elements are:
Content: If you have selected a folder, you will see the child folders and documents within it. If you have selected a document, the document will be displayed, if this is possible.
Metadata/Form: Displays either the metadata or the form associated with the entry.
Information
If the entry was stored with a gen. 2 metadata form, you can edit the entry directly in the viewer pane. Select the floppy disk icon to save the changes.
Depending on the configuration, some parts of the form may appear collapsed. To expand a part of the form, click the arrow to the left of the header.
Feed: The feed is used to share information on an entry in ELO (document or folder) and track changes.
Maximize/minimize viewer pane
This function minimizes or maximizes the viewer pane.
With the default settings, content and metadata are shown on the left, while the feed is located on the right. You can change the layout arrangement by creating new view profiles.
# View profiles
To define the settings for the viewer pane, you need to define a view profile. The button for opening the Select and configure view profiles menu is located directly below the ribbon on the right-hand side of the screen.
# Create view profile
Select the Select and configure view profiles.
A drop-down menu appears.
Select New profile.
The client switches to the mode for creating a new view profile.
In the viewer pane, you see the view elements and four panes which you can assign view elements to. The following elements are available:
Web application
Full text
Metadata/Form
Feed
Content
Drag a view element to any pane and release the mouse button.
The view element is assigned to the pane.
Information
Try out the different viewing options. The size of the panes is adjusted automatically.
Optional: You can also assign multiple view elements to a subpane. In this case, the individual view elements are displayed as tabs. You can change the order of the tabs.
Enter the name of the view profile in the Edit view profile field.
Optional: Select the Additional window button to open the Viewer pane dialog box. In this dialog box, you can see what the view elements would look like. To do so, drag the desired view element onto the Preview dialog box.
Please note
The settings you make in the Preview dialog box are not applied to the view profile.
Select OK to save the view profile.
The new view profile is created.
# Manage view profiles
The Manage profiles function enables you to edit and delete existing view profiles, and assign them to individual work areas. You can access the function via Select and configure view profiles > Manage profiles.
The Manage view profiles dialog box opens.
The settings for managing the existing view profiles are in the top part of the dialog box.
New profile: This opens a dialog box for creating a new profile. Arrange the viewer panes by dragging the rectangular preview modes (full text, form, content, feed, web application).
Edit: Open a selected view profile for editing in the View profiles list.
Delete: Select Delete to remove the selected view profile. The view profile is initially marked red. The view profile is deleted once you select OK, closing the dialog box. If you close the dialog box with the Cancel button, the delete action is reversed.
# Map profiles to work areas
You can map a view profile to a work area. Select a view profile for each work area in the drop-down menus.
# Map profiles to metadata forms
You can map a view profile to a metadata form. Select a metadata form in the drop-down menu on the left and map it to a view profile in the drop-down menu on the right.
New: Select New to add a new metadata form.
Delete: Select Delete (X icon) to remove the metadata form.
# Metadata
Before you can file documents to ELO or create new folders, you must enter metadata for the entries. This is done by using metadata forms, which contain corresponding input fields (called fields).
The Metadata dialog box is used to enter and edit the metadata. Unless you have a different configuration, the dialog box appears automatically when you file a document or create a folder.
For detailed information, refer to the chapter Metadata.
# Feed
The feed is used to share information on an entry in ELO (document or folder) and record changes to the entry. New feed posts are denoted with a green dot.
You can find the folder or document feed in the viewer pane.
Feed posts for different entries are listed in the My ELO work area. This can include feeds you have subscribed to or in which you have been mentioned. You will find additional functions in the My ELO feed. For more information, refer to the chapter 'My ELO' work area.
The following message types are shown in the feed:
- Posts (written by a user)
- Comment (on a post)
- Polls
- Events (e. g. when a new version of a document is filed or changes are made to the working version)
You will recognize who created a feed post based on the name and profile picture. You can read how to edit your profile in the chapter Edit profile.
To view another user's profile, click on the profile image or the user name.
# Create post/comment
The feed enables you to write posts related to entries in ELO and comment on posts uploaded by other users. Enter your post/comment in the respective input fields. With Create, you can upload the post/comment.
The icons below the input field provide you with additional tools for your post/comment. You have the following options:
# Mention
Use Mentions (@ symbol) to address a feed post to another ELO user or group. The users mentioned can see the corresponding feed post in their My ELO work area.
Alternative: As soon as you type an @, ELO automatically recognizes that you want to insert a mention. The Mention dialog box appears.
In the Mention dialog box, select one or more users or groups. If you select a group, a list of members appears. Double-click the corresponding user in the Members of the group column to select a member of a group. If you select the Expand button, groups are not displayed as a group. Instead, the individual members of the group are listed.
# Reference
Use the Reference button (document icon with arrow) to link a feed post with an entry in ELO. Clicking the reference automatically takes the user to the filing location of the linked entry.
Alternative: As soon as you type a >, ELO automatically recognizes that you want to insert a reference. The Reference dialog box appears.
In the Reference dialog box, select the entry in the repository tree you want to reference.
# Hashtag
Use the Hashtag (# symbol) to add hashtags to a post. Users can subscribe to hashtags. You can also filter the My ELO work area by hashtags.
Alternative: As soon as you type a #, ELO automatically recognizes that you want to insert a hashtag.
# Visibility
With Visibility (eye icon), you can restrict who can read your post. You can apply this restriction for future feed posts. Enable the Remember selected visibility option. Your visibility settings will be set as the default for new feed posts.
Information
You cannot change the visibility settings of a comment. The visibility settings of the post you are commenting on apply.
# Format text as bold
Bold: To format a part of the text in bold type, place an asterisk (*) at the beginning and end of the desired text section.
Example
I would like to emphasize this *again*. will appear in the ELO feed as follows: "I would like to emphasize this again."
Information
If you want the asterisk to appear as a character in the text, enter a backslash (\) before the asterisk. The asterisk does not have a formatting function.
# Poll
Selecting the Create poll button opens a new area in the ELO feed. In this area, you can start a user poll.
Poll duration: You can select how long you want the poll to remain open in the drop-down menu. You can also enter a specific number of days. For example, enter 14 for two weeks.
The Show more settings drop-down menu opens an area with additional settings.
- Allow multiple choice
- Show user names of participants in results: The names are visible to all users participating in the poll. If this option is disabled, the poll is anonymous for you as well.
- Allow participants to add answers
Select Create to start the poll.
Once a user has taken a poll, it can no longer be modified.
Select the X icon to delete a poll that has already started. You cannot undo this.
# Subscribe to hashtag
To be notified of new posts related to a specific topic, you can subscribe to hashtags.
Select the hashtag you want to follow. You will see an overview of posts with this hashtag. Select Subscribe (antenna icon) in the upper bar.
You have subscribed to the hashtag. All posts that are marked with the corresponding hashtag appear in the My ELO work area.
# Show filter options
Show filter options (filter icon) opens a window with filters for the corresponding feed. You can use these filters to restrict the feed to posts that match the respective filter.
# Show metadata
You can select the Show metadata button (document icon) to view the metadata of the entry. The metadata form associated with the entry is always displayed. The fields of the form are only displayed if they contain data. In gen, 2 metadata forms, only the form associated with the entry is displayed, even if you have completed other fields.
# Search feed
Select Search feed (magnifying glass icon) to search within the currently selected feed. When the search term is found, the feed is narrowed down to the corresponding posts. The matches are highlighted. You can start the search with the magnifying glass icon. To reset the search and display the entire feed, select the X icon next to the selected search term.
# Subscribe to feed
Select Subscribe (antenna icon) to subscribe to the feed. All feeds you have subscribed to are listed in the My ELO work area. Once a post is added to one of these feeds, you also see the post in the My ELO work area.
# Automatically subscribe to feed
You can automatically subscribe to feeds. This applies to specific events that are triggered by a user:
- Filing a document
- Creating a folder
- Creating a new document version
- Creating a feed post or comment
You can enable the automatic feed subscription options in My ELO > Settings > My ELO settings.
Alternative: You can also enable the automatic feed subscription option under Ribbon > User menu [your name] > Configuration > Advanced settings > My ELO.
# Edit post
Select Edit (pencil icon) to edit your own feed posts and comments.
# Margin notes, links, attachments
If available for the selected document, you will see the following additional elements:
Margin notes: You will see margin notes for an entry on the split bar. Select the icon to open the margin note.
You can learn how to create a margin note in the chapters General margin note, Personal margin note, and Permanent margin note.
Links: The chain icon represents a link. With this icon you can open an overview of links. You can also create additional entries as links.
To learn how to create a link, refer to the chapter Link.
Attachment: The paper clip icon represents an attachment that was filed along with the selected document. You can open the attachment with this icon.
You can learn how to create an attachment in the chapter Add attachment.