# Important actions in detail

This chapter is especially helpful for getting started. It explains how to perform basic actions.

# Create new folder

Before you can file documents, you will need folders in the Repository work area.

There are several ways to create a folder. This chapter describes the function New folder.

Related functions

Copy: If a folder with the basic structure you need already exists, you can copy this basic structure without content.
Dynamic folder: This function allows you to create a folder whose content changes dynamically. The content of a dynamic folder is based on the result of a search. All search results appear in the folder.

Example

You want to create a folder for a new project your team is working on. Only part of the team is actively involved the project and should be allowed to store content. The rest of the team should only have read access.

Method

In the repository, select the folder where you want to create the new folder.

A new folder is always created within the folder you have currently selected. The top level of your repository is also a folder.
On the ribbon, select New > New folder.
Enter the name of the project folder in the Short name field.

The name you enter here is the folder name users will see in the repository.

You don't usually need the Additional text tab. It can be used to store information in the metadata if a corresponding field is not available. This can be useful for the search function.
Select the Options tab.
To ensure that the folder is easy to find, select Green from the drop-down menu in the Font color field.
Select the Permissions tab.

When you create a new folder, the permissions of the parent folder are always applied.
To change the permissions, first delete the parent permissions by selecting the X icon.
To apply the new permissions, select the arrow in the Add user/group field.
Select your team members.
For all team members who should only have read permissions, uncheck all the boxes except View (R).

For a detailed description of other fields, refer to the Metadata chapter.
Select OK.

Result

The folder is created at the location you chose and can be accessed by all team members you selected. Other users will see the folder but not the contents.

Outlook

Like physical folders, you can add contents to folders: You can create additional child folders or file documents directly to them.

Change folder name: If you want to change the name of a folder afterwards, proceed as follows:

Select the folder.
Select Organize > Metadata on the ribbon.
Change the name in the Short name field and confirm with OK.

# Create view

A view provides you with quick access to a specific area of the repository.

When you create a view, it is displayed as a tile in the tile navigation on your My ELO home screen.

There are different types of views. This chapter covers the Create view function for a folder.

Related functions

Task view: A task view shows you tasks with criteria you selected.
Add favorite: Like views, search favorites are also displayed as tiles on your My ELO home screen.
Copy to Clipboard: If you want to quickly access your folder without creating a tile, you can place it on your Clipboard.
Most recently used: Another way to quickly access your folder is with the Most recently used tab on your My ELO home screen. You can pin folders here.

Example

Since you are likely to need your project folder frequently during the project, create a tile for it that will take you directly to the folder from your My ELO home screen.

Method

In the Repository work area, select the project folder you want to create a view for.
On the ribbon, select View > Create view.

In the Create view dialog box, the name of the folder is automatically displayed in the Name of view field. You can change this name if you want to use a different one.
Select Save.

Result

A tile is created for the new view under the Repository group in the tile navigation.

Outlook

You can drag and drop a tile to another position.
If you have created multiple views, you have the option to group them. To learn how to create a group in the tile navigation, refer to the chapter Create group.
You can rename or delete a folder view.

# Filing entries

You can store documents and folders in a folder. Other users who are authorized to do so can view or edit the documents.

There are several ways to store entries. This chapter describes the function Insert file.

Related functions

Drag-and-drop: You can drag documents and folders straight from your file system to a folder in ELO.
Document from template: If you want to create a document from a template, use this function.

Example

You want to put a Word document in your project folder so you can plan the project with the other team members.

Method

Select the folder that you want to file the document to.
On the ribbon, select New > Insert file.

You have two options:

1: Select the button to the right of the Select file field and select the document.

2: Drag the document to the Drop file here area.
Select a metadata form.
Enter metadata.

For more information on the individual fields, refer to the chapter Metadata.
Select OK.

Result

The document is stored in the folder you selected.

Outlook

Once you have stored a document, you and other users can perform all the functions that are available when you select the document.

The Document tab opens. The functions on this tab are only available for documents. For more information on these functions, refer to the chapter 'Document' tab.

Some important functions for working with documents are:

# Check out and edit document

A document stored in ELO can be changed unless it has been configured otherwise.

There are different functions you can use to edit documents. This chapter covers the Check out function.

While the document is checked out, it is locked for other users. During this time, other users can only view the document in read-only mode (Document > Open in read-only mode). This prevents a document from being edited by multiple users at the same time, resulting in conflicting versions.

Checked out document with yellow arrow

You can recognize checked out documents by a yellow arrow next to the document icon. The name of the editor is shown in square brackets.

A new version of the document is created, which becomes the new working version. The working version is always the version that you see when you select the document.

The old version is still retained.

Related functions

Edit in Microsoft Office: This function allows you to open and edit Microsoft Office documents.
Edit online: This function allows you to edit Microsoft Office documents in your browser. The availability of this function depends on your ELO Web Client installation.
Collaborate: This function allows multiple users to simultaneously edit a Microsoft Office document. The availability of this function depends on your ELO Web Client installation.

Method

Select the document you want to edit.
On the ribbon, select Document > Check out.

Information

If you select Close now, the document is still checked out. If you want to cancel the action, select Close and then select Document > Versions > Cancel editing on the ribbon.

Information

If you use ELO Web Add-ons in combination with SSO, the document is opened in an external application and can be edited.
Select Save as.

The document is saved in your standard download folder.

Optional: A Windows dialog box may appear. Select an option for saving the document.
Open the document.
Edit the document.
Save the changes.

Warning

If you do not save the document, any changes you made will be lost.

You do not have to check the document back in right away. You can keep it checked out and edit it later by opening it from the local storage location on your computer.

In addition to the Repository work area, you will also conveniently find the document in your In use work area as long as you have it checked out.

Result

The document is changed locally but not in ELO.

Outlook

To apply your changes to ELO and save your document as a new version, use the Upload and check in document function.
If you want to discard the changes, use the Cancel editing function.

# Upload and check in document

After you have checked out a document and finished editing it, check it back in.

This saves the modified document as a new version and unlocks the document.

Related function

Cancel editing: If you want to discard the changes, use this function.

Method

Information

If you edited a document immediately after checking it out, the Upload and check in dialog box remains open. Steps 1 and 2 are no longer necessary in this case.

In ELO, select the document you want to check in.

The quickest way to find the document is through the In use work area.
On the ribbon, select Document > Upload and check in.

Information

If you use ELO Web Add-ons in combination with SSO, select Upload and check in. The document is already selected and can be checked in directly.
Select the file. You have the following options:

1 Select the button to the right of the Select file field and select the file.

2 Drag the file to the Drop file here area.

Result

The document is filed as a new version.

The document is unlocked for other users.

Outlook

To learn how to revert to an older version, refer to the Document versions chapter.

# Start workflow

Using workflows, you can assign other users or groups tasks.

An integrated escalation management function allows you to track whether the set deadlines are met once a workflow is started.

This chapter describes the function Start workflow. This function gives you access to workflows with different levels of complexity designed for specific processes within your company.

Related function

Ad hoc workflow: The function Ad hoc workflow is used to start short default workflows (approval and notification).

Example

You want to place an order for materials at the start of your new project. You have already created a document listing the required materials using the Document from template function. To forward the order to the corresponding department in your company, you need to start the workflow.

Method

Select the document you want to start a workflow on.

Information

You can also start workflows on folders.
On the ribbon, select New > Create task > Start workflow.
Select a workflow template.

Preview: This is where you can see the different steps of the workflow. As the workflow is already configured, you do not have to make any additional settings.

In addition to the workflow steps, you will see the respective editor and, if applicable, the time allowed for the workflow step until escalation (days:minutes:seconds).
Select OK.

Result

The workflow starts.

Outlook

Once you have started a workflow, it will appear in your My ELO work area under My recently started workflows.
If one of your workflows was escalated, you will see the Escalated workflows area.

# Forward workflow

When you are assigned a workflow task, it will appear in your Tasks work area.

The next step depends on whether or not the workflow contains a form.

There are different ways to forward a workflow. This chapter describes the function Forward workflow.

Related functions

Forward workflow with a form: If the workflow you receive contains a form, forward it using the form.
Return workflow
Delegate workflow
Hand off workflow
Postpone workflow

Example

You received a workflow with an order for materials. The information under Workflow step told you what task you are being asked to complete. You placed the order for materials and now want to forward the workflow.

Method

Select the workflow that you want to forward.
On the ribbon, select Task > Forward workflow.

Comments: The content of this field will not be forwarded to the next users. You can only view comments in the ELO Java Client if you navigate to the function Organize > Overviews > Workflow overview and enable the List view.
Select the desired option.
Select OK.

Result

The workflow is forwarded and disappears from your tasks area.

# Search entries

You can search for documents and folders. The more information you enter about the entry you are looking for, the better the result will be.

This chapter describes an example of a search. You will find descriptions of the interface and all search options in the chapters 'Search' work area and 'Search' tab.

Related functions

Example

You want to search for a document. You know

which folder the document is in,
that it is not an e-mail,
that the document was filed in 2020 or 2021, and
that the title of the document contains the words 'ideas' or 'project'.

Method

Select the folder that contains the document in the Repository work area.
Navigate to the Search work area.
On the ribbon, select in all areas.
Select the Current folder only check box to limit the search to the folder you just selected.
Uncheck the boxes next to Full text, Fields, Extra text, and Feed. This way, the search is restricted to the title of the document, i.e. the Short name.
Click the facet Entry type. The facet is now negated.
Enable the E-mail entry type. This excludes all entries of the type E-mail from your search.
Select the years 2020 and 2021 under the Filing date facet.
Enter ideas, project in the search field.
Select Search (magnifying glass icon).

Result

The search is performed.

Outlook

To view an entry in the results list, select the entry.
To go to the filing location of the entry, select the entry. On the ribbon, select View > Go to.

# Search a business object

For business objects, you start a search within the region of a business object via the search field in the viewer pane. The system then searches for the entered short name. The search is restricted to the region of the business object, including the associated child folders.

# Search with ELO Click OCR

You can mark terms in documents and search all entries for the selected term using ELO Click OCR.

ELO Click OCR works on TIF documents and in the image preview (Ribbon > View > Image preview).

The following options are available for using ELO Click OCR:

Start a search in the Repository work area
Start a search in the Search work area

# Start a search in the 'Repository' work area

You can start the search in the Repository work area and are directed to the search from there.

Method

Select the document you want to use for the search.
Press and hold the CTRL + ALT keys. In the viewer pane, box in the terms in the document that you want to use for the search using the left mouse button.
Release.

You are directed to the Search work area. The selected terms are now in the search field.

To get the search results, select Search.

# Start a search in the 'Search' work area

In the Search work area, you can select a document you want to start a search on.

Method

Select the document you want to use for the search.
Select the search field of ELO iSearch.
Hold down the CTRL key. In the viewer pane, box in the terms in the document that you want to use for the search.
Release.

Information

If you want to transfer multiple terms after another, select each individual term using the left mouse button while holding CTRL + SHIFT. Release the mouse button after each term. Repeat the process until you have transferred all desired terms.

The selected terms are now in the search field.

To get the search results, select Search.

# Assign substitute

Substitutions ensure that your tasks are completed even if you do not have access to ELO for a longer period of time.

You can create substitutes and activate them immediately or later on.

This way, you can prevent workflow tasks from escalating, such as when you are absent.

Method

On the ribbon, select User menu [your name] > Assign substitute.
Select your substitute using the input field or from the drop-down menu.

You can be substituted for by other users or by groups.

As long as you haven't configured any settings for a substitute, their status will be Incomplete. With this status, the substitute cannot be used. You can configure settings either right away or later on.

You can configure different settings for different substitutes. For example, you can plan your substitutions in advance and edit their settings after the fact.
To configure more exact settings, tap one of the users or groups with substitution rights.

'Assign substitute' dialog box

Settings

The following options are available for assigning a substitute:

Period: You can set a period during which another user automatically acts as your substitute.
Substitution rights: This gives another user the right to substitute for you. In this case, they have to activate and deactivate substitution themselves.

Period: The Active substitution in this period option enables the input fields for the period. If you disable option, the input fields are disabled. Entered periods are retained and can be reactivated later on.

You can define the following periods:

A definite period with a start and end
An unlimited period with a start
Multiple definite and/or unlimited periods

Information

You can add a time to the selected date. Enter the time after the date in the following format: 2023-12-29 15:30.

If you have defined a substitution with an unlimited period, you can end the substitution by deleting the period with the X icon.

Information

Periods are not deleted automatically; you have to delete them by selecting the X icon.

Substitution rights: If you enable the May activate/deactivate outside a scheduled period option, the substitute is allowed to activate or deactivate the substitution. This gives them permission to substitute for you in general without you defining a substitution period.

May forward substitution

Substitutions are not forwarded automatically.

This means: Cole has appointed Anderson as his substitute. In turn, Anderson appoints a different user as her substitute. This user does not receive the tasks, rights, etc. that Anderson is given as substitute for Cole.

Enabling the option May forward substitution allows your substitute to pass on the substitution to another user.

Even in this case, the substitution is not forwarded automatically – the user has to forward it actively.

Please note

Use this option with caution to prevent rights from being forwarded unintentionally within the company.

Substitution scope

You can individually configure how many rights you want to give your substitutes.

Substitute inherits everything: Your substitute can see everything that you see.

Restrict substitution: You decide what your substitute is allowed to see.

You must enable at least one of the following three options:

Personal tasks and workflows: If you enable this option, your substitute can access tasks and workflows that you have been assigned personally, not those given to you as a member of a group.
Intray access: If you enable this option, your substitute has access to your Intray. The Intray is only available in the ELO Java Client.
Inherit group membership: Use the drop-down menu to select which of your groups the substitution applies to. The substitute is assigned the user rights, permissions to entries, annotations, feed entries, and group tasks associated with the group. This allows you to create multiple substitutes for the same period and allocate permissions for different groups. Only the groups that allow substitution are available for selection.

Result

You have set up a substitution. If the substitution period has already begun, the substitution is already active. Otherwise, the substitution will become active when the defined start date is reached or the authorized user activates the substitution.

Orange person next to the profile menu indicates that a substitute is set for you

If you are currently being substituted for, you will recognize this by the orange person next to your Profile menu [your name].

'My ELO' home screen; indicator that you are being substituted for

You will also see on your My ELO start screen that you are being substituted for.

Outlook

A substitution ends

at the end of the defined period, or
if the user substituting for you ends the substitution.

You can learn how to accept a substitution in the chapter Accept substitution.

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