Document Explorer - Automate_Studio_Manager

Document Explorer allows to view documents related to different solutions created by different users in a single table view. You can also see the Process History and Version History of each document.

Note: For the customers upgrading to 20.3 and want to use Documents Explorer feature with existing solution, have to run a Utility on their setup after upgrade to convert solution fields in new format.

Please contact Precisely Support to get this utility and the detailed steps on how to run the utility.

Create a library

As a Global Admin or App Admin, you can create a Document Explorer Type library from Manage Libraries.

To create a library:

On the Apps page select the app in which you want to create a library.
From the Actions menu, select Configuration and go to the Manage Libraries page.
Click the Add button. A side panel will open.
Select Type as DocumentExplorer.
Enter the library name and description and click Save.

After the library is created, define library permissions using the Manage Library Solution Permissions option.

Create a solution

The user groups with view permission, can view the document view solution. The user groups with solution development permission, can create the document view solutions.

To create a solution:

From the Actions menu, select Solutions and go to the Doc Explorer Library page.
Click the Add Solution button.
1. In Solution Information section, enter the required details and click Next.
2. In Select Solutions section, select solution type from the drop-down. You can hover over the information icon with the library name to view the description of the library.
  
  Note: You cannot include solutions of different types in the same view.
3. Enable the toggle button for Forms that you want to view in Document Explorer and Click Next.
- Allow Copy Document: Select to enable copy document option on Document Explorer page in version history.
- Allow Resubmit Document: Select to enable submit document again in case of any error on Document Explorer page in version history.
In select Solution Fields section, the common Solution fields or promoted fields (with same name and data type in the solutions) from the selected Solutions are displayed. Select the required field that you want view on the Document Explorer. Click Submit.

Note: In version 20.3 and onwards, you can view the created solution in Document Explorer.

Explore Documents

The documents from different Solutions that are created by different users can be explored on a single page. You can choose to show or hide the left pane that displays the list of all Solutions.

The highlights of the feature are, you can,

Search for the required Solution using the Search Solution.
View the details of all the documents for the selected Doc View Library.
View the common Solution fields that you select while creating a Solution.
Search the document with specific details using the search bar on each column.

Download supporting documents

As a Global or App Administrator, you can download supporting files for all documents. And if you are the document Originator or Submitter, you can download supporting files for documents you submitted.

To download supporting files:

Click Documents Explorer and select a solution from the left pane to see the documents for that solution.
Under the Supporting Documents column, click the file names. A Supporting Files slide-out pane appears, listing each file associated with a process.
Hover over the icon corresponding to the file and click the download icon. A message appears notifying you that the file was successfully downloaded.

Download to Excel

You can download metadata of documents to Excel:

Click on Documents Exopler.
Select a Solution from the left pane. Documents for selected Solution are listed.
Click Download to Excel to download metadata of the documents.
You can download metadata of filtered documents. Filter documents using column menu and then click on Download to Excel.

View process history

If you are the Global or App Administrator, you can view the process history for all documents. And if you are the document Originator or Submitter, you can view process history for documents you submitted.

To view Process History:

Click Documents Explorer and select a solution from the left panel. This will list all the documents for that solution.
Select the document and click Process History.
Click the icon to see details of each assignment/task in the workflow.

The Process History contains the following information:

Name and Status of the workflow
When the workflow was created and elapsed time
Comments
Details of each assignment:
- Task name
- Assignment date
- Completion date
- Comments
- Status

View version history

If you are the Global or App Administrator, you can view the version history for all documents. And if you are the document Originator or Submitter, you can view version history for documents you submitted.

To view Version History:

Click Documents Explorer and select a Solution from the left pane. Documents for that Solution are listed.
Select the document and click Version History. This will open the Version History window which includes the following:
- Version Number
- Title
- Modified by and Modified Date
- Created by and Created Date
- Supporting Documents
Click the icon to see the details for each numbered version. The details of each version may include following, as applicable:
- Description
- Solution Name
- Solution Version
- Comments

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