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<!-- Version 24-Aug-2006 VKC 3.7/4.0 -->

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<a name="top"></a>

<h2>
<a name="docentry"></a>
VKC Help: Document Entry</h2>

<p>
A document entry identifies and describes a published document
and contains hyperlinks to the contents and to information about
the user who published the document. Furthermore, functions are
provided to be applied to the document.
</p>

<h3><a name="docentryformat"></a>
Format of a document entry</h3>

<p>
A short format is used by default for the representation
of document attributes in a document entry
for example:
</p>
<p>
<img src="pic3-vkc-docentry-std.gif" border="1" alt="document entry (short view)">
</p>
<p>
The headline displays a document icon and the <b>document title</b>.
<br>
The following <b>document icons</b> are used:

<table cellspacing="5">
<tr valign="top">
       <td><img src="pic3-button-document.gif" border="0" alt=""></td>
       <td>published document</td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-documents.gif" border="0" alt=""></td>
       <td>published document with multiple versions</td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-document-virtual.gif" border="0" alt=""></td>
       <td>virtual document matching a query</td>
</tr>
</tr>
<tr valign="top">
       <td><img src="pic3-button-documents-virtual.gif" border="0" alt=""></td>
       <td>virtual document matching a query with multiple versions</td>
</tr>
</table>

To the right of the document title you will find icons for all 
<a href="#docfunctions">functions</a> applicable to this document
depending on your access permissions for the current category.
</p>                
<p>
The default set of <b>document attributes</b> to be shown has been defined
by the administrator. In the example above, <b>file name</b>, <b>file type</b>, and
<b>file size</b> are displayed.
In your personal <b>profile</b>, you may add further attributes to the view.
(Details can be found in
<a href="helpmod-profile.jsp">help page "Profile"</a>,
function "Customize Documentview".)
</p>
<p>
The <b>file name</b> is a hyperlink for accessing the contents of the file.
Depending of the file type and your browser configuration, the file may be opened
for viewing in a separate browser window, or it may be downloaded to a local
directory.
</p>
<p>
Besides this customizable short view a <b>full view</b> is supported that
shows <b>all document properties</b>.
You can switch to the full view of a document entry by clicking on the plus symbol
<img src="pic3-button-plus.gif" align="middle" alt="">
to the left of the document icon.
By clicking on the minus symbol
<img src="pic3-button-minus.gif" align="middle" alt="">
you may switch back to the short view.
</p>
<p>
<img src="pic3-vkc-docentry-full.gif" border="1" alt="document entry (full view)">
</p>
<p>
The name of the <b>publisher</b> (who inserted the document in VKC) is a hyperlink. 
You may view a window with details about the user by clicking on the link.
</p>
<p>
The types listed in section <b>Additional file formats</b> are also hyperlinks
referencing converted formats of the original document.
</p>
<p>
If you want to switch to <b>full view for the complete document list</b>,
you may use category function "Show all properties for all documents"
<img src="pic3-button-category-fullview.gif" border="0" align="middle" alt="">.
<br>
By clicking on function icon "Show individual properties for all documents"
<img src="pic3-button-category-individualview.gif" border="0" align="middle" alt="">
you may switch back to your personal attribute selection.
(Details about category functions can be found on
<a href="helpmod-catfunctions.jsp">help page "Functions for Categories"</a>.)
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="docfunctions"></a>
Functions in a document entry</h3>

<p>
Depending on the access permissions of the user the
following functions will be provided in a document entry:
<p>
<map name="documentfunctions">
<area title="Show URL" shape=rect coords="171,31,189,50" href="#docurl">
<area title="Show URL" shape=rect coords="9,57,193,70" href="#docurl">
<area title="Goto originating category" shape=rect coords="199,31,215,50" href="#jumpcat">
<area title="Goto originating category" shape=rect coords="31,73,216,85" href="#jumpcat">
<area title="Change publisher" shape=rect coords="224,31,239,50" href="#chown">
<area title="Change publisher" shape=rect coords="117,1,236,17" href="#chown">
<area title="Edit document properties" shape=rect coords="242,31,258,50" href="#editdoc">
<area title="Edit document properties" shape=rect coords="16,90,251,102" href="#editdoc">
<area title="New version" shape=rect coords="263,31,280,50" href="#addversion">
<area title="New version" shape=rect coords="129,105,268,116" href="#addversion">
<area title="Show all versions" shape=rect coords="285,31,302,50" href="#showversions">
<area title="Show all versions" shape=rect coords="155,119,289,133" href="#showversions">
<area title="Delete document" shape=rect coords="306,31,323,50" href="#deletedoc">
<area title="Delete document" shape=rect coords="308,119,414,132" href="#deletedoc">
<area title="Related documents" shape=rect coords="333,31,351,50" href="#related">
<area title="Related documents" shape=rect coords="333,103,485,117" href="#related">
<area title="Add notification" shape=rect coords="360,31,377,50" href="#notifydoc">
<area title="Add notification" shape=rect coords="364,89,489,101" href="#notifydoc">
<area title="Add to favorites" shape=rect coords="380,31,396,50" href="#addfavdoc">
<area title="Add to favorites" shape=rect coords="383,72,600,85" href="#addfavdoc">
<area title="To top of page" shape=rect coords="407,31,425,51" href="#toplink">
<area title="To top of page" shape=rect coords="408,57,511,72" href="#toplink">
</map>
<p>
<img src="pic3-vkc-docfunctions.gif" usemap="#documentfunctions"
border="1" alt="document functions, clickable">
</p>
<p>
Click on a function to jump to the function description.
</p>

<h4>
<a name="docurl"></a>
Display document link as URL&nbsp;&nbsp;
<img src="pic3-button-document-url.gif" align="middle" alt=""></h4>

<p>
This function opens a small window that displays <b>web paths</b> of
the current document in URL format.
You may copy/paste those paths into a document or email message.
</p>
<p>
Two pairs of paths will be generated, one pair <b>referencing the document entry</b>
(meta data), one providing <b>direct access to the document contents</b> (open document).
For both options one URL for access by VKC <b>user login</b> is generated and
one for access by <b>guest login</b>.
A guest login does not require a VKC user account but allows access only
to documents in categories which are readable for "anyone".
For documents in categories with restricted access a user login is required.
If the user has no access permissions for the referenced document,
an error message will be shown.
</p>

<img src="pic3-vkc-showweblink.gif" border="1" alt="document URL">

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="jumpcat"></a>
Go to originating category&nbsp;&nbsp;
<img src="pic3-button-document-jump.gif" align="middle" alt=""></h4>

<p>
This function is available for <b>virtual documents</b> only.
Virtual documents are document entries referencing documents that
have been published in some other category.
By clicking this function icon you navigate to the category
where the document has been published.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="chown"></a>
Change publisher of document&nbsp;&nbsp;
<img src="pic3-button-change-publisher.gif" align="middle" alt=""></h4>

<p>
This function is available for administrators only.
It allows to change the publisher of a document.
Click on the function icon to open the following form:
</p>
<img src="pic3-vkc-chown.gif" border="1" alt="change publisher">
<p>
You have to select the username of the new publisher
from the supplied list of all users.
Then click on <b>Change</b> to apply your selection.
By clicking on <b>Back</b> you may return to the document view.
</p>
<p>
The administrator may also change the publisher of <b>all documents</b>
published by a user at the same time by editing the user's profile.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="editdoc"></a>
Edit document properties&nbsp;&nbsp;
<img src="pic3-button-editdocument.gif" align="middle"></h4>

<p>
This function requires <b>write permission</b> in the current category.
A form is loaded with the descriptive information of the document. 
</p>
<img src="pic3-vkc-form-editdoc.gif" border="1" alt="edit document attributes">

<p>
Text lines or fields may be edited directly.
You may activate an HTML editor by clicking on the "plus" symbol
<img src="pic3-button-plus-big.gif" alt="plus">
right above the <b>description</b> field.
(See details on help page <a href="helpmod-htmledit.jsp">HTML Editor</a>.)
<!-- Document class and status may be selected from lists of predefined values.<br> -->
<b>Creation date</b> and <b>expiration date</b> are optional
and may be entered using a calendar
<img src="pic3-button-calendar.gif" align="middle" alt="">.
The creation date may be used in the advanced search form to find documents.
The expiration date is used for automatic removal of obsolete documents.
</p>
<p>
This function also supports automatic extraction of
<b>title</b>, <b>keywords</b>, and <b>description</b> from the document contents.
Select the fields to be generated by checking the boxes in front of
the field names. Click on button <b>Analyse</b> to start the function.
Fields already containing information will not be overwritten.
The generated results can be modified manually.
</p>
<p>
Changes become effective by clicking on <b>Save</b>.
</p>
<p>
<b>Dynamic attributes:</b>
These are user-defined attributes of a document.
A dynamic attribute has a <b>name</b> and a <b>value</b>
as shown in the following example:
</p>
<img src="pic3-vkc-dynattributes.gif" border="1" alt="dynamic attributes">
<p>
By clicking on <b>Add a dynamic attribute</b> an input field
for a new attribute will be inserted.
</p>
<p>
You can <b>remove</b> a dynamic attribute by clicking on the wastebasket
<img src="pic3-button-deletecat.gif"  align="middle" alt="">
to the right of the attribute definition.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h4>
<a name="addversion"></a>
Add new version&nbsp;&nbsp;
<img src="pic3-button-newversion.gif" align="middle"></h4>

<p>
This function inserts a new version of an already published document.
It requires <b>write permission</b> in the current category.
A form similar to the insertion of a new document is loaded.
</p>
<img src="pic3-vkc-addnewversion.gif" border="1" alt="form: add version">

<p>
You have to locate the <b>file</b> containing the new document version
by using function <b>Browse</b>.<br>
The <b>version label</b> may be overwritten.<br>
Furthermore, you may add a specific <b>version description</b>.
</p>
<p>
Beyond that, the form works just like the form for
publication of a new document (see also
<a href="helpmod-catfunctions.jsp#insert">help page "Functions for Categories"</a>,
"Insert document").
Classification is not supported because the new version is added to the
already existing document entry.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>


<h4>
<a name="showversions"></a>
Show all versions&nbsp;&nbsp;
<img src="pic3-button-showallversions.gif" align="middle"></h4>

<p>
This function is provided only if there are already <b>multiple versions</b>
of a document. On usual VKC pages only the newest version is
listed. When you click on the icon for "show all versions" a page
with document entries for every document version is loaded.
You may access each version of the document.
The document entries can be switched from short view to full view 
displaying all document properties.
</p>
<img src="pic3-vkc-showversion.gif" border="1" alt="Show all versions">
<p>
If there are ASCII versions of all the document versions,
an additional function for a comparison based on those ASCII versions
will be provided.
(ASCII versions are generated automatically
for most of the text-based file formats during publication.)
You have to click into the check boxes of exactly two of the versions
to select the document versions to be compared.
Then click on button <b>Compare</b>.
</p>
<img src="pic3-vkc-showversion-cmp.gif" border="1" alt="Compare versions">
<p>
The result of the comparison will be presented in two columns that can
be examined easily. You may use the arrow symbols in the top right corner
of the window to jump to the next or previous section with differences.
The current paragraph will be emphasized by a distinct background color.
</p>
<p>
You may return to the previous VKC page by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>


<h4>
<a name="deletedoc"></a>
Delete document&nbsp;&nbsp;
<img src="pic3-button-deletedocument.gif" align="middle"></h4>

<p>
This function requires permission to delete documents in the
current category. The document of the current document entry
will be removed after your confirmation.
</p>
<p>
Documents deleted accidentally can be restored for a certain
time by the administrator. You have to remember at least the date of deletion
and the username.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h4>
<a name="related"></a>
Related documents&nbsp;&nbsp;
<img src="pic3-button-relateddocs.gif" align="middle"></h4>

<p>
This function is document specific and is thus located directly
within the document entry. Clicking on it causes VKC to compare
the current document with all other documents in the repository.
The comparison is a sophisticated algorithm aimed at <b>finding
documents with similar contents</b>.
</p>
<p>
The <b>results</b> will be shown in the same browser window by default.
Up to 20 matching documents will be listed, sorted by score.
For every document the descriptive information and hyperlinks
are displayed similar to the results of the
advanced search. (See also
<a href="help.jsp#advsearch_results">help page "Advanced search - search results"</a>.)
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="notifydoc"></a>
Add notification for related documents&nbsp;&nbsp;
<img src="pic3-button-registerdoc.gif" align="middle"></h4>

<p>
This function registers the current document for <b>notification</b>.
</p>
<p>
If you want to get an automatic email notification when a new related document
is published in this category, you have to make sure that option
<b>messaging enabled</b> is turned on in the Messenger.
</p>
<p>
If you want to remove a document from your notification list, 
you have to go to the Messenger
(see also <a href="help.jsp#messenger">help page "Messenger"</a>).
</p>

<p>
<b>Registration for further VKC groups or users
(only as administrator)</b>
</p>
<p>
When an administrator activates function <b>Add notification</b>,
the document will not be added to the messenger profile immediately
but a special form will be loaded.
In this form, it is possible to determine whether further VKC groups or
users shall get a notification entry for the document.
</p>
<img src="pic3-vkc-registerdoc-adm.gif" width="484" height="476" border="1" 
alt="register document (Admin)">
<p>
Users with <b>full administration privileges</b> may select among <b>all</b>
VKC groups and users, whereas <b>dedicated administrators</b> can only
add notifications for the <b>groups or users managed by them</b>.
</p>
<p>
Adding notification for a VKC group means that the document will
be registered in the messenger for all current members of the group.
</p>
<p>
The selection becomes effective by clicking on button <b>Register</b>,
causing the messenger entries to be written.
As soon as the registration has been completed, the entries may only
be modified by the individual users themselves in the messenger.
</p>
<p>
You may return to the document view by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="addfavdoc"></a>
Add document to VKC favorites&nbsp;&nbsp;
<img src="pic3-button-add-docfavorites.gif" align="middle" alt=""></h4>
<p>
This function adds the current document to your
<b>VKC list of favorites</b> which can be used to navigate quickly to the
most important categories or documents.
The operation will be confirmed by a notification message.
Details about the list of favorites can be found on
<a href="help.jsp#favorites">help page "Favorites"</a>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="toplink"></a>
Top of page&nbsp;&nbsp;
<img src="pic3-button-top.gif" align="middle"></h4>

<p>
Clicking on this symbol scrolls to the top of the current
VKC page. This link is included in every document entry.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<!-- DOCUMENT FOOTER ************************************************** -->

<hr>
<p>
<b>Attention:</b>
<br>
Please use the <b>back</b> button of your browser for returning
to the previous help page. 
</p>

<img src="vkc-versioninfo.gif" alt="Version information" border="0">

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