|
This topic briefly describes the purpose of document publishing within the Database File Management (dbFM) system. Its storage structure and uploading documents, access privileges, finding a document and document subscription are also discussed.
The dbFM provides a single repository for sharing documents. It is designed to handle all the usual file types, these include pdf, doc, xls, txt, bmp, zip etc. The dbFM methods enable collaborative use and production of documentation be it geographic, departmental, or retained within specific groups.
Metadata is associated with each file to maintain relevant information such as: purpose, author, notes/description, approval etc . In order to provide an improved search a set of keywords can be applied to a document.
Documents are stored in a structured Directory Tree, with user defined sub-directories in the following form:
Given the appropriate privileges, users can add and edit directories as required.
Documents are uploaded to the dbFM by browsing for the appropriate file, completing the information sheet and selecting Upload File. Within the dbFM, several versions of the same document can be stored in a Revision Directory. Users can elect to download the current or earlier versions of documents stored in a Revision Directory.
Access to the dbFM content can be public or restricted to specific roles or groups. Document owners or administrators can limit the access to directories or documents by setting the Read Access or Read/Write Access properties for specific roles and/or groups as appropriate. This ensures that only those users who have rights to see or edit documents or directories have the correct access level. This facility can also be used to filter information on a geographic or departmental basis.
For example, where several users either within a department or spread across several departments need to contribute to a document, these users can be made members of a group and Read/Write access to the document limited to this group. When this document is complete, or nears completion and the audience needs to be increased, then other roles or departments can be granted Read Only access.
Users can access the documents either by browsing or using the search facility.
dbFM offers three different ways of associating a document, held in dbFM, with a node. You can either link to a dbFM document from your node. Images stored in dbFM can be embedded within your node. It is also possible to attach documents to a node. For a full explanation of the three different methods use the Content Creation section of the help.
dbFM allows users to 'subscribe' to a document. Once subscribed they will be notified whenever any one of the following events occurs:
For information about setting up notifications use the Notifications section of the help.