Owl Online Help
Introduction
Owl is a multi user document repository or knowledge based system. Users are able to capture documents and assign attributes to them when the document is uploaded into the Owl system. Other users are then able to locate the documents either by using the hierarchy folder structure or by using the built in search facility.
A document can be any type of electronic document or file that the user can access from their computer. Typically theses documents could be a word processing file, spreadsheet, or PDF files. But Owl is not just limited to common office file types you can capture most graphic file types, and display them within the system, audio and video or executable program files. In fact Owl is only limited by your imagination.Once documents have been captured by the owl system users have numerous options:
- Ability to e-mail documents directly from Owl
- Users can monitor documents or folders for updates and receive notification by e-mail
- A Version Control System (VCS) can be used to track changes to documents, keep copies of old documents and provide a change log.
- Users can add comments to individual documents
All these facilities are easily available through the use of an Internet Browser.
File Browser
The browser is the main method, which you will use to navigate the hierarchical folder structure and to find and use documents that have been captured into the system. You can carry out certain actions on folders and documents such as sorting the displayed order, viewing or downloading the document, or e-mailing the document to some one.
Folder Structure
Documents that are uploaded into the Owl system are
stored in folders and each folder can have a series of
sub folders. This type of structure is known as a
hierarchical structure and is typically used for the
storage and organization of files on your computer's
hard drive. In Owl, the start point of the hierarchy
(or root) is known as the documents folder. The
folder structure allows a convenient way to group
documents in a meaningful fashion. For instance, you
may wish to capture all your technical documents for a
number of products. You could create a folder named
technical documents and then a series of sub folders
inside technical documents of each product. For this to
work properly, you must chose sensible and descriptive
folder names that provide the user with a reasonable
description and meaning.
Title Bar
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Checkbox to check or uncheck documents or folders for bulk operation |
Status |
Anyone of the following icons can be displayed: |
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*
The document has been indexed, i.e. it is possible to search within this document |
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The document has been added since your last visit |
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The document has been updated since your last visit |
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The document has a user comment |
Doc # |
The specific number of the document. |
Title |
The title of the document or the folder. |
Ver. |
The version of the document or the folder. The number before the dot indicates big changes whereas the number after the dot indicates small modifications. |
File |
The title of the document or the folder. |
Size |
The title of the document or the folder. |
Posted by |
The user who posted the file to the Owl Intranet System. |
Modified |
The date and time of the last modification of the file. |
Held |
Here you see, who is actually holding and modifying the file. If somebody holds a file you cannot update it unless he checks it out again. |
Actions
Actions provide functions for various tasks on folders and documents. The number of action icons, which are visible, will depend on your permissions for a folder and document.
Action Buttons
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File Log |
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Delete File (Y/N) |
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Modify File Properties |
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Link This File to Another Directory |
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Copy File |
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Move File |
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Update File |
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Download File |
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Add a Comment to this File |
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Check file out |
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Check file in |
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Upload a Zip file to Be Extracted |
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Add a Comment to this File |
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E-Mail this File |
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Find Related Documents |
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View File |
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Play Media File |
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Monitor this File |
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Print This News Item |
Bulk Buttons
If activated these buttons let you do actions with more than one file at the same time.
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Download selected files.
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Move selected files to another folder.
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E-mail selected files to somebody.
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Delete selected files. Note that you cannot delete selected folders.
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Checkout selected files. Note that no other user can modify a file that is checked out by another user.
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