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Documents

[TOC] This section refers to the document management at Back-end side of Edocman extension.

Documents List

Go to Edocman -> Documents to access to documents section of Edocman. You will see a list of documents:

In this list, you can see the document names, categories, access level, number hits, download times, you are also able to drag & drop documents to sort them.

Toolbar buttons:

New: Add new document
Edit: Edit existing document
Delete: Remove existing document(s)
Publish: Publishing existing document(s)
Unpublish: Unpublising existing document(s)
Check-in: Unlock document(s)
Move: Assign Main Category for document(s)
Move Additional Category: Assign additional Category for document(s)
Batch: Setup Access level for document(s)

In case you installed and published plugin: Edocman PDF Indexer to index Pdf Document content, you will see the icon that notify the document has been indexed yet. You can also run document indexing function if you need.

If you are using Edocman on Joomla 3.x, you can Drag & Drop documents to change ordering value of them

Create new/edit a document

You can click on the Edit/New button on the toolbar OR click on the document name on the list to create new/edit a document.

General

Property	Description
Title	Name of the document. The name will be displayed to users.
Alias	Alias will be used to generate the URL link to the document. If you unsure what to enter, simply leave it as empty, then system will generate the alias based on the name of document.
Version	Since 1.7.3. This field allows you to enter version of document
Category	Main category of document. Document will inherit all Permission values of this Cateogry
Additional Categories
File	Based on selected value of configure option File Upload Method, you will able to select file to upload or selecting existing file on your server.
Thumbnail
Access	More details below
Status	Publish/ Unpublished.
License	Select License for the document.
File URL	In case your document was placed in different address, you can put the link to the document here.
Document View Link	Instead of opening the document file for viewing, you can put a link to specific page that providing general introduction of document.
Indicators	You can select Indicators for document, 2 available indicators are: Hot and Featured.
Tags Name	Tags Name will be shown at document details, and Tags Name can be used to group documents, you can enter more than one tag for each document, separated them by comma.
Language	Select Language of the Category, this is used when you actived Joomla Multiple languages feature.
User Ids	ID Of users who can access to this category, comma seperated. If you enter ID of users into this field, only these users can see and access to this category.
Short Description	Short Description of Category.
Description	Full Description of Category.
Locked	Locked status of document. When document is locked by one user, other user can't edit document at front-end side of Edocman

Permissions

By default when you create a document, the permission setting of this document will be inherited from the category which it is assigned to. If you change the permission setting when creating document, this permission setting which override the permission setting in it's category. For example, by default, you allows all public users to be able to download documents from all categories. Now, you want only user from Manager Group can document this document, you can setup it as below :

1. Click on Registered Group, set Download Permission to be Allowed
2. Click on all other groups, set Download Permission to be Denied
3. After that, only users from registered groups can download documents from this category

Publishing

Property	Description
Start Publishing	An optinal date to start publishing.
Finish Publishing	An optinal date to stop publishing.
Created by	Select user who uploaded the document
Created Date
Modified by	Select user who modified the document
Modified Date	Leave empty if you want to use current time.
Hits
Download time

Metadata

Property	Description
Meta Description
Meta Keyword

Indexed Content

In case you installed and published the plugin: Edocman PDF indexer. When you upload/ modify document, Edocman will index and store content of PDF file, and you will able to view content of PDF file in this tab. Edocman can index content of PDF, DOC and DOCX files.

Document extra fields (Advanced feature)

Edocman has feature to allow you to add custom extra fields for document. This is quite complicate so please make sure you really want to have it.
To add custom fields for document, you need to open XML file.
root > administrator > components > com_edocman > model > forms > document.xml
Be careful before making any change in this file because it contains all core fields and extra fields of document.
Look at the bottom of file, before tag

</form>

You can add extra fields in this format:


<fields name="params">
    <fieldset name="basic">
        <field name="field_speaker" type="text" label="Speaker" size="50" description=""></field>           
        <field name="field_hours" type="text" label="Number Hours" size="50" description=""></field>    
    </fieldset>           
</fields>

Below is the whole XML file with 2 sample extra fields:


<?xml version="1.0" encoding="utf-8"?>
    <!-- $Id: category.xml 21329 2011-05-11 04:15:59Z eddieajau $ -->
<form>
    <field
        name="id"
        type="text"
        default="0"
        label="JGLOBAL_FIELD_ID_LABEL"
        description ="JGLOBAL_FIELD_ID_DESC"
        class="readonly"
        readonly="true"/>    

    <field
        name="category_id"
        type="edocmancategory"
        label="EDOCMAN_CATEGORY"
        description="EDOCMAN_CATEGORY_OF_DOCUMENT"
        class="inputbox chosen"
        required="true"
        action="true"
        />

    <field
        name="extra_category_ids"
        type="edocmancategory"
        label="EDOCMAN_EXTRA_CATEGORY"
        description="EDOCMAN_EXTRA_CATEGORY_DESC"
        class="inputbox chosen"
        required="false"
        multiple="true"
        action="true"
    />

    <field
        name="title"
        type="text"
        label="JGLOBAL_TITLE"
        description="JFIELD_TITLE_DESC"
        class="inputbox"
        size="40"
        required="true"/>

    <field
        name="alias"
        type="text"
        label="JFIELD_ALIAS_LABEL"
        description="JFIELD_ALIAS_DESC"
        class="inputbox"
        size="40"/>

    <field
        name="document_version"
        type="text"
        label="EDOCMAN_VERSION"
        description="EDOCMAN_VERSION_DESC"
        class="input-small"
        size="20"
        required="false"/>

    <field
        name="filename"
        type="file"
        label="EDOCMAN_FILE"
        description="EDOCMAN_FILE_DESC"
        class="inputbox"
        hide_none="true"
        hide_default="true"
        size="60"/>

    <field
        name="document_url"
        type="url"
        label="EDOCMAN_FILE_URL"
        description="EDOCMAN_FILE_URL_DESC"
        class="inputbox"
        size="60"
        />   

    <field name="select_filename"
     type="edocmanfilelist" 
     default=""     
     label="EDOCMAN_CHOOSE_A_FILE" 
     description="EDOCMAN_CHOOSE_A_FILE_DESC"    
     filter="" 
     exclude="" 
     stripext=""
     hide_default="true"

     />

     <field
        name="view_url"
        type="url"
        label="EDOCMAN_VIEW_URL"
        description="EDOCMAN_VIEW_URL_DESC"
        class="inputbox"
        size="60"
        />   

    <field
        name="image"
        type="file"
        label="EDOCMAN_THUMBNAIL"
        description="EDOCMAN_THUMBNAIL_DESC"
        class="inputbox"
        size="50"
        accept="image/*"
        />   

    <field
        name="access"
        type="accesslevel"
        label="JFIELD_ACCESS_LABEL"
        description="JFIELD_ACCESS_DESC"
        class="inputbox"/>   

    <field
        name="user_ids"
        type="text"
        label="EDOCMAN_USER_IDS"
        description="EDOCMAN_USER_IDS_DOCUMENT_DESC"
        class="inputbox"
        size="32"/>

    <field
        name="license_id"
        type="edocmanlicense"
        label="EDOCMAN_LICENSE"
        description="EDOCMAN_LICENSE_DESC"
        class="inputbox"/>   

    <field
        name="published"
        type="list"
        class="inputbox"
        default="1"
        size="1"
        label="JSTATUS"
        description="JFIELD_PUBLISHED_DESC">
        <option
            value="1">
            JPUBLISHED</option>
        <option
            value="0">
            JUNPUBLISHED</option>     
    </field>

    <field
            name="language"
            type="contentlanguage"
            label="JFIELD_LANGUAGE_LABEL"
            description="EDOCMAN_FIELD_LANGUAGE_DESC"
            class="inputbox">
            <option value="*">JALL</option>
        </field>

    <field
        name="indicators"
        type="list"     
        label="EDOCMAN_INDICATORS"
        description="EDOCMAN_INDICATORS_DESC"       
        required="false"
        multiple="true"
        size="2">
        <option
            value="hot">
            EDOCMAN_HOT</option>
        <option
            value="featured">
            EDOCMAN_FEATURED</option>     
    </field>

    <field
        name="tags"
        type="text"
        label="EDOCMAN_TAGS"
        description="EDOCMAN_TAGS_DESC"
        class="input-xxlarge"
        size="60"/>

    <field
        name="short_description"
        type="editor"
        label="EDOCMAN_SHORT_DESCRIPTION"
        description="EDOCMAN_SHORT_DESCRIPTION_DESC"
        class="inputbox"
        filter="JComponentHelper::filterText"
        width="100%"
        height="150"        
        buttons="true"
        hide="readmore,pagebreak,module"/>   

    <field
        name="description"
        type="editor"
        label="JGLOBAL_DESCRIPTION"
        description="EDOCMAN_DESCRIPTION_DESC"
        class="inputbox"
        width="100%"
        height="150"
        filter="JComponentHelper::filterText"
        buttons="true"
        hide="readmore,pagebreak,module"/>

    <field
        name="document_history"
        type="editor"
        label="EDOCMAN_DOCUMENT_HISTORY_LABEL"
        description="EDOCMAN_DOCUMENT_HISTORY_DESC"
        class="inputbox"
        width="100%"
        height="150"
        filter="JComponentHelper::filterText"
        buttons="true"
        hide="readmore,pagebreak,module,article"
        />

    <field
        name="buttonspacer"
        label="JGLOBAL_ACTION_PERMISSIONS_LABEL"
        description="JGLOBAL_ACTION_PERMISSIONS_DESCRIPTION"
        type="spacer" />

    <field
        name="asset_id"
        type="hidden"
        filter="unset"/>

    <field
        name="checked_out"
        type="hidden"
        filter="unset"/>

    <field
        name="checked_out_time"
        type="hidden"
        filter="unset"/>

    <field
        name="metadesc"
        type="textarea"
        label="JFIELD_META_DESCRIPTION_LABEL"
        description="JFIELD_META_DESCRIPTION_DESC"
        rows="3"
        cols="40"/>

    <field
        name="metakey"
        type="textarea"
        label="JFIELD_META_KEYWORDS_LABEL"
        description="JFIELD_META_KEYWORDS_DESC"
        rows="3"
        cols="40"/>

    <field
        name="created_user_id"
        type="user"
        label="JGLOBAL_FIELD_CREATED_BY_LABEL"
        desc="JGLOBAL_FIELD_CREATED_BY_DESC"
        />

    <field name="created_time" type="calendar" label="JGLOBAL_CREATED_DATE"
            class="inputbox" size="22"
            format="%Y-%m-%d %H:%M:%S" filter="user_utc" />  

    <field
        name="modified_user_id"
        type="user"
        label="JGLOBAL_FIELD_MODIFIED_BY_LABEL"
        class="readonly"
        readonly="true"
        filter="unset"/>

    <field name="modified_time" type="calendar" label="JGLOBAL_FIELD_MODIFIED_LABEL"
            class="inputbox" size="22"
            format="%Y-%m-%d %H:%M:%S" filter="user_utc" />

    <field name="publish_up" type="calendar"
           label="JGLOBAL_FIELD_PUBLISH_UP_LABEL" description="JGLOBAL_FIELD_PUBLISH_UP_DESC"
           format="%Y-%m-%d %H:%M:%S" size="22"
           filter="user_utc" />

    <field name="publish_down" type="calendar"
           label="JGLOBAL_FIELD_PUBLISH_DOWN_LABEL" description="JGLOBAL_FIELD_PUBLISH_DOWN_DESC"
           format="%Y-%m-%d %H:%M:%S" size="22"
           filter="user_utc" />

    <field
        name="hits"
        type="text"
        label="EDOCMAN_HITS"
        description="EDOCMAN_HITS_DESC"
        class="inputbox"
        size="10"/>  

    <field
        name="downloads"
        type="text"
        label="EDOCMAN_DOWNLOADS"
        description="EDOCMAN_DOWNLOADS_DESC"
        class="inputbox"
        size="10"/>  

    <field
        id="rules"
        name="rules"
        type="rules"
        label="JFIELD_RULES_LABEL"
        translate_label="false"
        filter="rules"
        validate="rules"
        class="inputbox"
        component="com_edocman"
        section="document"/>

    <field
        name="is_locked"
        type="list"
        class="inputbox"
        default="0"
        size="1"
        label="Lock status"
        description="Lock status of Document">
        <option
            value="0">
            EDOCMAN_UNLOCKED</option>
        <option
            value="1">
            EDOCMAN_LOCKED</option>
    </field>

    <fields name="params">
        <fieldset name="basic">
            <field name="field_speaker" type="text" label="Speaker" size="50" description=""></field>           
            <field name="field_hours" type="text" label="Number Hours" size="50" description=""></field>    
        </fieldset>           
    </fields>
</form>

Media player

Media player is added into Edocman from version 1.9.0, it a feature of Edocman for playing multimedia files like videos, movies and music. Media players commonly display standard media control icons known from physical devices such as tape recorders, such as play, pause and stop buttons. Edocman supports some Media files:

Mp4 - is a digital multimedia container format most commonly used to store video and audio, but it can also be used to store other data such as subtitles and still images.
MP3 - is a standard technology and format for compressing a sound sequence into a very small file while preserving the original level of sound quality when it is played.
FLV - is a file format used by Adobe Flash Player and Adobe AIR to store and deliver synchronized audio and video streams over the Internet.
OGG Audio - is a free, open container format created under unrestricted software patents by the Xiph.Org Foundation. It allows users to stream and alter high quality digital multimedia files.
OGV Video - is a free lossy video compression format which is developed by Xiph.org. It is principally linked with OGG Vorbis. OGG is a standardized and open bitstream container format which is designed specifically for manipulation and streaming.

If the document is one of 5 above file types, user will able to view the document (media file) through Media Player.

Access level

You can setup Access level to categories through 2 ways:

Select specific Joomla Access level. There are four access levels that are included in Joomla by default: Guest, Public, Registered and Special. You can read this documentation to get more knowledge about Joomla access level: https://www.cloudaccess.net/joomla-knowledgebase/101-joomla-3-1/user-manager/526-access-levels-joomla-3-0.html
Select specific Joomla user groups, thus, only users in selected groups are able to access to Category at front-end side. More details about Joomla User groups: https://docs.joomla.org/Help38:Users_Groups