How to Delete a Document

1.  Check out the content. Click the file name and select Check Out from the dropdown menu. You will be given the opportunity to comment, then click Check Out.

Notice there is now a pencil and a lock icon in the Status column to indicate the content is checked out to you and is changing from the published version.

2.  Mark for deletion. Click the file name and select Delete Content < Delete from System. Then click Yes, delete the content. in the popup window.

There will now be a pencil and a red circle icon, denoting that the content is marked for deletion.

3.  Publish the changes to complete deletion. 

• With workflow, submit to workflow and then approve.
• Without workflow, select Publish from the document dropdown menu.

Moving a Document in GeoDocs 8

1. Click on FILES in the GeoDocs toolbar.
2. Navigate to the document to be moved.
3. Click the document file name, and choose 'Edit' in the dropdown menu.
4. In the window that appears, there are tabs at the top. Go to "Where does the document belong?". The current location will be highlighted.
   
5. Navigate through the folders and highlight the folder where the document should go.
6. At the bottom, click Save or Check In or Submit to Workflow (Enterprise Only).
7. Follow the appropriate steps to publish the document.

• Save, then Check In, then Publish (or Submit to Workflow then Approve)
• Check In, then Publish (or Submit to Workflow then Approve)
• Submit to Workflow, then Approve.

Note: if you click Cancel your document will remain checked out. If you do not wish to make changes at this time, find the document in Document in Explorer. Click to show the menu and select Undo Checkout to check it back in with no changes.

Document Properties in GeoDocs 8

 Documents can carry many properties in GeoDocs 8.  To see the properties of a document:

In the top toolbar, click "FILES" to open Document Explorer
Navigate to the file you want to investigate
Left-click on the file name.  In the dropdown that appears, choose the last option "View Content Properties"

The popup window that appears shows properties.  Click the tabs at the top to see more.

CONTENT DETAILS Tab

• Topics - any piece of content must have at least 1 topic assigned
• Metadata (free form information that can be used to improve search engine rankings or just simply describe the document to help other users)
• Group Owner 
• Status: Active/Inactive and Public/Non-public
• Start and End Date (to set limits on when the document is available to site visitors)
• Priority (may be used for subscriptions/alerts or to sort lists of documents)
• Send Next (if this box is checked, the next time a new version of the document is published, the system may send emails to notify users if they are subscribed to receive such alerts)

SECURITY Tab

• Content ID
• Created Date
• Created By (user)
• Modified Date
• Modified By (user

CONTENT HISTORY Tab

• If you have document versioning turned on, you will see a list of all prior versions of the document.  Click 'view' on the far right column to open older versions.  

To change a document's properties, such as topics or group ownership, you must first 'check out' the document and THEN view its properties.  When the document is checked out to you, there will be a SAVE button at the bottom of the Properties window.

Alternative Route:
If you are in the group that owns a document, you can also see and edit a document's properties if you click on the file name and choose EDIT.  This will open the above mentioned tabs, as well as a tab that will allow you to change the location of the document or upload a new version. 

About Document Explorer – GeoDocs 8

All document formats are supported as well as images, audio, video and/or presentation formats, including all MS formats. They can be easily implemented into a web page or linked to a file to be opened separately. Non-technical users with security rights can add, edit, assign or un-assign files.

Documents are treated just like any other content type in GeoDocs, but with a few key differences:

How documents are the same as other content types:

• Security: can be public or private
  
• Editing Access: properties edits or uploading of new versions can be restricted to certain user groups
  
• Properties such as topics and display date ranges allow dynamic delivery in sections, RSS feeds, or subscriptions
  

How documents are not like other content types:

• Documents themselves are not edited directly in GeoDocs (but their properties are) and the EDIT screen is a bit different
  
• Every document has its own unique URL
  
• Document Explorer: documents are uploaded and organized through this special user interface
  
• Documents can be included within Basic (text) content as a link or an image
  
• 
  
  Edit/Preview/Live modes are not used to view changes to documents and won't change the view within Document Explorer
  
  
  

Accessing Document Explorer from the toolbar:

The most direct way to access Document Explorer is via the GeoDocs toolbar at the top of your screen. Click on the button marked Files. (the toolbar will appear differently based on your role – 'Members' will not see this button in their toolbar)
Note: It doesn't matter which mode (edit/preview/live) you are in before opening Document Explorer. This function doesn't apply here.

The Files button will open a large pop-up window showing the root folders on the left. Single left clicks will open each folder to drill deeper.

Folders

The folders seen in Document Explorer are only used to organize them for authors, and are not a mechanism for delivery on the website or intranet. Documents are delivered to visitors by direct links, dynamic sections (topics or date range), or as images within content. Folders are only seen by authors who have access to them. Folders don't influence security – it is possible to have a private document in a public folder, or vice versa.

Each group in GeoDocs automatically gets a root folder of the same name. By default, GeoDocs starts with two groups, and thus two folders: Administrators and Public. Users can see only the folders under the groups they belong to. For example, if user Tim123 is a "document author" in the Administrators group, a "member" of the Public group, and is not in the Human Resources group, he will see only the Administrators and Public folders, will be able to add/delete/change documents only in the Adminstrators folder, and will see no evidence that a Human Resources folder exists.

Create NEW folder – click the icon that looks like a folder with a green plus sign (mouseover text is "Create Folder")
Folders will default to be owned by the group that owns the Root folder (any folders created under PUBLIC will default to be owned by group PUBLIC) but can be changed so that one group could own a folder under another group's root folder.