Document List and Preview Gallery
Overview
The Documents page lists information about each document associated with a functional area record, including thumbnails, categories, statuses, and access to the Document Details page, where the full document can viewed and be edited.
This page outlines unique elements and capabilities on the Documents page. For information on viewing and editing document details, see the Viewing and Editing Documents page.
Document Thumbnails
The document list displays a preview thumbnail for each file. Depending on the file type and document status, the thumbnail either represents the document or shows a default image.
When are document thumbnails displayed?
nVIRO automatically creates a PDF version and thumbnail of a document at the time of upload if the following are true:
The file is a type of document that can be converted to a standard Adobe PDF format.
The document has a status of Final. To prevent new PDFs from being generated each time a document is edited and saved (for example, if a user is editing a large document and saving frequently), documents are not converted to PDFs until they are final. If the document is not final, a generic thumbnail is displayed.
The document is not confidential. If the document is confidential, a generic thumbnail is displayed.
Preview Gallery
Clicking a document thumbnail opens the “Preview Gallery,” which displays the first page of the document along with simple document details in the right-side preview panel. The forward and backward arrows on either side of the screen can be used to navigate the document.
The right-side preview panel also includes buttons to open the Document Details page, download the original document, download the document as a PDF, or delete the document (depending on permissions).
Downloading Individual Documents
Individual documents can be downloaded through the Actions menu (represented by the vertical ellipses). Users can choose to download either the original document in its native file format or the PDF version. The Download (as PDF) option is only available if a PDF has been generated.
Bulk Downloading Documents
Multiple documents can be downloaded simultaneously from the Documents page. To download multiple documents:
Select the checkboxes next to the documents.
Click the Download [#] Selected button, where “#” reflects the number of documents selected. The documents are downloaded based on the user's browser settings.
The Download [#] Selected button is only available if the user has rights to view the documents. For more information about configuring users’ rights, see the Security Roles Overview page.
Additional roles may be required to download or view confidential documents. For more information, see the Designating a Document as Confidential page.
Bulk Finalizing Documents
Multiple documents can be finalized simultaneously from the Documents page. To finalize multiple documents:
Select the checkboxes next to the draft documents.
Click the Finalize [#] Selected button, where “#” reflects the number of documents selected. The documents are transitioned from Draft to Final status.
Confidential documents cannot be bulk finalized.
Finalizing a Confidential Document
To finalize a confidential document, an internal user must open it and click the Finalize button. Documents attached by an external user during the submission of a form will already be set to Final.
Bulk Changing Document Security Classifications
Multiple documents can be set to a Public or Internal security classification from the Documents page. To set multiple documents to the Public or Internal security classification:
Select the checkboxes next to the documents.
Click the Make [#] Public button or Make [#] Internal button, where “#” reflects the number of documents selected. The documents are transitioned to the selected status.
Only users with permissions to set documents to the Public security classification can bulk set documents to Internal.
The security classification of confidential documents cannot be bulk changed.
For more information about security classifications, see the Document Security Classification section on the Documents page.
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