Skip to main content

File How To's

How to's for the File guide.

How to Handle Duplicate File Names During Renaming​

Steps:

  1. When renaming a file, if another file with the same name already exists, a warning will appear.
  2. You can choose to overwrite the existing file or rename your file with a different name.
  3. If you choose to overwrite, the existing file will be replaced, and the renamed file will take its place.

How to Add a Content File to a Document​

Steps:

  1. Open the document in the DM Explorer editing screen.
  2. Click the Contents button to open the content file list.
  3. Click the Add button at the top left of the panel.
  4. Select the file from your computer to add it as a content file.
  5. The added content file will appear in the list.

How to Upload Multiple Files at Once​

Steps:

  1. Open the file upload window by right-clicking on the folder or repository and selecting New File.
  2. Click the Browse button.
  3. Select multiple files by holding down Ctrl (Windows) or Cmd (Mac) while clicking on each file.
  4. After selecting the files, click OK to start the upload process.

Steps:

  1. After selecting the Share as Link option, open the Access Settings menu.
  2. Set the Expiration Date to specify when the shared link will become invalid.
  3. Click Send to finalize the sharing process with the expiration date applied.

How to View the Differences Between Two Files​

Steps:

  1. Once the comparison is complete, the differences between the files will be highlighted in blue (added content) and red (deleted content).
  2. In the right panel, the page with the differences will be shown.
  3. Click on the page to view the differences in detail.

How to Download Multiple Files at Once​

Steps:

  1. In DM Explorer, select the files you want to download by holding Ctrl (Windows) or Cmd (Mac) while selecting the files.
  2. Right-click on the selected files and choose Download, or use the Download option from the top menu.
  3. The files will be downloaded as a zip file containing all selected files.

ChangeDownloadLocation

How to Remove a Tag from a File​

Steps:

  1. Right-click the file in DM Explorer and select Properties.
  2. In the Properties screen, locate the Tags field.
  3. To remove a tag, click the x next to the tag you want to delete.
  4. Click Save to confirm the change.

How to Use E-Signature (DocuSign) for Signing a Document​

Steps:

  1. Open the document that requires signing.
  2. Click the Electronic Signatures button and select DocuSign as the signing method.
  3. You will be redirected to the DocuSign platform.
  4. Complete the signing process on the DocuSign platform.

How to Share a File as an Email Attachment​

Steps:

  1. In DM Explorer, right-click the file you want to share or select it and use the top menu.
  2. Select Share and choose the Share as Email Attachment option.
  3. Enter the Recipient's Email, Subject, and Message in the corresponding fields.
  4. Click Send to share the file via email.

What to Do After Uploading a File​

Steps:

  1. After uploading the file, it will be listed in the DM Explorer screen under the selected folder.
  2. If Subscription is active, an email notification will be sent to the designated user.
  3. If process triggering is configured for the directory, the relevant workflow will be triggered automatically after the upload is complete.

How to Use the "Open On Desktop" Feature for MS Office Files​

Steps:

  1. In DM Explorer, select the MS Office file (Word, Excel, PowerPoint) that you want to open.
  2. Click Open On Desktop from the top menu or right-click the file and choose Open On Desktop.
  3. The selected file will open in the corresponding desktop application (Word, Excel, PowerPoint) for editing.

How to Rename a File​

Steps:

  1. In DM Explorer, right-click the file you want to rename.
  2. Select Rename from the context menu or use the Rename option from the top menu.
  3. A dialog box will appear asking you to enter a new name for the file.
  4. Enter the new name in the New Name field.
  5. Click OK to confirm the change. If you wish to cancel the process, click Cancel.

How to Print a File from the Viewing Screen​

Steps:

  1. Open the file in DM Explorer and click View.
  2. Once the file is open in the appropriate viewer, click the Print button.
  3. The file will be sent to the default printer, or you can choose a different printer from the print options.
  4. Select the print settings and click Print to complete the process.

How to Change the Download Location for Files​

Steps:

  1. Open your browser's settings and locate the Download settings.
  2. Set the download location to the desired folder, or enable the Ask where to save each file option.
  3. When downloading a file, select the folder where you want the file to be saved, or choose Save As to manually select a different folder.

How to Perform a Mobile Signature​

Steps:

  1. Open the document you wish to sign.
  2. Click the Electronic Signatures button and choose Mobile Signature as the signing method.
  3. Enter your mobile phone number and other necessary information.
  4. Complete the signature process via your mobile line.

How to Download Multiple Files at Once​

Steps:

  1. In DM Explorer, select the files you want to download by holding Ctrl (Windows) or Cmd (Mac) while selecting the files.
  2. Right-click on the selected files and choose Download, or use the Download option from the top menu.
  3. The files will be downloaded as a zip file containing all selected files.

How to Download the Comparison Result File​

Steps:

  1. After completing the comparison, click the Download button in the upper-right corner of the screen.
  2. The comparison result file will be downloaded, with the differences marked in the file.
  3. Open the downloaded file to view the comparison results.

How to Add a File to Favorites​

Steps:

  1. Open DM Explorer and select the file you want to add to your favorites.
  2. Right-click the file and select Add to Favorites from the context menu, or use the Add to Favorites option from the top menu.
  3. The file will be added to your Favorites list for easy and quick access.

How to Open a File on Desktop Using the "Open On Desktop" Feature​

Steps:

  1. Open DM Explorer and select the file you want to open.
  2. Click the Open On Desktop button from the top menu or right-click the file and select Open On Desktop.
  3. The file will open in the appropriate MS Office application (Word, Excel, PowerPoint) on your desktop.

How to Edit a Draft Version​

Steps:

  1. After starting work on the document, click the Start Work button in the document viewing screen.
  2. If the document is an MS Office file, you can edit it directly in the Office Online Viewer or choose Open on Desktop to edit it using the desktop application.
  3. For other file types, use the Browse button to add or update content.
  4. Make the necessary changes and click Save to save your progress.

How to Edit a File's Tags and Category​

Steps:

  1. Right-click on the file in DM Explorer and select Properties.
  2. In the Properties screen, you can edit the Tags field by adding or removing tags.
  3. To edit the Category, enter a new category in the Category field.
  4. After making the necessary changes, click Save to apply them.

How to Remove a File from Favorites​

Steps:

  1. Open the Favorites list from the Document Management home screen or DM Explorer.
  2. Right-click the file you want to remove from favorites and select Remove from Favorites.
  3. The file will be removed from your Favorites list, but it will remain in its original location.

How to Copy a File to Another Folder or Repository​

Steps:

  1. Right-click on the file you want to copy in DM Explorer.
  2. Select Copy Here from the context menu or use the Copy option from the top menu.
  3. A window will appear showing the folders and repositories where you have permission to copy the file.
  4. Select the desired target folder or repository.
  5. Click Copy to complete the process.

How to Start Work on a Document​

Steps:

  1. Open the document in DM Explorer and view it.
  2. Click the Start Work button located in the top menu.
  3. A draft version will be created and you will be able to edit the document without affecting the original version.

Steps:

  1. After selecting the Share as Link option, open the Access Settings menu.
  2. Set the Limit Count to define how many times the link can be clicked.
  3. Click Send to apply the limit and share the link.

How to Tag a User in an Activity Message​

Steps:

  1. In the New Message field, type @username to tag a user.
  2. The tagged user will be notified via Synergy notifications and email.
  3. After tagging the user, you can complete your message and send it.

How to Delete a Draft Version​

Steps:

  1. Open the document and click the Start Work button to access the draft version.
  2. Click the Delete button to cancel the draft work.
  3. Confirm the deletion to remove the draft version from the document management system.

How to Permanently Delete a File​

Steps:

  1. Open the Recycle Bin and select the file to delete.
  2. Right-click on the file and choose Delete Permanently or click the Delete Permanently option from the top menu.
  3. Confirm the deletion to permanently remove the file from the system.

How to Handle Duplicate File Names During Renaming​

Steps:

  1. When renaming a file, if another file with the same name already exists, a warning will appear.
  2. You can choose to overwrite the existing file or rename your file with a different name.
  3. If you choose to overwrite, the existing file will be replaced, and the renamed file will take its place.

How to Handle Unsupported File Types with the "Open On Desktop" Feature​

Steps:

  1. If you try to open a non-MS Office file (e.g., PDF or image) with the Open On Desktop feature, the option will not appear.
  2. You will need to use the appropriate software or viewer for non-MS Office files (e.g., Adobe Reader for PDFs).
  3. Check if the file type is supported by the Open On Desktop feature by referring to the file type list (Word, Excel, PowerPoint).

How to Use Clipboard to Copy a File​

Steps:

  1. Right-click the file in DM Explorer and select Add to Clipboard.
  2. The file will be added to the clipboard.
  3. Navigate to the target directory where you want to copy the file.
  4. Right-click in the target directory and select Paste, or use the Clipboard option from the top menu to complete the copy process.

How to Compare Two Files in DM Explorer​

Steps:

  1. Open DM Explorer and select the files you want to compare.
  2. Right-click on the files and choose Compare.
  3. Alternatively, open the file in the document viewing screen and click the Compare button in the top menu.
  4. The comparison screen will appear, and you will be prompted to select the second file.
  5. Once both files are selected, the comparison will be applied automatically.

How to Rename a File and Avoid Special Characters​

Steps:

  1. When renaming a file, avoid using special characters like \/:*?"<>| in the file name.
  2. Enter the desired name for the file, ensuring it complies with system rules.
  3. If a special character is used, a warning message will be displayed, and the rename process will not proceed until the name is corrected.

How to Configure Recycle Bin Settings​

Steps:

  1. Open the Recycle Bin Settings screen from the system settings.
  2. Define the retention period for files in the Recycle Bin.
  3. After the set period, the files will be automatically deleted, or they can be manually deleted earlier.

How to Download a File from DM Explorer​

Steps:

  1. Open DM Explorer and locate the file you want to download.
  2. Right-click the file and select Download, or use the Download option in the top menu.
  3. The file will start downloading and will be saved to your browser's default download folder.

Steps:

  1. In DM Explorer, right-click the file you want to share or select it and use the top menu.
  2. Select Share and choose the Share as Link option.
  3. You can specify the access settings (view, edit, download) for the link.
  4. Set an expiration date and limit count for the link, if needed.
  5. Click Send to share the link, or use Copy Link to copy it to the clipboard.

How to Delete a Shortcut​

Steps:

  1. In DM Explorer, locate the shortcut you want to delete.
  2. Right-click the shortcut and select Delete from the context menu.
  3. The shortcut will be removed, but the original file or folder will remain intact in its original location.

How to Review the Answers Provided by the AI Assistant​

Steps:

  1. After asking your question, the AI will provide an answer that appears in the chat panel.
  2. You can click on the answer to read it more thoroughly.
  3. If needed, you can ask follow-up questions or request further clarification.

How to Publish a Draft Version​

Steps:

  1. After editing the draft version, click the Publish button in the top menu.
  2. A modal dialog will appear asking you to select the version number (major or minor) for the draft.
  3. Once the version number is selected, click Publish to make the draft version the active version of the document.

How to Handle Unsupported File Types for Comparison​

Steps:

  1. If you try to compare files that are not the same type (e.g., a PDF with a DOCX), the Compare option will not be available.
  2. Ensure that both files are of the same type before attempting to compare.
  3. Only supported file types such as PDF, DOCX, and other specified formats can be compared.
  4. If an unsupported file type is selected, you may need to convert the file to a supported type before comparison.

How to Change the Download Location for Files​

Steps:

  1. Open your browser's settings and locate the Download settings.
  2. Set the download location to the desired folder, or enable the Ask where to save each file option.
  3. When downloading a file, select the folder where you want the file to be saved, or choose Save As to manually select a different folder.

How to Add a Tag to a File​

Steps:

  1. Right-click on the file in DM Explorer.
  2. Select Properties from the context menu.
  3. In the Properties screen, click the +New Tag button.
  4. Type the desired tag in the text box and press Enter.
  5. The tag will be added to the file's properties.

How to Apply a Digital Signature​

Steps:

  1. Connect a card reader to your computer and ensure the DSClient software is installed.
  2. In the document viewing screen, click the Electronic Signatures button.
  3. Enter the PIN code and other required signing options.
  4. Confirm the digital signature application.

How to Edit a File Using the "Open On Desktop" Feature​

Steps:

  1. Open the file in DM Explorer.
  2. Click the Open On Desktop button from the top menu or right-click the file and select Open On Desktop.
  3. The file will open in the appropriate MS Office application (Word, Excel, PowerPoint).
  4. Make the necessary changes to the file and save them.

How to View Content Files​

Steps:

  1. Open the document in DM Explorer.
  2. Click the Contents button to open the content file list.
  3. Double-click any content file in the list to view it.

How to View and Respond to Activity Messages​

Steps:

  1. Open the Activities screen for the relevant file or document.
  2. All shared messages will be displayed, sorted by date.
  3. To respond to a message, click the Reply button beneath the message.
  4. If the message is restricted to replies from mentioned users, only those users can reply.
  5. Type your reply and click Send to post your response.

How to Rename a File​

Steps:

  1. In DM Explorer, right-click the file you want to rename.
  2. Select Rename from the context menu or use the Rename option from the top menu.
  3. A dialog box will appear asking you to enter a new name for the file.
  4. Enter the new name in the New Name field.
  5. Click OK to confirm the change. If you wish to cancel the process, click Cancel.

How to Use the "Chat with Document" Feature for Document Analysis​

Steps:

  1. Open the document and click the Start Chat button in the top menu.
  2. Type your questions regarding the document's content in the chat panel.
  3. Review the answers provided by the AI and request further analysis if needed.
  4. Use this feature to quickly get insights and detailed information about the document.

How to Ask Questions Using the "Chat with Document" Feature​

Steps:

  1. Open the document in DM Explorer and click the Start Chat button.
  2. In the chat panel, type your question related to the document's content.
  3. The AI will analyze the document and provide the best possible answer based on the content.
  4. You can ask additional questions or request further details based on the initial response.

How to Delete a File​

Steps:

  1. Select the file you want to delete in DM Explorer.
  2. Right-click on the file and select Delete from the context menu or use the Delete option from the top menu.
  3. A dialog box will appear asking for the reason for deleting the file.
  4. Enter the required reason and click Confirm to delete the file.

How to Restrict Replies to Only Mentioned Users in an Activity Message​

Steps:

  1. In the New Message screen, select the option Only mentioned users can reply.
  2. This will restrict the ability to reply to the message to only those users who have been tagged with @username in the message.
  3. After setting this option, continue composing the message and click Send.

How to Categorize a File​

Steps:

  1. Right-click the file in DM Explorer.
  2. Select Properties from the context menu.
  3. In the Category field, enter the appropriate category for the file.
  4. Click Save to apply the category.

How to Add a Folder or Repository to Favorites​

Steps:

  1. In DM Explorer, select the folder or repository you want to add to your favorites.
  2. Right-click on the folder or repository and choose Add to Favorites, or use the Add to Favorites option from the top menu.
  3. The folder or repository will be added to your Favorites list for quick access.

How to Create a Shortcut for a Folder​

Steps:

  1. In DM Explorer, select the folder for which you want to create a shortcut.
  2. Right-click on the folder and choose Create Shortcut, or use the Create Shortcut option from the top menu.
  3. The shortcut will be created in the folder where the original folder is located.
  4. You can now access the folder quickly through the shortcut from another location.

How to Use the Viewer Tools​

Steps:

  1. Open the file in DM Explorer and click View.
  2. The file will open in the appropriate viewer based on the file type:
    • PDF Viewer for PDF or TIFF files.
    • Office Online Viewer for MS Office files.
    • Image Viewer for image files.
    • Text Viewer for text-based files.
  3. Use the viewer's functionality (e.g., zoom, search, scroll) to view the file.

How to Add a File to a Folder or Repository​

Steps:

  1. Right-click on the folder or repository where you want to add the file.
  2. Select New File from the context menu, or use the New > New File option in the top menu.
  3. The file upload window will appear. Click the Browse button to select a file from your computer.
  4. After selecting the file, click OK to start the upload process. You can add multiple files at once by selecting them in the file selection window.

How to Copy Multiple Files at Once​

Steps:

  1. Select multiple files in DM Explorer by holding Ctrl (Windows) or Cmd (Mac) and clicking on each file.
  2. Right-click on any of the selected files and choose Copy Here or use the Copy option in the top menu.
  3. Choose the target folder or repository where you want to copy the files.
  4. Click Copy to complete the process.

How to Use the AI Assistant for Specific Sections of the Document​

Steps:

  1. In the Chat with Document feature, type a specific question related to a section or part of the document (e.g., What is discussed in the introduction section?).
  2. The AI Assistant will focus on the specified section and provide answers accordingly.
  3. You can follow up with additional queries based on the section of the document you are interested in.

How to Share a New Message in the Activities Screen​

Steps:

  1. Open the Activities screen for the relevant document.
  2. Click on the New Message field.
  3. Enter the message text and use the rich text editor to add more content, such as links or tags.
  4. After composing the message, click the Send button to share the message with the relevant users.

How to Delete a Content File​

Steps:

  1. Open the document in the DM Explorer editing screen.
  2. Click the Contents button to open the content file list.
  3. In the list, click the Delete icon button next to the content file you want to delete.
  4. A confirmation window will open. Click Confirm to delete the file.
  5. The content file will be removed from the list. The default content file cannot be deleted.

How to Rename a File and Avoid Special Characters​

Steps:

  1. When renaming a file, avoid using special characters like \/:*?"<>| in the file name.
  2. Enter the desired name for the file, ensuring it complies with system rules.
  3. If a special character is used, a warning message will be displayed, and the rename process will not proceed until the name is corrected.

How to Download a File from DM Explorer​

Steps:

  1. Open DM Explorer and locate the file you want to download.
  2. Right-click the file and select Download, or use the Download option in the top menu.
  3. The file will start downloading and will be saved to your browser's default download folder.

How to Restore a Deleted File​

Steps:

  1. Go to the Recycle Bin screen.
  2. Select the deleted file you want to restore.
  3. Click the Restore option to restore the file back to its original location.

How to View a File in DM Explorer​

Steps:

  1. Open DM Explorer and locate the file you want to view.
  2. Right-click on the file and select View, or use the View option from the top menu.
  3. The file will be opened in the appropriate viewer based on its file type.

How to Edit a Content File​

Steps:

  1. Open the document in the DM Explorer editing screen.
  2. Click the Contents button to open the content file list.
  3. In the list, click the Edit icon button for the content file you want to edit.
  4. The content file's description and title can be edited. If using multiple languages, translations can be added by clicking the localization button.
  5. After editing, click the Confirm icon button to save the changes, or click Cancel to discard the changes.

How to Create a Shortcut to a File or Folder​

Steps:

  1. In DM Explorer, select the file or folder you want to create a shortcut for.
  2. Right-click on the selected file or folder and choose Create Shortcut, or use the Create Shortcut option from the top menu.
  3. The shortcut will be added to the folder containing the file or folder.
  4. The shortcut can now be used for quick access to the original file or folder from a different location.

How to Handle Upload Restrictions​

Steps:

  1. When you attempt to upload a file, the system will check for restrictions such as allowed file types and maximum file size.
  2. If the file exceeds the allowed size or type, a warning message will appear, and the upload will be canceled.
  3. Ensure that the file complies with the directory's restrictions before uploading. If necessary, resize the file or convert it to an accepted file type before uploading.

How to Edit a File While Viewing It​

Steps:

  1. If the file is an MS Office file, click the Edit button to open it in Office Online Viewer.
  2. If Open on Desktop is available, click the option to open the file in the corresponding desktop application (e.g., Word, Excel).
  3. If the file is a text-based file, you can edit it directly in the viewer.
  4. Make changes and click Save to apply them.