Documents

With Scopevisio Teamwork DMS, you can manage files both on your PC and on the go from your smartphone or tablet. In this article, we will show you how you can optimally integrate the advantages of Teamwork into your company. Your benefits at a glance:

• Upload your documents to the cloud on your PC or mobile from your tablet or smartphone

• Find uploaded documents using the full-text search

• Intuitive organization with folders and user groups

• Synchronize your files from Windows folders

• Share documents and folders via a link

• License-free guest access

• Billing documents created in Scopevisio are automatically transferred to Teamwork

• Incoming invoices saved in Teamwork can be automatically transferred to the Scopevisio invoice receipt book

• With the Teamwork app, you can use all functions on the go

Upload documents easily

When testing Teamwork, start by uploading some files from your computer to Teamwork. Click on Teamwork in the Scopevisio menu and open a folder on your computer with the relevant files. Now simply select the files, drag them with the mouse onto the Scopevisio workspace and drop them there.

The documents are then uploaded.

By right-clicking in the document area, you can also call up the "Upload documents" menu item from the context menu and then make your selection of documents to be uploaded in the pop-up window that opens.

These are just two examples of how you can upload documents to Teamwork. There is also the option to synchronize documents with Teamwork via a linked folder on your computer. You can read more about this under Teamwork settings.

Easily find documents again

When uploading, a full-text recognition runs, which ensures that you can easily find your files again later. All you have to do is remember any content or term from the document. This works not only with Office files, but also with PDFs and even photos!

In the following example, a jpg file has been uploaded to Teamwork. A search for the term "cloud computing", entered into the yellow search bar with the magnifying glass icon, shows that the term is recognized even on a grainy newspaper article copy and the document is displayed.

Let's say you need a graphic on cloud computing. As soon as you start typing the term in the yellow search bar, all matching content will be displayed, including the graphic saved as a JPEG. If you move the mouse pointer closer to the file, a black bar with a magnifying glass symbol appears at the bottom of the preview image. Hover over the symbol to enlarge the preview image.

Change view

You can change the screen display of the documents. There is a view icon at the bottom right of the stopwatch. Click on it to choose between four views: Images (the tile view), Table, List or Gallery.

Table view

The table view shows a lot of information, but few graphics. Here you can show or hide additional data columns by right-clicking on the column header and clicking on the Column selection menu item.

List view

The list view is a compromise; it shows a thumbnail of the document and a few details about it.

Gallery view

In contrast to the tile view of the images, which is a rigid grid, the gallery displays the documents in proportion to each other. The display can also be enlarged or reduced with Ctrl+scroll mouse wheel. You can also select all documents from the gallery view using Ctrl+A, a series of adjacent documents using Shift+click and several individual documents using Ctrl+click.

Editing and versioning documents

There are two ways to edit documents created with MS Office directly from Teamwork:

Editing in MS Office

You can open a document that you can edit in MS Office directly from Teamwork, e.g. in MS Word. All changes you make are automatically transferred to Teamwork after saving.

Note: With the Office Connector, you have an even better connection to the MS Office programs.

In the header, you can see that Scopevisio has added a number combination to the file name. The program needs this to remember which version of the document you are editing. The file name remains unchanged.

After saving, the document is saved as a new version in Scopevisio.

The advantages:

1. You always have the current version of the document. It can no longer happen that you edit an outdated version.

2. You can restore the previous version if necessary.

3. The document is stored securely in cloud storage and cannot be lost.

4. If you save the document as a PDF in Teamwork, it is even stored in a revision-proof way, as PDFs are unchangeable. This is your path to a paperless office.

Editing in Office 365

Prerequisites

• You have booked the DMS/ECM functional area. You can do this quickly and easily via the Shop.

• You have an existing client access to Teamwork.

• You are a registered Microsoft Office 365 user with a business, school or university license.

If you want to edit a document in .docx, .xlsx or .pptx format in the web browser - perhaps even at the same time as colleagues - you can also use the "Open in Office 365" function.

To do this, you briefly leave the Teamwork area, as the editing is moved live to Office Online. Changes are displayed and saved immediately, as are the names of the people writing with you on this document.

To use this function, the Teamwork administrator needs to make a few settings, which you can find explained here in the article about the Teamwork Weblogin. You can find the Teamwork Weblogin itself at https://auth.teamwork.scopevisio.com/weblogin or from Scopevisio under Organization > Teamwork > Further actions: Teamwork Weblogin.

Once this function has been assigned by the Teamwork administrator, an authorized user can right-click on the context menu of a corresponding document in .docx, .xlsx or .pptx format to open the menu item "Open document in Office 365" (1) and access Office Online in the web browser.

The link to the document for collaboration in Office 365 can also be copied directly to the clipboard by clicking on the icon (2) and forwarded to colleagues so that they can work on the same document at the same time. To do this, however, the document must first be explicitly shared with the relevant colleagues in Teamwork.

In Office 365, the user can edit the document online after logging in once and linking it to their Microsoft 365 user account and can also see whether other users are working on the document at the same time.

Changes are saved immediately and stored as a new version in Teamwork.

If you work a lot with Office 365 online, you can also use the double-click function so that documents in the above format are opened directly in the web browser in Office 365 instead of locally.

To do this, go to Organization > Administration > DMS Teamwork: Edit settings > Application behavior in Teamwork: Open Office 365 locally or online and select "Edit document together in Office365".

Organize documents in folders

If you select the Teamwork menu item as described above, the menu bar on the left-hand side of the screen changes. It now shows folders.

These folders are a means of displaying your files organized by generic terms and sharing content in a targeted manner. When you click on a folder, the files it contains are displayed in the workspace.

Difference between Teamwork folders and Windows folders

At first glance, folders in Teamwork are similar to the folders or directories familiar from Windows or MacOS.

The difference is that a file that is displayed in several folders in Teamwork is only saved once. Only the link to the document is displayed in the different folders. Clicking on the Annual Report.docx link in the Marketing folder opens the same document as clicking on the same link in the Financial Statements folder.

This means that you and your employees only ever work on one "master" version, while the older versions remain saved as a version history.

In Windows folders, on the other hand, the files in them are physically stored. For example, a document can exist many times in a Windows system if it is stored in several folders - with all the negative consequences for collaboration and memory utilization.

Creating folders

Some folders are already preset at the factory. You can create others yourself as follows:

Select Teamwork from the menu.

If you right-click on one of the categories highlighted in gray, a context menu opens. Select Add folder and your new folder will be added.

When creating a new folder, you can specify which category it should belong to. Your folder will then be displayed in the selected category on the left-hand side of the screen.

If you right-click on a folder, you can create a subfolder underneath it.

Adding documents to a folder

To add documents to a specific folder or subfolder, select the relevant folder (1) and then right-click in the empty space to the right of it (2). From the context menu, select Upload documents (3) and select the relevant files in the open pop-up window.

A second option is to simply drag the desired files from the open Windows Explorer to Teamwork, as described at the beginning of the article. To do this, first select the desired folder or subfolder to which you want to upload the files.

You can also first upload your files to Teamwork in general by selecting the folder icon at the top left and right-clicking on the empty space. This view shows you all the documents you have access to. You can then distribute the documents from this pool to the relevant folders.

It is also possible to link folders to upload folders, for example to route cash receipts or incoming invoices directly to the relevant channels. This advanced function is described under Linking Teamwork to a local folder - The Teamwork Uploader and uploading receipts via folder synchronization .

Moving and copying documents between folders

To move a file or the link to a file from one folder to another, select it in Teamwork, drag it with the mouse to the desired folder and then release the mouse button.

To copy a file or the link to another folder so that it remains in the original folder, proceed in the same way, but hold down the CTRL key during the process.

Further file actions

Right-clicking on a file in the Teamwork overview opens a context menu with many options, which are explained below.

Options marked with an * are only available in connection with the booked functional area DMS/ECM.

Open document:
This opens the document as an alternative to double-clicking.

Open and lock document:*
Simultaneous locking when opening a document prevents colleagues from unintentionally and unnoticed working in the same document at the same time.

Document is in folder:
All folders in which the document is located are displayed.

Open document in Office 365:*
A detailed explanation of the function and the icon to the right of it can be found here.

Share documents:
This option opens a form in which you can specify which other users, groups or collections may use the document.

Rename document:
Here you can assign a new name.

Comment on documents:*
Write or edit a comment on a document.

Assign keywords to documents:*
Assign keywords to a document in order to assign it to a specific category.

Remove documents:
You can either remove the document completely from Teamwork or reassign it using the release dialog provided.

Upload documents:
Upload documents from other storage locations to Teamwork.

Upload a new version of the document:
Use this function if you want to upload a new version of a document, but the new file has a different name so that the automatic query would not take effect.

Duplicate document:
Creates copies of the selected documents and uploads them to Teamwork under the name "Copy of document name".

Paste document from file manager:
If you have already saved a document to the clipboard, use this to add it to Teamwork.

Save document as:
With this option, you leave Teamwork and can also save your document in a different location. The original in Teamwork is retained.

Save as Zip archive / Save as PDF:*
You can use these options to save documents on your computer in the specified file format.

Convert document to PDF:*
Save a text or spreadsheet file directly as a PDF file in Teamwork.

Merge PDF documents:*
Select two or more PDF files. If you select this command, you can merge the documents into a single document.

Create link to document:*
Send a link that also gives external users access to the document. You can restrict access with a password or a user-defined validity period and send it directly from the program by e-mail.

Copy webapp link:*
The existing link to the document in the Teamwork web client is copied to the clipboard and can then be shared with other users who have to log in with their Scopevisio login when opening the file. This access is not possible for external users.

Open webapp link:*
You can use this to open the document in the Teamwork web client. To do this, you must log in with your Scopevisio access data if you are not already logged in.

Copy document name:
The document name and file extension are copied to the clipboard.

Copy document name with path:
The document name and that of the folder in which it is located are copied to the clipboard and can then be shared.

Document is locked for editing:*
Locked documents can still be shared, but only for viewing. They are write-protected.

Transfer documents to new owner:
To prevent documents from becoming "orphaned" when the original owner leaves a company, they can be transferred to a new owner here.

Create task for documents:
Create a task in which the selected document is stored in the Documents business object.

Open references to the document:
If a document was created via Scopevisio (e.g. an invoice) and automatically uploaded to Scopevisio or uploaded via an application in Scopevisio (e.g. a document that was saved to a contact), this file is linked to the corresponding reference object. You can open the reference object from Teamwork with this command.

Create references to documents:
Specify a contact, a task or a project as a reference object for the file.

Show information about the document:
Here you can display all information about a document, write comments, extract pages or restore previous versions.

Basic (left) and context menu extended with DMS/ECM functions (right)

Download the Teamwork app

With the free Teamwork app for iOS or Android smartphones or tablets, you can use Teamwork from anywhere.

Click on the links to open the corresponding store in your browser.

Alternatively, you can also scan the QR codes displayed to download the app from the app store.