Manage documents

You can also open a document by double-clicking the document in the Documents pane.

To view a document:

1. Right-click the document in the Documents pane.

2. Select View from the field that appears.

   The PrizmDoc Document Viewer opens.

3. To learn how to use the PrizmDoc Document Viewer, see the Lucernex Document Viewer page.

To download a document:

1. Right-click the document in the Documents pane.

2. Select Download from the field that appears.

   A Download dialog box opens.

3. Select whether you want to open or save the file.

Checking out a document prevents other users from uploading a new version of the document or from checking out the document themselves. This gives you the ability to make changes to the document without having to worry about other users making changes at the same time.

To download and check out a file:

1. Right-click the document in the Documents pane.

2. Select Download and Checkout from the field that appears.

   A Download dialog box opens.

3. Select whether you want to open or save the file.

   Once you have checked out the file, your name will appear in the Checked Out column of the Documents pane.

4. Do one of the following:

   • If you want to check in a new version of the document with changes, follow the Upload New Version procedures below.

   • If you did not make changes and you want to check the document back in:

     1. Right-click the document in the Documents pane.

     2. Select Check In from the field that appears.

        Check In is the last option in the field.

        The document is checked in. Other users can now check the document out or upload a new version.

To upload a new version of a document:

1. Right-click the document in the Documents pane.

2. Select Upload new version from the field that appears.

   An Upload dialog box opens.

3. Enter a description of the file in Description field.

4. Do one of the following:

   • Select the author of the document from the Author field.

   • To add a new author:

     1. Select the option below the Author field.

     2. Enter the author’s name in the field provided.

5. Select the Release Document Immediately check box to make this document immediately available to everyone.

   If you do not select the Release Document Immediately check box, the document version will only be visible to you. You can make the version visible to others by following the View Revision History procedures .

6. Select the Send email notifications? check box to send a notification to anyone who is a member of the folder to which you are adding the document.

   Selecting this check box toggles a list of all members on the entity, a list of subscribers, and email fields.

   To send notifications:

   1. Select the members to whom you want to send a notification from the Members of [Entity Name] column.

      Press and hold CTRL on your keyboard to select multiple values.

   2. Click > > to move the members into the Recipients column.

      Click < < to return members to the Members of [Entity Name] column.

      The Subscribers column displays members who have subscribed to this folder. Subscribers are members who have asked to be notified when changes are made in the folder.

   3. Select the Use HTML in email? check box to allow the use of HTML code in your email message.

   4. Enter the title of the email in the Email Title field.

   5. Enter the email message in the Email Message field.

      If you selected the Use HTML in email? check box, you can use HTML code to format your email message in this field.

7. Click Browse.

   An Upload dialog box opens.

8. Select the file you want to upload.

9. Upload the file.

   The Upload dialog box closes. The file name appears next to the Browse.

10. Click Upload.

    The window closes. The updated file appears in the Documents pane.

To edit the description of a file:

1. Right-click the document in the Documents pane.

2. Select Edit Description from the field that appears.

   A window opens.

3. Enter a new description in the Description field.

4. Select a new file type from the File Type field.

   Create a new group or category.

5. Do one of the following:

   • Select the author of the document from the Author field.

   • To add a new author:

     1. Select the option below the Author field.

     2. Enter the author’s name in the field provided.

6. Select the Release Document Immediately check box to make this document immediately available to everyone.

   If you do not select the Release Document Immediately check box, the document version will only be visible to you. You can make the version visible to others by following the View Revision History procedures .

7. Click Submit.

   The window closes.Your changes are saved.

To delete a document:

1. Right-click the document in the Documents pane.

2. Select Delete Document from the field that appears.

   A dialog opens, asking you to confirm your choice.

3. Click Delete.

   The document is deleted. It no longer appears in the Documents pane.

To view the revision history of a document:

1. Right-click the document in the Documents pane.

2. Select View Revision History from the field that appears.

   The Revisions for [File Name] window opens. All revisions made to the file appear in the window.

3. To open a version of the file in the browser, click Magnifying Glass .

4. To open a version of the file in your default program for the file type, click Download .

5. Select or clear the Ready for Release check box to make the version of the file visible to other users or not.

   If you did not select the Release Document Immediately check box when you initially uploaded your document, this is where you would release the document.

To view the audit history of a document:

1. Right-click the document in the Documents pane.

2. Select View Audit History from the field that appears.

   A window opens. All actions performed on the file appear in the window.

The size limit for emails out of Lucernex is 10 MB. This limit includes the total of size of the body of the email AND the size of the attachment. If the email exceeds 10 MB, the attachment option will be disabled and the link option will be automatically selected. To configure the size limit, contact Lucernex Support.

To email a document from the Documents page:

1. Right-click the document in the Documents pane.

2. Select Email from the field that appears.

   The Email Document window opens.

3. Do one of the following:

   • If you want to send the email to a member on the entity:

     1. Click next to the Send To field.

        An Available Members window opens.

     2. Click Right Arrow next to the name of the person who should receive the email.

        The person’s name moves to the Selected Members field.

     3. Click Update Document Recipients.

        The window closes. The member appears in the Send To field.

   • Enter the email address of the person who should receive the document in the Send To field.

     If you want to enter multiple email addresses in the Send To or CC field, separate the email addresses with a semicolon.

4. If anyone should be carbon copied on the email, enter the person’s email address in the CC field.

   If you want to carbon copy a member on the entity, follow the same procedures outlined in Step 3, bullet 1.

5. If you want to add a custom message to the email, enter your message in the Comments field.

6. Choose at least one option:

   • If you want to include a link to the document in Lucernex, select the Include hyperlink to Document check box.

     Important!

     Link recipients must have active Lucernex credentials to access files.

     Important!

     If the recipient of a hyperlinked file is a Lucernex user, but they do not have access to the document in Lucernex, the system will return the message: Sorry, you do not have access to this document.

   • If you want to include the document as an attachment, select the Attach Document check box.

     The size limit for emails out of Lucernex is 10 MB. This limit includes the total of size of the body of the email AND the size of the attachment. If the email exceeds 10 MB, the attachment option will be disabled and the link option will be automatically selected. To configure the size limit, contact Lucernex Support.

     Check box setting impacts on system behavior

     Include Hyperlink	Attach Document	Behavior
     No	Yes	Recipients receive attachment via email but no hyperlink.
     Yes	No	Recipients receive hyperlink via email but no attachment.
     Yes	Yes	Recipients receive both hyperlink and attachment via email.
     No	No	User cannot click Send until at least one check box is selected.

7. Click Send.

   A dialog box opens, confirming that the document is sent.

8. Click OK.

   The dialog box closes.

Checking out a document prevents other users from uploading a new version of the document or from checking out the document themselves. This allows you the ability to make changes to the document without having to worry about other users making changes at the same time.

Administrators can override a check out. For example, if a user checks out a document and then goes on vacation, an administrator can override the check out so other users can access the file.

To check out a document:

1. Right-click the document in the Documents pane.

2. Select Check Out from the field that appears.

   Your name appears in the Checked Out column of the Documents pane. Other users cannot upload new versions or check out the document until you check in the document again.

To check in a document:

1. Right-click the document in the Documents pane.

2. Select Check In from the field that appears.

   Your name disappears from the Checked Out column of the Documents pane. Other users can now upload new versions or check out the document.