User Guide

Home

Once you are logged in, you see the homepage of your Docurated server. There are several menus, lists, and options that you can directly access from the homepage.

Some menus are on the header and remain fixed across all the pages and are not exclusive to the homepage. These header items are as follows: 

  • Navigation Tabs: Navigation tabs on the header are optional and are not available by default in Docurated.

    An admin can customize and manage navigation tabs at the organization, team, and user levels to allow respective users quick access to certain types of documents. For more information see the section Profile Menu [Admin] > Manage Navigation.

  • Profile Menu: The profile menu appears when you select the profile icon/picture at the upper right corner of the page and displays several settings related to profile, account, content, and user interface.

    Admin users have more options in their profile menu. More information is available in the sections Profile Menu and Profile Menu [Admin].

  • Notifications: The notifications menu opens when you select the bell icon next to the profile icon/picture to display any notifications that you might have.

  • Left Pane: The left pane contains tabs for all the key features that Docurated offers to allow you to manage your organizational content.

    Some left pane tabs are only accessible to Admin users. These admin-only tabs are not visible to non-admin users.

The homepage lists and operations are as follows:

  • Search Tool: A search tool with quick and advanced search functionalities. 

  • Featured Lists: Several featured lists for quick access documents based on your requirements. 

    • Featured: Displays the important documents that an administrator sets as featured on the top of the homepage for everyone to have quick access. 

    • Popular: Displays the most frequently viewed documents that the Docurated server regularly updates based on a machine learning algorithm. The See All link at the upper-left corner of the section is another way to access the page/left pane tab Popular.

    • New & Updated: Displays the documents that have been recently added or updated on the server.

    • Recently Viewed: Displays the documents that you have viewed recently. The See All link at the upper-left corner of the section is another way to access the page/left pane tab Recently Viewed.

Profile Menu

For a non-admin user, the profile menu has the following options:

  • Account Overview: Displays generic account information such as your username, email, options to update your information and email signature, and some organizational information. 

  • My Profile Settings: Allows you to see and manage (based on organizational settings) the teams, departments, and business operations you are a part of for a better user experience while browsing for documents.

  • Metadata Dashboard: Allows you to see all the documents whose metadata has been updated for a given time period and for a given platform. You can also refresh the results to see the latest changes, export a CSV file of the results with only key parameters or with all parameters.

    • Sync Topic Mapping: The Metadata Dashboard also contains a Sync Topic Mapping section, which displays automatic assignment of documents with certain values of certain parameters to a certain topic. The section also has an option to create a new Sync Topic Mapping. 

  • Manage Spotlights: Allows you to add and manage featured documents. You can also filter the results of featured documents by teams/user groups.

    To see how to add a document to the spotlight (add as a featured document), see the section Documents > Documents Actions > Kebab Menu Actions > Add to Spotlight.

  • Switch to Classic View: Allows you to switch to the older user interface of the Docurated application.

  • Help: Displays any FAQs or other web page that contains general information about your Docurated server. Admin can manage the link of the Help page through the Organization Settings (described in the section below: Profile Menu [Admin]).

  • Logout: Logs you out of your Docurated server.

Profile Menu [Admin]

For an admin user, the profile menu has the following additional options:

  • Manage Organization Settings: Allows you to manage several organization-wide settings related to document sharing, passwords, email notifications, links for the Help page and privacy policy, homepage banner design, and email template.

  • Manage Site Theme: Allows you to choose from the color themes available on the Docurated server and to design your custom theme.

  • Manage Navigation: Allows you to manage the navigation bar items and sub-items of your Docurated server.

  • Manage Documents: Allows you to view the recently deleted documents (which you can filter based on the source) and the option to restore them.

  • Manage User and Groups: Allows you to manage users, user groups, teams, and their attributes. 

  • Manage User Profiles: Allows you to manage the attributes that a user (admin or non-admin) can view or manage through the My Profile Settings tab in the Profile Menu.

    You can:

    • Define and add an attribute through the button New Profile Attribute.

    • Edit or delete an attribute through the attribute listing actions.

      The dialog to edit an attribute is the same as the dialog to add an attribute. 

       

Manage Navigation

Navigation menu in Docurated consists of the following elements: 

  • Main Navigation Items 

  • Categories

  • Topics

  • Columns

The Manage Navigation tab allows you to create, delete, and modify navigation menus and their elements. The tab displays the list of already available navigation menus with the options to edit and delete against each listing, and the option to create a new navigation menu.

To create a new navigation menu: 

  1. Select the button + New Menu to open an input text bar. 

  2. In the text bar, enter the name of your navigation menu.

  3. Select the right button .

To edit a navigation menu:

  1. Select the Edit button  next to the listing of the navigation menu that you want to edit. 

  2. Make the following selections on the edit navigation page:

    1. Set the navigation menu default for yourself or for the entire organization. 

    2. Select the departments for which you want to make the navigation menu default. 

    3. Add and manage navigation items.

  3. Select the button Save.

Add and Manage Navigation Items and Sub-items

The button Add a Top-level Navigation Item allows you to create a new navigation menu item and then further allows you to create and manage the categories, columns, and topics within the navigation menu item. The processes are as follows:

To create a navigation menu item: 

  1. Select the button Add a Top-level Navigation Item.

  2. In the menu bar, select the edit button to rename the menu. 

  3. Select the button Save.

To add a category or topic:

  1. Select the + icon in the card below the navigation menu item name to open a pop-up.

  2. In the pop-up, select:

    1. Select Add Topic to open the Find or Create Topic dialog.

      1. In the Find or Create Topic dialog, select the icon  to select from already available topics.

      2. To create a new topic, enter a name. If Docurated cannot find the topic with that name, the Find or Create Topic dialog displays an option to create a new topic to add under the navigation menu item.

    2. Select Add Category to open the Find or Create Category dialog.

      1. In the Find or Create Category dialog, select the icon  to select from already available categories or select the link Create & Add New Category to create a new category to add under the navigation menu item.

      2. Add an optional summary (for other admin users and not for the user interface), add a sub-category, and add a topic within the current category.

  3. Select the button Submit.

To add a column, select the button Add Column next to the topic/category card.

You can remove a navigation menu item, topic, category, or column through the cross icon next to their respective cards.

Manage Users and Groups

The Manage Users and Groups tab allows you to add and manage users, their groups, teams, and their attributes. The tab displays separate lists to manage users and to manage teams and attributes. 

The Manage Users section displays users along with the following information: 

  • User Name

  • Email 

  • BCC Email (email of an admin who gets notified about a user's activities)

  • Privileges

  • Groups (teams)

Additionally, you can perform the following actions: 

  • Add a new user

  • Export user report (download a list of users with key associated information)

  • Create bulk users (upload a CSV file that contains a list of users from your local machine to a Docurated server)

  • Search a user by name or email

  • Filter user lists by status (active/inactive and admin privileges)

  • Edit a user through the icon  (the process is the same as adding a user)

  • Send a new password to the user through the icon 

  • Deactivate a user through the icon 

The Manage Teams and Attributes section displays teams along with the following information:

  • Team Name

  • Number of Active Users/ Total Users

  • Source

Additionally, you can perform the following actions:

  • Add a new team

  • Search a team by name or source

  • Edit a team through the icon 

  • Delete a team through the icon 

Add a User

To add a new user:

  1. Select the button + Add New User to open the Add New User dialog. 

  2. In the Add New User dialog, enter the following information:

    1. First Name and Last Name

    2. Email

    3. Delivery Email (if Email does not have an inbox)

    4. BCC Emails 

  3. Select the admin privileges check boxes. 

    You can configure Docurated to automatically set certain admin privileges for all users. Docurated displays the for checkboxes admin privileges set at the organization level as disabled.

  4. Add teams through the icon to include the user in various teams. 

  5. Select the button Submit.

Add a Team

To add a new team:

  1. Select the button + Add Team to open the Add Team dialog. 

  2. In the Add Team dialog, enter the following details:

    1. Team Name

    2. Add Team Members through the icon 

  3. Select whether the team is a Sales or a Marketing team.

  4. Select the button Submit.

Search Tool

The search tool allows you to search for a document by name and a number of other parameters, which are described ahead.

When you scroll down, the search tool shifts to the header bar to always allow you quick access to the tool.

Quick Search

A quick search or keyword search is when you enter a search query (filename, author, or phrase) related to a document in the search bar to find the document.

To do a quick search: 

  1. Enter a search query in the search bar. 

  2. Select the button Find or press the key Enter on your keyboard. 

  3. Docurated opens the Search Results page to display the results for the search query. 

The Search Results page displays the results under the following two category tabs: 

  • Documents: Displays the list of documents related to the search query. 

  • Pages: Displays the list of all the pages within documents that contain text related to the search query. 

Search Results Page Operations

The Search Results page has the following operations to customize the listed search results:

  • Sort Options: Allows you to sort the search results by relevance, name, views, rating, and so on.

  • View options: Allows you to switch between snippet view and grid view for the listed search results.

Filters

The Search Results page also has several filters in the left pane, whose numbers vary based on the attributes defined for all the documents in the search results. This means that for two different search queries and their respective search results, the list of filters may vary.

The following images display two sets of filters for two different search queries: 

There are six default filters that always appear under the Filters pane irrespective of the search query. These default filters are as follows:

  • People: Allows you to filter the search results by users. You can see the complete list of users through the link More, which appears when you expand the People filter. You can see the complete list of items in other filters in the same manner.

  • Dates: Allows you to filter the search results by day, and custom and fixed time ranges (weeks, months, quarters, and years).

  • Source: Allows you to filter search results by the source repository; for example, Box, SharePoint, Website, SalesForce, and so on.

  • File Type: Allows you to filter search results by file formats; for example, PDF, Spreadsheet, PowerPoint, and so on.

  • Teams: Allows you to filter search results by teams within your organization.

  • Topics: Allows you to filter search results by topics.

The default filters are customizable. Additionally, you can also add a new set of filters pertaining to a specific source. For more information, see the Docurated System Administrator Guide.
Save Filters

Docurated also allows you to save the filters you have selected to remain selected for your future search queries. To save filters: 

  1. Select the filters you want to save for your search queries. 

  2. Select the link Save Filters at the upper-left corner of the Filters pane.

The Search Results page also displays the selected filters as tags above the search results. You can remove the selected filters from there.

You can also remove saved filters through the same link, which becomes Clear Saved Filter once you have saved filters. Additionally, there is one more operation related to filters - Expand all/ Collapse all, which allows you to expand and collapse the list items in all the listed filters.

Advanced Search

The Advanced Search allows you to narrow down from the homepage itself through the filters available on the Search Results page and some additional filters.

To search documents through the Advanced Search:

  1. Select the sliding bar icon  within the search bar on the homepage to open the Advanced Search pane.

  2. In the Advanced Search pane, narrow down your search with the available filters. Some of these filters are unique to Advanced Search, and some are the same that are available on the Search Results page.

  3. Select the button Search at the top of the Advanced Search pane.

Docurated automatically saves the filters that you select in the Advanced Search pane. You can remove the selection through the Clear All link next to the Search button. 

Quick Help

The Quick Help menu describes the best search practices. You can invoke the Quick Help menu through the encircled question mark icon  within the search bar.

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