Documents (Workspaces > Name of workspace > Documents; Folders) Add | Delete | Revisions | Folders Clicking on the Documents tab will show you a tabled linked listing of all the Workspaces documents to which you have access, along with links enabling you to download or replace them. (Note: You cannot replace a locked document unless you are the user who locked it.) Important — read this first! Once you have uploaded a document to OpenAir per the procedure outlined below, that document will be added to your documents list, along with two links, "Download" and "Replace," found on the right side of the same entry line. To edit the document, you need to download it to your local drive, make your changes and save the file, and then upload it back to OpenAir, where it will be stored as the latest version. The earlier version will still be accessible when you click on the "Revisions" link for that document. To download the document, you can either click on the "Download" link, which will open the file in a new browser window (depending on the type of file), or you can right-click on the "Download" link and select "Save Target As…" from the menu in order to save it directly to your local drive, from where you can open it in the application of your choice. If you click on "Download," please be aware that browsers will download a copy of the document into your "temporary" directory. IE browsers will open the necessary application (for example, Microsoft Word) embedded within a new browser window if possible. If you are using a Netscape browser, only certain file types will open in the browser (such as .html files and Web-compatible image files). If you open other files in Netscape, you will be prompted to save them to your local drive. If you edit the document within the browser window, please make sure you save it to your local drive when you are done. If you do not do this, the changes will be lost, as you are essentially still editing a "temporary" copy of the file. Note: opening a large document inside a browser window can be memory-intensive. If you right-click on the "Download" link, you can avoid the browser issue altogether. Simply save the document to a location on your local drive, open it in the application of your choice, and edit it from there. Once you have edited and saved your file, click on the "Replace" link adjacent to the name of your document in the Documents tab list. Select the file from your local drive, enter comments (which may be required; see My Account > Company > Settings > Workspaces Options), and click on "Save." The new version will be uploaded into OpenAir, and will be the linked version accessible via the Documents tab. (To see earlier revisions, click on the name of the document, and then on the "Revisions" link.) To add a document to a workspace: 1. Click on the Workspaces tab. 2. Click on the name of an existing workspace, and then on the "Documents" link. 3. Select "Document" from the "Create..." drop-down menu. 4. Manually enter or use the "Browse" interface to select the pathway for the document you wish to upload to the workspace. 5. Enter a title for the document (optional; default name is the filename). 6. Select the appropriate folder in which to place the document, if desired. 7. Enter notes as desired, and then click on "Save." Note: If you do not want other workspace members (including those with administrator rights) to be able to change or delete a document, check the "Lock document" box before clicking on "Save." To delete a document: 1. Click on the Workspaces tab. 2. Click on the name of an existing workspace, and then on the "Documents" link. 3. Click on the name of the document you want to delete. 4. Click on the "Delete" button. Note: Locked documents must be unlocked before they can be deleted. Note: A role privilege allows a user to download all documents from the workspace dashboard. An internal switch lets users with this privilege download and delete all documents from the workspace. Please contact OpenAir support to have the bulk document delete feature enabled. Revisions The Workspaces "Revisions" feature helps you keep track of document versions. Every time you make changes to a document and click on the "replace" link, Workspaces creates a link to the new revision. The most recent revision can be accessed in the Documents tab list. To access previous revisions, click on the name of the document, and then on the "Revisions" link. Rollback: To return a previous version to "most recent version" status, click on the name of document, and then on the "Revisions" link. Choose the revision which you would like to return to "most recent" status, and click on the "Rollback" link. Click on "Yes" in response to the "Are you sure you want to rollback to this revision?" query. Workspaces will then create a new revision that will be identical to the selected, rolled-back revision; only the version number will be different, and there will be an explanation in the "Comments" column that this new revision is a rollback to a previous (numbered) version. Note: Retaining all revisions of a document in your OpenAir account can take up a great deal of storage space. A 10K document that has four additional revisions, for example, will use up 50K. Workspace administrators should periodically check their available space by clicking on the Options tab. Once a document is finalized, previous revisions should generally be deleted from OpenAir. Folders Create | Edit | Delete Adding/moving documents in folders To add a folder: 1. Click on the Workspaces tab. 2. Click on the name of an existing workspace, and then on the "Documents" link. 3. Click on the name of the document to which you want to add a folder. 4. Select "Folder" from the "Create..." dropdown menu. 5. Name the folder (mandatory); use the "parent folder" dropdown to place the new folder in an existing folder if needed. Enter notes as desired, and click on "Save" (or "Save & create another folder"). To edit a folder: Note: "Editing" a folder pertains only to (a) changing its name, (b) assigning it to a parent folder or changing the parent folder to which it has been assigned, and (c) adding or changing notes. To make changes to a document within a folder, see "Revisions" above, and/or "Adding/moving documents" below. 1. Click on the Workspaces tab. 2. Click on the name of an existing workspace, and then on the "Documents" link. 3. Click on the name of the folder you wish to edit. 4. Make your changes to the "Edit folder" dialog. 5. Click on "Save." To delete a folder: 1. Click on the Workspaces tab. 2. Click on the name of an existing workspace, and then on the "Documents" link. 3. Click on the name of the folder you want to delete. 4. Click on the "Delete" button in the "Edit folder" dialog. Note: You cannot delete a folder if it contains one or more documents; you must first delete the documents or move them to a different folder. The "Delete" button will not appear if there are documents in a folder. Adding/moving documents in folders To place a document in a folder, select the folder from the "Parent folder" dropdown in the "Add document" dialog when you first upload a new document, or (for existing documents) in the "Edit document" dialog. To move a document to a different folder, click on the name of the document, and select the folder you want to move it to from the "Parent folder" dropdown menu, and click on "Save."