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In the Electronic file section on the document data screen, it is possible to manage the electronic files of the document. The appearance of this section will vary according to the file type defined in the document category. To access it, perform the following steps:
1.Access the File  Document menu.
2.On the list of records, select the document whose category is configured with "single files" or "multiple files" and click on  .
3.On the document data screen, select the Electronic file option.
This section will display a list of records with the electronic files associated with the document and its information: name, if it is blocked for editing, if it is digitally signed, its pdf version (if conversion is configured in the category), its size, the date of its update/upload and the user who updated/uploaded it. The URL to view the selected electronic file (API) will be displayed in the lower part of the list of records.
If the file type configured in the document category is Single:
▪The document can only have 1 electronic file. In this case, if a template has been associated with the document category, it will be displayed in the list of records of this section, and the "Add" button on the side toolbar will be disabled. ▪This section will not be displayed if the document has a template form associated in its category. |
The side toolbar of the list of records may display the following buttons according to the definitions set in the document category and the general parameters:
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Click on this button to add an electronic file to the document. For more details, go to the Adding an electronic file section.
This button will not be available if the document category has the Revision control enabled and the "Add electronic file to draft revision step" option is checked in the Revision tab of the general parameters. In this case, the association of the electronic files will be performed through the revision draft data screen. It will also be unavailable if this button was configured to be blocked in the Details tab Electronic file section Archiving.
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Click on this button to add another PDF file to the PDF file selected in the list of records. Through the screen that will be opened, select a PDF file in the machine and click on the Merge file button. Note that this operation will only be possible if the selected electronic file is originally a PDF file. This feature will not be available for files in other extensions that have been converted to PDF by the system. If the electronic file had already been digitally signed, the signature will be discarded/invalidated.
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This button will only be displayed if, in the category to which the document belongs, the "Publish PDF" files option is checked and the document status is Released. Click on this button to change the data of the electronic file selected in the list of records. On the screen that will open, it is possible to edit the selected electronic file name, add the PDF version of electronic file (this option can be used when the electronic file format is not compatible with the conversion feature or when the system does not convert the file to PDF by mistake), delete the PDF version of the manually entered file and view, through the PDF conversion server record, the last conversion to PDF error log held in the file.
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Click on the button to scan the desired file. For this feature to work properly, you must have a scanner with TWAIN standard support installed. If more than one scanner is installed, a screen to select the desired scanner will appear. Then, the TWAIN driver screen of the scanner selected for the scan configuration will open.
This button will not be available if the document category has the Revision control enabled and the "Add electronic file to draft revision step" option is checked in the Revision tab of the general parameters. In this case, the association of the electronic files will be performed through the revision draft data screen.
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Click on this button to replace the electronic file selected in the list of records by another file. On the panel that will be opened, drag and drop or select the file that will replace the selected file and click on Finish. In order to successfully replace the file, it is necessary to have the "Delete" control enabled in the document security.
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This button will only be displayed if, in the category to which the document belongs, the "Publish PDF" files option is checked and the document status is Released. Click on this button to try to convert the electronic file selected in the list of records to PDF once again.
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This button will only be displayed if the document is in the Indexing step or if its status is "Issue" and the logged user is its drafter. Click on it to edit the electronic file selected in the list of records. See more information about this operation in the Editing and viewing electronic files section.
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Click on this button to delete the electronic file selected in the list of records from the document. In order to perform this operation, it is necessary to have the "Delete" control allowed in the security of the document.
This button will also be unavailable if it was configured to be blocked in the Details tab Electronic file section Archiving.
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Add this button to view the content of the electronic files of the image type (including .dwg and .dxf files) associated to the documents. It is important to note that for other file formats, only the icon with the electronic filename will be displayed.
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This button will only be available if signing via DocuSign, ClickSign, SignOn, BRy, or GOV.BR was enabled in the document. Click on it to digitally sign the electronic file selected in the list of records via DocuSign. See further details about this operation in the Electronic signature in documents - DocuSign, Electronic signature in documents - ClickSign, Electronic signature in documents - SignOn and Electronic signature in documents - BRy sections.
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Click on this button to digitally sign the electronic file selected in the list of records. This button will not be available if signing via DocuSign was enabled in the document selected in the list of records. See further details on this operation in the Digital signature in documents section.
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Click on this button to download the electronic file selected in the list of records. To successfully perform this operation, it is necessary to have the "Save locally" control enabled in document security.
If the electronic file was converted to PDF, the original file will be downloaded if the "Allow original file download in the view mode" is checked or if the logged user has the "Edit" control enabled. If the parameter is not checked and the user does not have this permission, the PDF file will be downloaded.
By default, the system does not download files simultaneously when the sum of their sizes is higher than 4GB.
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This button will only be displayed when the document does not have any associated electronic file, the "Add" button is disabled and there is a revision in progress. When this button is clicked, the selection screen is displayed to import a template file associated with the category, to be used in the document. It is important to note that only the template files associated with the category will be available for selection. If no template has been associated with the category, the system will issue an error alert.
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Click on this button to view the electronic file selected in the list of records. See more information about this operation in the Editing and viewing electronic files section. This button will not be available if the "Edit electronic file" button is enabled.
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Click on this button to view the validation screen of the digital signature of the electronic file selected in the list of records.
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Click on this button to generate a URL to view the electronic file (API) selected in the list of records. When clicking on the URL to view the electronic file through the API, it will be requested for the user to enter their login and password.
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The previously described buttons may be disabled if the document status is "Released" and the "Enable released documents to be edited" option has NOT been checked in the Document tab of the general parameters.
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When selecting an electronic file with .pdf, .png, .jpg, .jpeg, .docx, .xlsx and .pptx extensions, it will be possible to view its content in the Preview panel. Other extensions may be supported if the view server is configured in the general parameters.
In the upper part of the viewer, the following options will be available:
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A
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Allows switching the browsing mode between: thumbnail and scheme.
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B
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Allows accessing the page transition configurations (page by page or continuous), layout (unique, double or cover), and rotating (counter-clockwise or clockwise).
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C
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Activates the feature that allows dragging and dropping, scrolling through the file.
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D
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Allow zooming in and out on the file.
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E
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Allows adjusting the zoom percentage of the file.
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F
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Allows performing searches in the file text.
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G
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Allows accessing the option to view the file on full screen mode.
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H
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Allows printing the file.
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I
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Allows downloading the PDF version of the file.
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J
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Allows downloading the original file (which originated the PDF version). To successfully perform this operation, the user must have the "Edit" control allowed in the document security, as well as the "Save locally" and "Print" controls.
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