Brother BR-Docs User Manual
BR-Docs
Web Application Guide
Version 0
ENG
Microsoft, Windows, Excel and PowerPoint are either registered trademarks or trademarks of
Microsoft Corporation in the United States and/or other countries.
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Table of Contents
1 User’s guide 1
Introduction ............................................................................................................ 1
Logging into BR-Docs............................................................................................ 1
Changing your password................................................................................. 2
Navigating through folders and files ...................................................................... 3
Navigating through folder trees and previewing a document .......................... 3
Navigation tips ................................................................................................. 4
Workspaces ........................................................................................................... 5
What is a Workspace?..................................................................................... 5
Accessing Workspaces from the Dashboard...................................................5
Creating a Workspace ..................................................................................... 6
Workspace icons ............................................................................................. 6
Searching for a Workspace ............................................................................. 7
Deleting a Workspace ..................................................................................... 7
Folder actions ........................................................................................................ 8
Adding a folder ................................................................................................ 8
Downloading a folder as a ZIP archive file ...................................................... 9
Viewing a folder's history ............................................................................... 10
Deleting a folder ............................................................................................11
Renaming a folder ......................................................................................... 12
Moving a folder .............................................................................................. 13
Sharing a folder .............................................................................................14
Submitting documents to another user for approval ...................................... 15
Commenting on a folder ................................................................................ 17
Document actions ................................................................................................ 18
Adding a document to a folder.......................................................................18
Filing a document .......................................................................................... 20
Downloading or printing a document ............................................................. 22
Editing a document's properties ....................................................................23
Deleting a document...................................................................................... 24
Moving a document .......................................................................................25
Submitting a document for approval..............................................................25
Sharing a document ...................................................................................... 27
Commenting on a document (discussion threads) ........................................ 28
Viewing versions of a document....................................................................29
Viewing the actions history of a document ....................................................30
Processing tasks.................................................................................................. 31
Searching for folders and documents .................................................................. 32
Help ..................................................................................................................... 33
Getting started ............................................................................................... 33
Online help ....................................................................................................33
2 Administrator’s guide 34
Managing users and groups ................................................................................ 34
Creating a group............................................................................................ 34
Creating a user .............................................................................................. 35
Adding a user to a group ............................................................................... 36
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Filing rules and groups ........................................................................................ 37
Creating a document type ............................................................................. 37
Creating metadata (index) fields....................................................................38
Creating a filing rule....................................................................................... 39
Editing or deleting a filing rule ....................................................................... 40
Managing permissions.........................................................................................41
Changing the background.................................................................................... 43
Deleted files ......................................................................................................... 44
License ................................................................................................................ 45
Frequently Asked Questions................................................................................ 46
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1
NOTE
Forgotten password
Have you forgotten your password?
Click Forgotten your password?,
type your email address, and then
click the Validate button.
User’s guide 1
Introduction 1
BR-Docs is a web-based document management portal that requires authentication using a
username and a password.
Logging into BR-Docs 1
You must use a web browser to log in to BR-Docs.
Type the IP address or the URL of your BR-Docs account in your web browser, and then type
your Email and your password. Select the language you want to use, and then click the Login
button.
1
Once you are logged in, click Logout to close your session.
1
Chapter 1
Changing your password 1
Once you are logged in, click
Manage users and
application settings in the
upper right menu.
Click the Password tab, type
your password information, and
click Save.
2
User’s guide
CAUTION
Navigating through folders and files 1
You must be logged into BR-Docs to browse folders and documents. Only documents to which
you have access rights are displayed.
Navigating through folder trees and previewing a document 1
Click the Documents tab.
Click on a folder to view its content.
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If the folder contains subfolders,
the subfolders will be displayed to
the right of the selected folder.
Click on each subfolder to view its
contents.
Click on a folder to preview its contents within the preview window on the right.
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Chapter 1
Folders are listed
alphabetically in the
folder tree on the left
side of the screen. If
there are many folders
in this folder tree, some
will be hidden. Click on
a letter to view only the
folders that begin with
that letter.
To reset the alphabetic
filter and refresh the
folder view, click .
Use the arrow
keys to scroll
through the
folders in the
folder tree.
Navigation tips 1
4
User’s guide
NOTE
Workspaces 1
What is a Workspace? 1
A workspace is a collaborative storage space where multiple people can work on the same
document, sharing it, based on permissions. A workspace is similar to a document sharing folder;
it allows users to:
Make a document viewable, invisible, editable (or locked) to other users
Share a document with people who do not have a user account
Add a document quickly and easily
Create discussion threads
Search using a dedicated search engine
When a Workspace is created from the Dashboard, the folder that corresponds to the
workspace is automatically created in the Workspaces folder, located at the root. Example:
Workspaces\Workspace_Creator\Workspace_Name\
Accessing Workspaces from the Dashboard 1
The Dashboard appears once you log into BR-Docs. The Dashboard contains all the Workspaces
you can access, depending on whether you have created them or another user has invited you
into their Workspace.
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Chapter 1
Creating a Workspace 1
Click the Dashboard tab, and then click
Add a new Workspace.
Type a name and description for the
Workspace you want to create.
Invite existing BR-Docs users to join the
Workspace. You can also invite
external contacts by selecting the
check box at the bottom of the screen.
Add an image to represent your
Workspace in the Dashboard, if
needed, and then click Add a new
Workspace.
Your Workspace is created in the
Dashboard.
You can edit a document, add a
document, browse the folder, view
other users or track the latest activities,
such as comments and edits, for the
Workspace.
You can also moderate discussion
threads and manage access
permissions to the Workspace.
Workspace icons 1
Shortcuts Description
Displays the number of guests in the Workspace. Hover the mouse over the icon to
display the names and pictures of the Workspace guests.
Displays the number of documents in the Workspace. Click to view the Workspace
folder.
Displays the number of comments on the Workspace. Click to view the Workspace
discussion thread.
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User’s guide
NOTE
Searching for a Workspace 1
Search for Workspaces by typing the name or description in the search field located under the
Dashboard's menu bar.
Deleting a Workspace 1
If you accidentally delete a Workspace, please contact your system administrator who will be
able to restore deleted Workspaces from the Deleted files area.
Click the Documents tab.
Select the Workspaces folder, select
the owner of the Workspace you want
to delete, and select the Workspace
itself.
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Click the More drop-down list, and
then select Delete folder.
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Chapter 1
NOTE
CAUTION
Folder actions 1
BR-Docs contains a default folder called Workspaces that you cannot delete. Its function is
detailed in the Workspaces
The permissions of the authenticated user's group determine whether they can perform these
actions or not (Managing permissions
Adding a folder 1
section.
).
Click the Documents tab.
Click the More drop-down list, and
then click Add folder.
Type the name of the folder and click
Submit.
To create a subfolder, select the
folder you have created and repeat
the steps above.
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User’s guide
CAUTION
Downloading a folder as a ZIP archive file 1
Click the Download icon to start the
download of the folder and all its
contents as a ZIP file.
Downloading large folders may take up large server resources and memory, and may not
complete successfully.
We do not recommend using the Download command for folders containing a high number of
very large documents.
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9
Chapter 1
Viewing a folder's history 1
Click the Documents tab.
Select the folder whose history you
want to view.
Click the More drop-down list, and
then select View folder version
history.
The folder history appears in a new
window.
You can print the folder history
information or can click Copy to
export it to another application.
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User’s guide
NOTE
Deleting a folder 1
In case of accidental deletion, contact your system administrator, who will restore the deleted
folder from the recycle bin
.
Click the Documents tab.
Select the folder you want to delete.
Click the More drop-down list, and
select Delete folder.
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To confirm that you want to delete
the folder, click Submit.
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Chapter 1
Renaming a folder 1
Click the Documents tab.
Select the folder you want to
rename.
Click the More drop-down list, and
select Rename folder.
Type the new name for the folder,
and then click Submit.
The folder's new name appears.
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User’s guide
Moving a folder 1
Click the Documents tab.
Select the folder you want to move.
Click the Move the folder icon.
Select the target folder from the list,
and then click Submit.
1
The folder moves to the target
destination.
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