To access the Document Properties, click on its blue arrow where it is listed. This dialog allows you to add metadata to each document. It contains 3 tabs:

General tab
Custom fields (user defined)
Key Words

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General tab

The General is the first tab to load when you access the Document Properties. It provides a large number of fields with different options and information about the document.

Name

This is the current document name. It may be edited as required.

Matter

This is a user definable field. It may be included as a column on any document grid.

Status

This field works with the Workflow Status setup against Employees. It's default option is "Draft".

Published

It marks whether a Client can view or not the document. All documents that are Published are viewable by the Client. The published flag is editable for setting or clearing the published state if, at Document Properties dialog entry:

The staff member is "permitted to publish" AND
the document is not in a private folder AND
the document is not locked for editing or checked out AND
the document is not Locked by a different staff member

The staff member will be regarded as "permitted to publish" if the document "Status" field is blank or set to a value for which publishing is permitted by the staff member or a team to which the staff member belongs.

Locked

The locked flag is editable for setting or clearing the manual lock state if:

the document is not locked for editing or checked out AND
the document is not Locked by a different staff member.

Checkbox displays and controls the manual lock state. A manual lock is a user level switch that ties the document to a single user, so only that user can edit, publish and otherwise manage the document.

Checked out

When the Checked out box is ticket, it implies that the document is exported from Nimbus and is being managed externally (add-in); this cannot be edited, published or otherwise managed in Nimbus until checked back in.
The checked out flag is editable for setting the checked out state if, at dialog entry:

The document is not locked for editing AND
the document is not Locked for a different staff member AND
the checked out state is not set.

When the document is checked out:

Locked state is automatically set for the same user
Locked By is populated with the full name of the staff member who setting the Checked out state
If the user has "document admin" access level granted, then the "Locked By" field is not greyed and is editable. A combo allows the document admin to reassign to whom the lock is allocated, including themselves

Client

The Client this file is stored against. If the file is stored against the incorrect Client, it may be moved to the correct one. This is done outside of this dialog via moving the document.

Revision

This is a user definable field. It is different to the Version number that is automatically stored against each document. This field may be included as a column on any document grid.

Published By

Nimbus records the employee that has set the Published flag.
When the user clicks the checkbox to set it active, the "By" field is populated with the user's full name. When the user clicks the checkbox to clear it (un-publish), the "By" field is cleared.
If the document was uploaded by Nimbus AutoMate, it will be automatically published and the "By" field will show "Automate". If the document was uploaded and published via the Nimbus API, it will reflect the API logged in user.

Locked By

When the user clicks the checkbox to set it, the "By" field is populated with the user's full name.
If the user has "document admin" access level granted, then the "By" field is not greyed and is editable. A combo allows the document admin to reassign to whom the lock is allocated, including themselves.

Checking a file back in

When the document is checked out, the "Archive" button is replaced by "Check In", which is only enabled if the current user is the owner of the Locked state. Clicking the Check in button opens an upload dialog, which allows the user to either upload a file or skip the upload. The uploaded file must have the same name and if the content is different from the latest version in Nimbus, it is saved as a new file version.

After completion of the file upload or skip process, the Checked out and Locked states are cleared in the database, and the properties dialog remains open with all fields updated accordingly, and the Check In button caption replaced with "Archive". This allows the user to immediately proceed with a further function such as publishing, archiving or manually locking.

Update

Saves any changes made to the Document Properties.

Custom Fields tab

Nimbus provides for up to 14 different user definable Custom fields for Documents. These fields allow for further classification of documents (like metadata).
Document templates can include pre-filled information in Document Custom fields, or this information can be entered into the Document Custom Fields tab.
Custom fields may also be synced directly from an external Document Management system such as MYOB DM or HowNow.

Key Words tab

When a text searchable document is uploaded into Nimbus, the system analyses keywords and indexes them, thus allowing the Find function to then search on these keywords.
Priority Keywords can also be manually added to a document.
When using the Nimbus Find function, the system ranks a document based on the following:
3 – The word you are searching for is found in the document Filename
2 – The word you are searching for is found as a Priority Keywords
1 – The work you are searching for is found as a text searchable word within the document.
Document templates can include pre-filled keywords in the Key Words tab.

Add to my In Tray option

By ticking this option, the current document will be sent to your In Tray files list for a further review or follow up. You can find more about In Tray at its own section.

Customer Help

Document Properties