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Keywords Feature

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Screen Shot 2016-08-29 at 12.06.23 AM

A keyword can be added to any file available with permissions to the user. This feature provides another form of metadata to add to the file. Many users use this feature to add a weight to the file. For example: Severity 1, Severity 2, etcetera. All keywords will be author and timestamped. Keywords can be added to all file types.

Adding a Keyword

1. Clicking the add button next to the section entitled Keywords will open a new window.
+ Organizational keywords will appear in blue at the top of the will appear in blue at the top of the list if any are available.
+ A user’s previously used keywords will be listed under the organizational keywords.
+ If a user has permission to do so, they can create their own custom keywords.
2. Select or create the keywords and click the submit button to add them to the file.

Viewing Keywords

– Added keywords will show up in the window below the section entitled Keywords.
– If a user hovers over a keyword, the name of the author and time it was created will pop-up.

Screen Shot 2016-08-28 at 10.34.55 PMRemoving a Keyword

1. To remove a keyword, click on the “X” next to the keyword’s name.
Please note a user will only be able to remove keywords they are currently adding before the click on the Save button.
2. When creating a copy of the file, a user will have an opportunity to remove all the keywords only at that time.

Associated Files Feature

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Screen Shot 2016-08-28 at 10.57.49 PMFor reference, a user can associate a different file to the file they are viewing. After saving the file they are viewing, each file will then be associated with the other. Associated files can be added to any uploaded file available with permissions for the user.

Adding an Associated File

1. Click on the highlighted text “add” next to the Associated Files section. This will open the File Organizer.
2. Double click on the file you would like to add. This will add the file to the Associated File field.
3. Click the Save button to complete the action.

Screen Shot 2016-08-28 at 10.34.55 PMRemoving an Associated File

1. Click on the “X” next to the associated file’s name to remove the file from the file you are currently viewing.
Please note that a user will only be able to remove the associated file(s) the currently are adding before they click the Save button.
2. When creating a copy of the file, a user will have an opportunity to remove all associated files only at that time.