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Attention! If there are complication with saving documents, refer to the Errors that may arise when connecting to a Windows OS section.

Errors that may arise when connecting to a Windows OS

When mapping Documents folders, you may encounter errors caused by the Windows configuration. In Windows, the Web Client service has a special system parameter which controls secure or insecure connectivity. By default, Windows XP connections are insecure, but Windows Vista is configured to use a secure HTTPS protocol. Sometimes, this parameter can be set to a secure state in Windows XP.

With secure connections, network folder controls, network drives and access using Microsoft Office are all unavailable. The following steps will help you resolve this issue.

Running the Web Client Service

  • Click Start > Control Panel > Administrative Tools > Services to open the Services window:

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  • Find the Web Client service in the list. The Status column should indicate that the service has been Started in the status column.

  • If the service is not running, right-click on the service row to open the context menu. In this menu, select the Start command.

  • If you want this service to run at the system start-up, open the context menu and select Properties. This will bring up the Web Client service properties dialog:

  • In the Startup type drop-down list, select Automatic. Click OK.

  • Now, the service will run automatically when Windows starts. You can now map the folder.

Allowing Insecure Authentication (without HTTPS)

To solve this problem, the Basic authentication parameter in the OS register must be changed. You can do it by using the Registry Editor, or by running a special script supplied with the Intranet Portal distribution package.

Using .reg Files to Edit the Registry

This way is more suitable for common users.

  • Open Internet Explorer and type the following in the address bar:

  • This will open the file download window.

  • Click Run. The file download will start. After the download is complete, the Registry Editor warning dialog will bring up:

    Note. If you use browsers other than Internet Explorer, the file will be downloaded, but the Registry Editor will not start automatically. You will have to to run the downloaded file manually.

  • Click Yes. Changes will be enrolled in the registry.

  • Reboot the machine.

Using Registry Editor to Edit the Parameter

This method is recommended for system administrators and advanced users.

  • Click Start > Run.

  • In the Open field, type regedit and click OK. The Registry Editor will open:

  • For Windows XP, find the parameter:

    [HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\WebClient\Parameters] "UseBasicAuth"=dword:00000001

    If the parameter value is other than 1, set it to 1.

  • For Windows Vista, find the parameter:


    If the parameter value is other than 2, set it to 2.

  • Restart the Webclient service.

Increasing the maximum size of uploaded files

The maximum size of an uploaded file is equivalent to the lowest value among the PHP variables (upload_max_filesize and post_max_size) and the settings of the relevant components.

If you wish to increase the limit to a value which exceeds the recommended value, make the following changes php.ini:

upload_max_filesize = new_value;
post_max_size = must_exceed_upload_max_filesize;

If you rent a platform (virtual hosting) make changes to the file .htaccess:

php_value upload_max_filesize new_value
php_value post_max_size must_exceed_upload_max_filesize

You may need to consult with your hosting provider to increase the values of the variables PHP (upload_max_filesize and post_max_size).

After the PHP quotas are increased, the settings of the components should be changed.

Using the Document Library in a Web Browser

Creating Folders

  • To create a folder, click Create Folder on the context toolbar. The following dialog will appear:

  • Enter the name of the new folder in the Name field.

  • Save changes.

  • After the page is reloaded, a new folder will appear in the table of elements.

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Deleting Folders

  • Click the Actions button in the row showing the folder you want to delete.

  • Select Delete in the drop-down list:

  • The system will ask that you confirm the deletion, and only then delete the folder.

Uploading Documents

Document Upload can be performed in different ways: with or without using ActiveX or a Java plug-in.

The Classic and Standard options use AciveX (for Internet Explorer) or a Java plug-in (for FireFox, Opera, Chrome) depending on the browser type.

The Classic Upload interface enables loading of several files at the same time using a Windows Explorer-like interface.

The Standard Upload interface enables mass uploading for folders and files.

The Simple Upload interface allows loading of several files at a time with the use of an AJAX-driven form. No ActiveX or plug-ins are required.

To upload documents to a folder, do the following:

  • Open the folder to which you want to upload documents.

  • Click Upload on the context toolbar.

    One of the following forms will open depending on the selected view mode:

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    Click on image to enlarge

  • Browse to the folder containing documents you want to upload.

  • Select the documents you want to upload by checking the appropriate boxes.

  • Click Upload. This will start the file upload process. The progress bar shows how the operation is advancing.

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  • After the upload has been completed, you will see your files in the list.

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Editing documents

To modify a document's properties or to edit it, click the Actions button in the row in which the document is listed and choose Modify:

form opens where the properties of the document can be modified:

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  • change the file name;
  • add or edit Tags;
  • replace the file, by browsing to a new location and uploading;
  • activate/deactivate the file using the Record active check box;
  • give a description to the file;
  • add commentary, etc.
Click Save.

Launch a business process

To create a business process, click on the Action button in the row with the relevant document and choose New Business Process:

The Run Business Process page opens, where you can assign a business process template to the document.

Note: detailed information about business processes can be found on the Business Processes page.

To manage business process templates, click on the Business Process button, in the context panel:

Document history

To view historical changes of documents, click the Action button in the row with the relevant document and choose History:

In the form that opens, you can see the historical versions of the document.

To get all the commentary posted to the documents of a library, click on Subscribe, located on the context panel:

If you have already subscribed and want to cancel the subscription, click the Unsubscribe button, also on the context menu:

Deleting Documents

  • Click Actions in the row showing the document to be deleted.

  • Select Delete in the action menu:

  • The system will ask that you confirm the deletion and only then delete the document.

Editing Documents Using Microsoft Office

If you want to edit documents in Microsoft Office, you should have it installed on your machine. Documents can be edited in Microsoft Office only if you are using Internet Explorer.

Note! If you edit Microsoft Office documents in other web browsers, your changes will not be saved!
  • With Microsoft Word, Microsoft Excel, Microsoft PowerPoint documents, just click the document name.

  • Click OK in the warning window:

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    This will run a Microsoft Office application corresponding to the document type.

  • Now edit the document as required.

  • Save it and close the application. Modifications will be saved to the server Library.

Warning. The document remains locked for other users while you are editing it. Do not forget to unlock it by clicking Actions and selecting Unlock:

The row showing the document will show an indicator of the document status. The yellow means that you have locked the document, while the red means that another employee has locked it. The document remains locked for other users while you are editing it.

Using the Document Library in Windows

Any folder in the Documents section that can be accessed according to the user's permission, can be mapped as a network drive or folder on any network computer. Once it is mapped, a folder can be browsed using Windows Explorer.

Before mapping a folder, first check whether the Web Client service is running on your computer (see the how-to on this issue).

Browsing a Web Folder in Internet Explorer

  • In Windows XP, a network folder can be mapped directly to an Intranet Portal folder using Internet Explorer.

  • Open the required Documents folder in a browser.

  • Click Network Drive on the context toolbar:

  • Enter your Login and Password.

  • Explorer will open a window showing the contents of the specified folder:

    Click on image to enlarge

    Note! This method of connection can fail sometimes due to incorrect settings in Windows Registry. If you encounter problems, contact your portal administrator.

Adding a Web Folder to the Network Neighborhood

  • Run Windows Explorer.
  • Select Service > Map Network Disk.
  • Click the link Sign-up for online storage or connect to a network server:

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    This will run the Add Network Place Wizard. The first wizard step will open:

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  • In the wizard window, click Next. The next wizard window will appear:

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  • In this window, click Choose Another Network Location and then click Next:

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  • Here, in the Internet or network address field, type the URL of the mapping folder in the format: http://<your_server>/docs/shared/.
  • Click Next. The authorization dialog will appear. When prompted for a User name and Password, enter your login and password, and then click OK. The system will authorize you and open the next Wizard step:

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  • In this step, you can specify an arbitrary title for the mapped folder. By default, the title is the folder name. Modify the name of the network resource if needed. Click Next. The last Wizard step will open.

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  • In this step, the Wizard notifies that the folder has been successfully mapped and offers an option to open the folder when you finish the Wizard. Click Finish.
  • The system will map the folder and, if you have chosen to open the folder, open the Explorer window showing the folder mapped.

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  • Later, you can view the folder by selecting Start > Network Neighborhood > folder name.

Mapping the Library as a Network Drive

Important! Though this method of connection works in Windows XP, it may have functional limitations. If you encounter problems, contact your portal administrator.
  • Run Windows Explorer.

  • Select Tools > Map Network Drive. The network disc wizard will open:

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  • In the Drive  field, specify a letter to map the folder to.

  • In the Folder field, enter the path to the library:

  • If you want this folder to be available when the system starts, check the Reconnect at logon option.

  • Click Ready. The authorization dialog will open.

  • Enter your login and password. Click OK.

  • The system will authorize you and open the mapped folder in a Windows Explorer window.

  • Later, you can open the folder in Windows Explorer where the folder will be shown as a drive under My Computer, or in any file manager:

    Click on image to enlarge