Glossary

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main file: The main file of a document refers to the binary file (for example Offer.pdf or Contract.docx or Facade.jpeg) that contains its main information.

The main file of a document is displayed at the bottom of its details window.

The main file may or may not be version controlled.

The main file is always tracked.

Docuo categories may or may not have a main file. If they don’t, your documents are actually data sheets. If they do, your documents are files with metadata attached.

By default, if a document has a main file, Docuo will open that file when the user double-clicks on it (Windows). To see its details window, the user must use the right mouse button or other procedures (see details window). This behavior can be modified in the document category.

Category Wizard: The Category Wizard is a Docuo screen that allows you to configure all aspects of a document category.

It is divided into the steps: Category, Process, Fields, Templates, Forms, Emails, View, Control and Permissions.

Only users with administrative privileges for a category can access the category wizard for that category.

Only one Docuo user can use the category wizard at a time in each repository.

navigation tree: It is the area of the interface that allows you to select what you want to see in the list of results. It shows the start button and, optionally, the buttons that give access to the view by folders (yellow), categories (purple) and queries (green). Within each of these views (home, folders, categories, and queries), the navigation tree allows you to explore its structure and content.

notification area: From the notification area, the user can see in one place all the comments, reminders or tasks that have been sent to them, as well as access the documents where they have been created.

The notification area is accessible from the bell icon on the main Docuo navigation bar. This icon will have a red number superimposed on it when there are unread items.

From the notification area it is possible to mark items as read, mark tasks as completed, or quickly access the related document by double-clicking on the corresponding item.

Search bar: R2 Docuo allows you to quickly search for documents by their name, description, path or by any value stored in their metadata. To use the search bar, just start typing on it, in the style of any search engine. There are two search modes: local search (default) searches only the item selected in the navigation tree, local search (must be selected when searching) searches the entire Docuo.

data fields: Data fields (also called metadata) are information containers that are found in the details window of a Docuo document and are associated with it.

Some examples of fields are: Name, Description, Date, Client, Project, Address or Telephone.

Users can enter values in these fields through the document details window or through forms enabled for this purpose.

Each Docuo category has its data fields assigned. In this way a category of offers can have the field “Price” and a category of contracts can have the field “Expiration date”.

The data fields are organized into named field groups, for example “Customer Data” or “Offer Data”. All Docuo documents have a common group of fields called “Properties” with some system fields (Code, Name, Description, Date, Path, Color, etc.).

Data fields can be of the following types: text, number, currency, date, time, file, users/collaborators, handwritten signature, drop-down list, searchable drop-down list, drop-down list to another category (LDAOC), field related to other category or process information.

Document category: Categories allow you to separate documents by “type”, fill in metadata where their important information is stored, as well as assign a process that defines the different states in which documents of that type can be found in the organization’s workflow.

It is important to note that even if a document is assigned to a category, it is still stored in a folder.

Some examples of categories are: Offers, Contracts, Orders, Claims, Non-conformities, Articles, Files, Customers, Suppliers. Administrator users in Docuo can create their own document categories without the need for technical knowledge.

Change control: Change tracking is a feature that saves a copy of a document’s main file each time the document is modified and saved.

This feature is activated for all documents with a main file in Docuo and cannot be deactivated.

It is possible to check the change control of a document at any time.

Version control: Version control is a feature that formally records changes made to a document over time (version 1.0, 1.1, 2.0, etc.).

Version control can be turned on or off for any Docuo category that has a parent file.

When a Docuo category has version control, its main file in the details window is divided into two fields: Draft and Published version. Users can work on the draft until the document is ready. So they use the Publish action.

When a document is published, it is copied from the Draft field to the Published Version field. From that moment the published document, which has a version number assigned (for example 1.0), cannot be modified, it is usually converted to PDF in this process.

To make changes to a published document, the Version action must be used. This will create a new version of the document (eg 1.1) which will appear in the draft field for editing.

When this new draft (1.1) is published, the old published version (1.0) will be obsolete. It is possible to check the version history of a document at any time.

Collaborator account: Contributor accounts are similar to user accounts except that they are restricted to file sharing features (upload, download, edit, replace).

As a counterpoint to its limitations, collaborator accounts have a lower price in all Docuo license plans than user accounts. Collaborator accounts are contracted in packages of 50 accounts in all Docuo license plans.

It is possible to temporarily increase the capacities of collaborator accounts (for a specific document or process) using Docuo Credits.

The general rule is that the employees of an organization will need a Docuo user account and external people such as customers or suppliers will have enough with a collaborator account. However, if some employees do not use Docuo’s advanced document management and process control features, or have very limited access to the system, it is possible to use collaborator accounts for them.

User account: User accounts allow a natural person to access Docuo through their access credentials (username and password).

User accounts (users) can be assigned to groups. If a user account is added to the “Administrators” group, it acquires Docuo administrator privileges and can therefore configure the system, including permissions and security.

Docuo Business: See Product Edition

Docuo Enterprise: View Product Edition

Docuo Professional: View Product Edition

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product edition: There are three editions (versions) of Docuo: Professional, Business and Enterprise.

The Enterprise edition has all the features of Docuo available. The Professional and Business editions have limited some of them.

Detailed information on these limitations can be obtained on the product ‘s pricing page .

Category Editor: View Category Wizard

Condition: States are the different steps of a process. For example, in a bid process, the different statuses could be: “Creating”, “Submitted”, “Accepted” and “Rejected”.

In the process diagram, the states are represented as circles.

There are three types of states:

The initial states are those to which no transition arrives. In Docuo, each process can only have one initial state. The initial states are represented in the process diagram with a white double ring.

The final states are those from which no transition starts (cul-de-sac). In Docuo, a process can have several final states. The final states are represented in the process diagram with a gray double ring.

The intermediate states are those from which at least one transition starts and arrives. Intermediate states are represented in the process diagram with a simple ring.

In a Docuo process it is possible to configure automatic actions when entering or leaving a state.

Processes in Docuo can have a maximum of 15 states.

Regular expression: A regular expression is an advanced text search tool that allows you to decide whether a text meets a condition or not. Imagine you have a box full of letters and you want to find all the words that begin with “house”. Instead of going through them one by one, a regular expression allows you to create a search pattern, which automatically identifies all the words that match that pattern. The pattern consists of a series of symbols that determine the condition. Creating regular expressions requires intermediate programming knowledge and is not in the scope of this documentation. We recommend looking for tutorials outside of this help center.

Workflow: View process.

Results list: This is the area in which the documents contained in the folder, category or query selected in the navigation tree are displayed.

Metadata: See Data Fields.

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Recycle Bin: It is the place where documents are temporarily stored when they are deleted by users. It is accessed from an icon in the main navigation bar. Trash files can be manually restored or permanently deleted. If no action is taken on them, they are permanently deleted after 30 days (this time can be configured in the Docuo options).

Process: The process is the life cycle followed by the documents of a category (type) in the organization. The process is made up of states, which are the steps it is made up of, and transitions, which are the actions that allow the state to change.

Repository: An R2 Docuo repository is an independent document container that is identified by a unique name. To access R2 Docuo you will always need to know the name of the repository to which you want to connect, a username and a password for it. You can create multiple repositories for your organization.

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Service holder: The holder of the Docuo service is the user with the most privileges in the system (a super-administrator). Normally it is the person who hires the Docuo service and represents the client organization.

The owner of the service can create Support Tickets, request changes to their license, as well as manage the security of other users.

The owner of the service is always a member of at least the “Administrators” user group.

Transition: Transitions represent an action in a Docuo process that allows the state of a document to be changed.

Transitions always have a source state and a destination state.

Transitions are represented in Docuo process diagrams by an arrow linking two states.

When a user uses the “Forward” action on a document, they must select one of the transitions that originate from the current state of the document. Then it is understood that the user executes the transition and the document becomes the target state of the transition.

It is possible to configure automatic actions when executing a transition.

Boolean Value: This is a field, or formula result that can have only two possible values: true or false.

details window: Just as in a library there is a file for each book, in Docuo there is a details window for each document that shows all the information available about it. This includes your versions, your data fields (metadata), your attachments, and your collaboration items (activity) such as reminders, comments, or tasks.

To open the details window of a document, in Docuo for Windows you must first select the document and then click the “Details” icon. You can also use the context menu (right button) on the document. If the category to which the document belongs does not have a main file, or has been configured to always open the details window first, it can be accessed by double clicking.

Favorites view: Shows the list of documents marked as favorites by the user. It is accessed via a star icon in Docuo’s main navigation bar.

Folder navigation view: It shows all the documents that the user can see, organizing them by the folder they are in, just like any file explorer. At the top of the folder tree is the root folder, which is always named after the identifier of the repository being accessed.

Category Browsing View: In Docuo, in addition to being stored in a folder, files can belong to a category. The Category Browsing view displays documents sorted by the category they belong to, regardless of the folder they are stored in.

Query Navigation View: This view displays the documents according to the parameters or conditions given in queries created by the user. The query navigation view shows two large groups of queries: Those created by the user himself and those configured for all repository users.

recents view: Shows the last 50 documents added, consulted or modified by the user. Most recent first. It is accessed through the clock icon in Docuo’s main navigation bar.

Workflow: View process.