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With the Digital Archive application within Workcube Intranet, you can access all the company's information, documents, videos, images, etc. All content is digitally stored, sorted and delivered centrally to users around the world. With Digital Archive, your digital assets are presented on a secure sharing and storage platform within Workcube.

Path: Intranet > Digital Archive

Attention: First of all, access permissions must be granted in order to view the Digital Archive. If you do not have access permission, you will not be able to view the Digital Archive and you will need to update the access permissions. You can grant access permission by clicking the icon next to the Digital Archive from the CMS area of the System > BPM > User Authorization Management > Authorization Groups screen.

You can access the Digital Archive main screen by arranging the access authorizations. The Digital Archive main screen will appear as follows.

The content can be searched by entering the keywords related to the content you want to search in the Digital Archive here.
Listing and search can be customized by making various filters with the More button.
New content can be added to the Digital Archive with the Upload button.
Folder button lists the categories in the Digital Archive.
With the Card button, the contents can be listed in the form of cards.
The List button allows the contents to be sorted in rows.
This button shows the number of contents in the Digital Archive.

Digital Asset. Adding

When you come to the Digital Archive main screen, there is an "Upload" button next to the search button. By clicking this button, any document, video, document or image can be added to the Digital Archive.

On the Digital Assets New Record screen, you can drag the document you want to add and drop it into the relevant area, or you can create a record by adding the document's URL information to the box below. For example; In Google Drive; Sheet, Document, Slides etc. links and also Youtube video links can be stored in a central structure to be included in the digital archive.

After the Digital Asset is added as a document or url, you can continue by filling in the registration information at the bottom of the Digital Asset adding screen.

Document. Name: The name of the document to be added as a Digital Asset is entered in this field.
Process: The Process status of the document added to the Digital Archive is specified in this section. Also, Process stages can be diversified by searching with Digital Asset filtering on the Control Panel > BPM > Processes screen.
Product: If there is a product that the document is related to, its information is entered here. Digital Asset can be added from the Documents section by listing on the Control Panel > ERP > Sales-Distribution > Product and Stocks > Products screen and entering any product details.
Validity Start Date: The starting date for which the document will be valid is in this field.
Description: Explanations, if any, regarding the Digital Asset are entered in this field.
Document Number: The document number of the added document is entered in this field.
All Categories: All categories in the Digital Archive can be accessed from this field.
To: Information with whom the document will be shared and created is entered in this field.
Expiry. Date:The date on which the document will expire is entered in this field.
Keywords:In order for the document to be easily accessible in searches, related keywords are entered in this field. is entered.
Revision: The revision status of the document is included in this box.
Document Type: The added document type is selected in this box. On the Control Panel > System > Parameters screen, under the CMS heading; Document Type can be added by entering the Content Document and Types heading.
CC: The people who will be informed when adding the document are selected from this field.
Project: The project information to which the document belongs is in this field.
Selection Boxes: The selection boxes in the Digital Asset listing can be selected during registration depending on whether the added document is related or not.
Document Access Permissions Detailing: Sharing restrictions of the added document can be set in detail from this field. Its detail will look like below. At the same time, descriptions and titles specific to your company can be added to these access details as follows:

Partner Portal: A title can be added from the ERP > Sales-Distribution > Customer-Supplier > Individual Member Categories screen.

Public Portal: ERP > Title can be added from the Sales-Distribution > Customer-Supplier > Corporate Member Categories screen.

Position Types: Diversifications can be made by selecting Position Types under the HR-HR heading on the Control Panel > System > Parameters screen.

Authority Groups: The title can be added by going to the Control Panel > System > Security > Authorization Groups screen.

Digital Asset Groups: By clicking on Digital Asset Groups under the BPM heading on the Control Panel > System > Parameters screen. can be added.

Digital Archive Content Listing

You can view Digital Assets by listing with various filters on the main screen.

Adding digital assets here Unlike the field, there are the following fields;

Format: The format in which the document is added to the Digital Archive (such as html, pptx, doc) is selected from this field.

Recorded by: Information about the employee who recorded the document added to the Digital Archive is from this field. is selected.

Company: The information of which company the document added to the Digital Archive belongs to is selected from this field.

Quantity: Specifies the number of records to be listed.

Asset Status: The Asset Status information of the document in the Digital Archive is selected from this field. can be selected.

Saving Date: The date the Digital Archive was saved is selected from this field.

Selection Boxes

Active: If the document in the Digital Archive is active, this box is selected. is checked.

Private Document: This box can be used when making a selection regarding the confidentiality of the relevant document.

High Importance: If the importance level of the document added to the Digital Archive is high, this box is checked.

Search What is Shared on the Intranet: This The box can be used to list Digital Archive documents shared on the Intranet.

Search What is Shared on the Internet: This box is used to list Digital Archive contents shared on the Internet.

Search on What is Shared on Extranet: By checking this box, you can search for content shared on the Extranet. can be listed.

Retrieving Revisions: It does not list the Digital Archive contents that are in revision.

How Digital Archive Documents are Displayed

After the Digital Assets are listed, there are two separate icons under the documents. The document will be opened and downloaded to your computer with the cloud sign on the left. Sthe document can be viewed by clicking on the eye mark on the network. For example; By clicking on the eye symbol of the "DDO - Digital Transformation Office" digital asset, this content can be watched on Youtube.

Digital Assets as a Folder Viewing

When you click on the Folder button on the Digital Archive main screen, Digital Assets can be viewed in categories as shown in the image below. After selecting the Folder option on the main screen, the Add Category button will be added to the page. Using the "Add Category" button, you can define a new folder and store your documents in a planned manner.

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About Workcube Objects

Digital Assets

Enables storage, organization, sharing and management of digital assets such as images, videos, audio files and documents.

Type: WBO Version: Catalsyt v5 Licence: Standard Author: Workcube Core