Digital Archive


With the Digital Archive application within the Workcube Intranet, all of the company's information, documents, videos, and visuals are stored digitally, classified and centrally delivered to users all over the world. With the Digital Archive, your digital assets are presented on a secure sharing and storage platform within Workcube.


Route: Intranet > Digital Archive


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


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

  1. Content can be searched by entering keywords related to the content that you want to search in the Digital Archive.
  2. Listing and searching can be customized by making various filters with the More button.
  3. With the Upload button, new content is added to the Digital Archive.
  4. The Folder button lists the categories in the Digital Archive.
  5. With the card button, it can be ensured that the listing of the contents is in the form of cards.
  6. With the List button, the contents are arranged in rows.
  7. This button displays the number of content in the Digital Archive.

Adding Digital Asset

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


On the Digital Assets New Record screen that opens, you can drag and drop the document you want to add to the relevant field, or you can create a record by adding the URL of the document to the box below. For example; Links such as Sheet, Document, Slides in Google Drive, as well as 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, it is continued by filling in the registration information in the continuation of the Digital Asset addition screen.

  1. Document Name: The name of the document to be added as a Digital Asset is entered in this field.
  2. Process: The Process status of the document added to the Digital Archive is indicated in this section. In addition, Process stages can be diversified by searching with Digital Asset filtering on the Dashboard > BPM > Processes screen.
  3. Product: If there is a product associated with the document, its information is entered here. Digital Assets can be added from the Documents section by making a listing on the Dashboard > ERP > Sales-Distribution > Product and Stocks > Products screen and entering any product detail.
  4. Effective from: The starting date for the document to be valid is entered in this field.
  5. Explanation: Explanations about the Digital Asset, if any, are entered in this field.
  6. Document No: The document number of the attached document is entered in this field.
  7. All Categories: All categories in the Digital Archive can be accessed from this area.
  8. To: The information with whom the document will be shared and created is entered in this field.
  9. Expires by: The expiry date of the document is entered in this field.
  10. Keywords: Related keywords are entered in this field so that the document can be easily accessed in searches.
  11. Revision: The revision status of the document is in this box.
  12. Document Type: Added document type is selected from this box. Document Type can be added by entering the Content Document and Types heading under the CMS heading on the Dashboard > System > Parameters screen.
  13. CC: When adding the document, the people who will be informed are selected from this area.
  14. Project: The project information that the document belongs to is entered in this field.
  15. 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.
  16. Document Access Permissions Details: Sharing restrictions of the added document from this area can be set in detail. Details will appear as follows. At the same time, your company-specific definitions and titles can be added to these access annotations as follows:

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

Public Portal: A title can be added from the ERP > Sales-Distribution > Customer-Supplier > Account Categories screen.

Position Types: Variations can be made by selecting Position Types under the HR heading on the Dashboard > System > Parameters screen.

Authority Groups: A title can be added by going to the Dashboard > System > Security > Authorization Groups screen.

Digital Asset Groups: It can be added by clicking Digital Asset Groups under the BPM heading on the Dashboard > System > Parameters screen.


Digital Archive Content Listing

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

Here, unlike the digital asset addition field, the following fields are available;


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

Saved by: The employee information that saved the document added to the Digital Archive is selected in this field.

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

Number: Specifies the number of records to list.

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

Record Date: The date the Digital Archive was saved is selected in this field.

Selection Boxes

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

Private Document: This box can be used when choosing the confidentiality of the relevant document.

High importance: This box is checked if the document added to the Digital Archive is of high importance.

Search in Shared Intranet: This box can be used to list Digital Archive documents that have been shared on the Internet.

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

Search in Shared Extranet: This box is used to list Digital Archive contents shared on the extranet.

Do not display Revision: It does not list the contents of the Revision Digital Archive.


How Digital Archive Documents are Displayed

After listing the Digital Assets, there are two separate icons at the bottom of the documents. With the cloud sign on the left, the document is opened and downloaded to your computer. The document can be viewed with the eye mark on the right. For example; This content can be watched on Youtube when the eye mark of the "DDO - Digital Transformation Office" digital asset is clicked.



Viewing Digital Assets as Folders


When the Folder button on the Digital Archive main screen is clicked, 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. By using the "Add Category" button, you can define a new folder and keep your documents in a planned manner.

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