List Action

The Actions dropdown menu displays the options that are available for the selected item(s).  You can select more than one item in the result list by clicking multiple check boxes.

The following options are available in the Actions menu.

View
This opens the document(s) in the View pane.  

E-mail
This e-mails the selected item(s) to addressees of your choice.  The attached item(s) will be added to a .zip file called “Documents.zip”.

  1. Enter the subject of your email in the Subject field.
  2. Enter the e-mail addresses of your intended recipient(s)in the To field.  Separate multiple addresses with a semicolon.
  3. Click the Send button.   An E-mail Sent message displays briefly.   The sender of the email appears as Support  in your recipient(s) inbox.
  4. Click the Close button to close the dialog box.

The Sender of this email will appear as “Support” in your recipient(s) inbox.

Export to CSV
This will export your search results to a CSV file that can be shared with other users. Note that the CSV file will display your results in order that you have sorted them, with the columns you have configured, as well as a link to open each file in DocStar

Merge
This will merge two or more selected item(s) into one single item,  retaining the name of the first item in the list.    The other item(s) will be deleted after the merge. NOTE:  You must select two or more image documents to merge.

Modify Security
This opens the security settings for the selected item(s).

Move To
Moves the selected item(s) from current inbox or folder to selected inbox or folder.

Package
See “Package” sub menu below.

Print
Click Print to open your computer’s Print dialog box.  You can combine multiple documents into a single output by clicking the “Create as a Single File” check box. Refer to your operating system’s guide(s) for printing details.

Records Management
See “Records Management” sub menu below.

Remove
See “Remove” sub menu below.

Request Approval
Select another user of the system to send a request to approve the selected item(s).

Save a Copy
This will download the selected item(s) in a .zip file called “Documents”. Note that you can combine multiple documents into a single file by clicking the “Create as a Single File” check box. 

  • Depending on your browser and system settings, it will either download to your default location or allow you to specify where to download the file. Subsequent downloads will be called “Documents(1).zip, Documents(2).zip, etc” or ask you to rename the file.

Set Due Date
With this feature, you can set Due Date for your document. With this, the WEDS system will email the Workflow Administrator once a document has gone past its due date. Also see the Set Trigger Task for more.  

Watches
Using a True/False field, you can color code your documents to appear with a different color based on whether the condition is true or false. 

Workflow
See the “Workflow” sub menu below.

Delete
Deletes the selected folder or inbox as well as any contained documents.  Contained documents are no longer searchable.

Limit
Sets the maximum number of items per page in the retrieve grid.

Column Chooser
Allows users to customize their workspace grid by select which fields are displayed in the results list.


Sub Menus:

Package

Add to Package: 
Part of the PackageWorks Feature Set. If the selected item is a document, adds the selected document(s) to a package.
Note that the Packages sub-menu is exclusive to the Packages Module and will not appear in your DocStar site unless you have it. Archive Package:
Part of the PackageWorks Feature Set. If the selected item is a package, archives the selected package(s). 
De-Archive Package:
Part of the PackageWorks Feature Set. If the selected item is a package, de-archives the selected package(s). 
Cleanup
Part of the PackageWorks Feature Set. If the selected item is a package, this will remove all empty, non-mandatory slots from the package.
Clone
Part of the PackageWorks Feature Set. If the selected item is a package, allows users to duplicate a package and choose which slots will be duplicated. 
Send Submission
Part of the PackageWorks Feature Set. If the selected item is a package, sends the package as an email with an internal memo and an external memo.
Switch Package Type
Part of the PackageWorks Feature Set. If the selected item is a package, allows you to change the type of a package, and will match slots from the old type with the new one by name and add any missing slots from the new type.
Reset Package
Part of the PackageWorks Feature Set. If the selected item is a package, resets all package defaults to the default for the package type. 

Records Management

Record Category
Part of Record Categories Feature set. Allows you to set the record category for the document(s) you have selected.
  Freeze
Part of Record Categories Feature set.
Unfreeze
Part of Record Categories Feature set.
Set Cutoff Date
Part of Record Categories Feature set.

Remove

Remove Folder(s) and/or Inbox(es)
Eliminates an inbox/folder and all subfolders, but item(s) within them are not deleted.
  Remove from Folder(s)
Takes items out of the folder, but both the folder and the items removed still exist.
Remove from Inbox
Takes items out of the inbox, but both the inbox and the items removed still exist.

Workflow

Assign Workflow
Allows you to assign the selected item(s) to a workflow.
  Multi-Prompt
After selecting multiple documents that are awaiting user prompts, you can see all the prompts in a singular window.
Reset Workflow
Allows you to reset the workflow of the selected item(s) .

See Also

Workflow Recorder for Logging the Workflow Actions

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