Collaborating in Document Manager

 

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Contents

  1. Using People Awareness
  2. Sending links to documents, folders, and views
  3. Adding comments to documents

 

Before you begin

Document Manager enhances user collaboration by providing People Awareness integration, a feature for sending direct links to documents, folders, and views, and a way to create and contribute comments to document discussion topics.

Ensure that you meet the following criteria:

 

Using People Awareness

The Document Manager environment is enhanced by People Awareness (Live Names), because it encourages instant and real-time communication among your team members.

To communicate with members of your team using People Awareness, perform the following steps:

  1. Log in to Document Manager.
  2. Click the Live Name of the person you want to chat with.

Live Names is present in the following areas of the Document Manager interface:

  • Names in Document Properties - the Live Name of the document author and modifier is displayed
  • Names in Workflow - the Live Names of task owners are displayed
  • Names in Locking - the Live Name of person who has the document locked is displayed
  • Names in Versioning - the Live Name of the document version author and modifier is displayed

A Live Name is displayed as an icon showing the user's availability status followed by the user's name. The icon changes in real-time to reflect the current availability state of the user.

 

Sending links to documents, folders, and views

You can send a link to a document, folder, or view in an e-mail. This feature is useful for notifying team members that a document is ready for review, or that changes occurred in a folder or view. Users who receive a link must log in to Document Manager to open the document, folder, or view.

Perform the following steps to send a link:

  1. Click the name of the document, folder, or view you want to link to.

  2. Click More actions and select Send a link from the drop-down list. A page opens where you can specify which users to send the link to.

  3. Type the e-mail address of the person or persons you wish to send a link to, and click Add. The e-mail address displays in the list of recipients.

  4. If you wish to remove a recipient from the list, select the recipient and click Remove.

  5. Click OK to send the link to the specified recipients.

 

Adding comments to documents

You can create discussion topics and attach comments to a document as a way to contribute feedback discussion to the document author. Your comments remain associated with the document, so it is much easier to keep track of changes and suggestions. Anyone who has read permissions for a file can read comments associated with that file, so these comments can enhance collaborative work on a document. Keep in mind that these comments are not private. Authors and other users do not receive automatic notification of a new comment, so notify all interested parties that you created or contributed comments to a document.

To add comments to a document, complete the following steps:

  1. Click the document name to open the document. A read-only page opens.

  2. Click Comments. All existing comment topics are displayed. You can show and hide the contents of the comments.

  3. Click New comment to create a discussion topic, or click Reply to contribute to an existing comment.

  4. Type the subject and text of your comment, then click OK to return to the comment thread.

  5. Click Close to close the comment thread.

For step-by-step information about adding comments to a document, see the online help that is available from the portlet title bar.

 

Related tasks

 

See also

Lotus Documentation | Trademarks |

 

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