Baskets
Baskets can be used to perform bulk actions on documents across multiple libraries. Next to each document there is a plus icon , clicking on this will add the document to the Document Basket from where you can perform the bulk actions.
Users can dd or remove all documents within a folder to the basket in one go instead of having to add each document individually. The add and Delete all options are now within the Library Tools button. User first needs to select the folder they want to include the documents to add to basket.
To open the basket click on from here you will be able to view all documents that have been added to the basket, an example is shown below.
The basket has a number of functions which are available from the drop-down list 'Please select basket action;
- Clear Basket - This will remove all items from the basket, alternatively if you only want to remove individual documents from the basket click on the
icon next to the document that you want to remove; this can be done from either the document basket or from the main document record area.
- Add to Virtual Folder - This will add all items in the basket to a folder of your choice in your personal virtual folders. If a document has already been added to that Virtual Folder, a popup will occur informing you of this, and the rest of the documents will be added to the folder. For more information on this function, see Virtual Folders
- Archive Document – This allows you to archive the selected documents; selecting the option will generate a popup asking you to Confirm or Cancel the action. Archived documents can be managed using Document Properties.
- Change Owner - This will open a popup window allowing you to search for the name of the new owner.
- Copy Documents - This will copy the documents to a library of your choice; selecting the option will open a popup allowing you to choose the library.
- Download Zipped Files - This will download all files in the basket in a zipped format.
- Download Protected Zipped Files - This allows you to password protect the files within a folder. Selecting this option will open the popup shown below:
From here you can add a password and download the selected files to a password protected folder, whenever this folder is opened you will need to input the password created at this point.
- Remove Documents – This will allow you to remove copies of documents from specific libraries. Selecting this option will open a popup allowing you to select the libraries that you wish to remove the documents from, click Save to confirm the action or Cancel to return to the library.
- Send by e-mail - This will open a popup window where you can email the contents of the basket to anyone stored as a contact record within the system.
If any of these actions cannot be completed, an error message will occur explaining the reason why, an example is shown below.
Once you have read the error message simply click Close and perform the corrective action; in this example the user would need to go back to the document basket and ensure that they selected the correct library where the document was stored.