There are two types of workspaces:
shared workspaces are workspaces meant for collaborative work, that is to say that the workspace's content is meant to be shared and modified by several users. Collaborative workspaces are workspaces created in the root space called Workspaces and shared between users. Once documents are ready for distribution, they must be published in a section.
personal workspaces can only be accessed by their owner, by default. You can of course share the access to your personal workspace with other users. Personal workspaces are accessible in the header of the application.
By default, no workspace is available at workspaces root. Thus, you can create the structure you need for your project, edit it if needed. You can also set the appropriate permission for users to be able to collaborate in the workspaces.
Workspaces management also includes setting alerts for users to be informed when content is created or edited in workspaces and handling content deletion.
In a folder, you can:
- Create documents and do all the actions available on them (edit, approve, manage relations, etc.)
- Manage permissions
- Subscribe to and manage alerts
- Manage the folder's trash
Like in a workspace, you can use drag and drop to create content in a folder.
To create a file, in the Content tab of the workspace, click on New button. On the window Available document types, click on the desired document. Fill in the document's creation form and click on the Create button.
The note is a basic rich text container that consists in a text displayed in the Summary tab of the document. The note is usually created using the integrated rich editor, displayed in the note creation form. This editor enables layout modifications on the text.
The default format of the note is HTML. The other formats available are .txt, .xml and Markdown.
A note is composed of the fields below:
|Description||Text that explains what the note is about.|
|Content||Text of the note created using a rich text editor.|
|Format||Format of the automatically created file used to export notes from the Nuxeo Platform.|
To create a note, in the Content tab of the workspace, click on the New button. On the window Available document types, click on the desired document, fill in the document's creation form and click on the Create button.
It is possible to add attachments to Files and Notes using the Files tab. This tab is available to users with at least Edit permission. There is no limit to the number of attachments.
For more information about attachment documents, read the page Attachments.
Collections are a folder-like document in which you can classify existing documents. Documents are not actually copied or moved into the collection, which only holds a link to the document in its original location.
It enables you to create your own organization of the content without duplicating content and having the size of the content growing uncontrollably.
The list of collections available to you is available from your Home, in the Collections tab.
Templates are the easiest way to automate the creation of workspace tree structures. This is useful in many cases, for example when:
- You have many workspaces to create and want them to follow a certain structure of Folders, Files, or any type of documents.
- You want to keep a consistency among different workspaces that users will create. For example, you may want each team's workspace to have a mail folder, a "projects" workspace, etc.
To create a template, click on the left panel of Nuxeo Platform on Templates. Once a new Template has been created, you can create many workspaces from this template.
Pictures are specific files. To take into account the specificities of pictures, their Summary tab shows additional pieces of information, such as:
- Rotate actions
- The picture's EXIF metadata
- Additional picture views
For more information about picture document, take a look to the Digital Asset Management page.
Audio is a document types dedicated to audio files management. It provides a player from the document Summary tab to listen to it from the application.
For more information about audio document, take a look to the Digital Asset Management page.
The evolution of a document, each time contributors edit it, constitutes its lifecycle. This lifecycle is composed of the following states:
- Project: The document has been created and it can be modified
- Approved: The document has been approved and is considered as valid. Modifying it makes it back to project lifecycle state
- Obsolete: The document is not accurate anymore and, for instance, has been replaced by a new version
To change the lifecycle state of a document, you need to submit it to a workflow.
Since 10.2, trash management is handled by
ecm:isTrashed property and related APIs.
Changing the lifecycle state to
deleted won't contribute to trash feature in future Nuxeo version.
When a document is folderish this means its a container in which you can create other documents (workspaces, folders, etc. are folderish documents).
It is possible to implement rules on containers to integrate the business logic of your application. In Nuxeo Studio when you select the folderish document facet, you have to choose which children are accepted in this document type. For example, in a folderish document type Library, if I have Edit permissions I can only create a children type Book in it.