Advanced Document Features Guide

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Overview

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Enhanced Document Preview

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Supported Formats

• PDF: High-quality rendering with zoom, pan, search
• Images: JPG, PNG, GIF, WebP with zoom and pan
• Text: TXT, MD, JSON with syntax highlighting

• Word: DOCX, DOC
• Excel: XLSX, XLS
• PowerPoint: PPTX, PPT

• All other formats

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PDF Preview Features

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Navigation

• Page thumbnails sidebar
• Jump to page (input field)
• Next/previous page buttons
• Keyboard shortcuts (arrow keys)

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Zoom Controls

• Fit to width
• Fit to page
• Custom zoom (50% - 200%)
• Zoom in/out buttons
• Mouse wheel zoom

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Search

• Full-text search across all pages
• Highlight matches
• Navigate between matches
• Case-sensitive option

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Tools

• Print document
• Download PDF
• Rotate pages
• Select and copy text

import { PDFPreview } from '@/platform/documents/components/PDFPreview';

<PDFPreview
  url={documentUrl}
  fileName="contract.pdf"
  onClose={() => setPreviewOpen(false)}
/>

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Image Preview Features

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Viewing

• High-resolution display
• Smooth zoom (25% - 400%)
• Pan with mouse drag
• Fullscreen mode

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Tools

• Rotate 90° clockwise/counter-clockwise
• Fit to screen
• Actual size (100%)
• Download original

import { ImagePreview } from '@/platform/documents/components/ImagePreview';

<ImagePreview
  url={imageUrl}
  fileName="floor-plan.png"
  onClose={() => setPreviewOpen(false)}
/>

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Office Document Preview

• View-only mode (no editing in preview)
• Preserves formatting and layout
• Shows formulas in Excel
• Displays animations in PowerPoint

• Requires public internet access
• 10MB file size limit
• No preview for password-protected files

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Document Version Control

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Automatic Versioning

• File is replaced with new upload
• Document content is edited (if applicable)
• Document metadata is significantly changed

• Major versions: 1.0, 2.0, 3.0 (manual major version bump)
• Minor versions: 1.1, 1.2, 1.3 (automatic on replace)

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Version History

• Version number
• Upload date
• Uploaded by
• File size
• Change note (if provided)

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Comparing Versions

• Text documents (word-level diff)
• PDF (page-by-page visual diff)
• JSON (structure diff)

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Restoring Previous Version

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Document Approval Workflow

• Multi-step approval chains
• Approval routing by role or user
• Approval status tracking
• Email notifications to approvers

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Document Templates

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Creating Document Templates

• {{resident.name}}
• {{organization.address}}
• {{today_date}}
• {{staff.signature}}

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Generating Documents from Templates

• Admission packets
• Discharge summaries
• Employment contracts
• Monthly reports

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Document OCR (Optical Character Recognition)

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Automatic OCR

• Scanned PDFs
• Image files (JPG, PNG)
• Screenshots

• Full-text search on scanned documents
• Copy text from images
• Data extraction (dates, names, amounts)

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Manual OCR Trigger

• Requires clear, high-resolution images
• Handwriting support limited
• Best results with typed documents

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Document Collaboration

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Document Comments

• Thread replies
• @mentions to notify users
• Mark as resolved
• Comment notifications

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Document Sharing

• Shared links expire after X days
• Password protection optional
• Track external views
• Revoke access anytime

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Document Metadata

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Standard Metadata

• File name
• File type (MIME type)
• File size
• Upload date/time
• Uploaded by
• Category
• Tags
• Description

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Custom Metadata

1. Go to Settings → Documents → Custom Fields
2. Add fields:
   • Text
   • Number
   • Date
   • Dropdown (predefined values)
   • Checkbox

• Contract Number (text)
• Contract Value (number)
• Expiration Date (date)
• Renewal Status (dropdown: Pending, Approved, Expired)

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Document Search

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Advanced Search

• Content: Full-text search inside documents
• Metadata: File name, tags, category
• Custom Fields: Any custom field value
• Date Range: Upload date, modified date
• File Type: PDF, DOCX, images, etc.
• Owner: Uploaded by specific user
• Site: Documents at specific site

• "exact phrase" - Search for exact phrase
• field:value - Search specific field
• field:>value - Greater than (numbers, dates)
• field:<value - Less than
• -term - Exclude term

• contract "renewal clause" - Contracts mentioning renewal clause
• category:HR hire_date:>2025-01-01 - HR docs for hires after Jan 1
• type:pdf size:>5MB - Large PDF files

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Saved Searches

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Document Analytics

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Document Metrics

• View count
• Download count
• Unique viewers
• Average view duration
• Last accessed date

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Organization-Wide Analytics

• Most viewed documents
• Storage usage by category
• Document growth over time
• User upload activity
• Search trends

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Bulk Operations

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Bulk Upload

• Max 50 files per batch
• Max 500MB total per batch

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Bulk Metadata Update

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Bulk Download

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Document Expiration

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Setting Expiration Dates

• Notify Only: Send notification to owner
• Archive: Move to archive folder
• Delete: Permanently delete (with 30-day recovery)

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Expiration Notifications

• 30 days before expiration
• 7 days before expiration
• On expiration date
• 7 days after (if still active)

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Integration with External Services

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Microsoft OneDrive / SharePoint

• Two-way sync
• Edit documents in Office 365
• Changes sync back to Encore OS

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Google Drive

• Connect Google account
• Select folders to sync
• Edit in Google Docs/Sheets
• Automatic sync

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Dropbox

• Sync specific folders
• Upload to Dropbox from Encore OS
• Download from Dropbox to Encore OS

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Mobile Document Access

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Mobile App Features

• Document list and search
• Quick preview (PDF, images)
• Download for offline access
• Upload from camera or files
• Approval actions

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Offline Access

• Changes sync when back online
• Conflict resolution if edited offline

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Best Practices

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Troubleshooting

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Document Won’t Preview

• File size under 50MB
• File format supported
• Browser has pop-ups enabled
• Clear browser cache

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Slow Upload

• Internet connection speed
• File size (compress large files)
• Multiple users uploading simultaneously
• Server load

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OCR Not Working

• Image quality (minimum 200 DPI)
• Document is not password-protected
• File size under 20MB
• Clear, typed text (not handwritten)

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Search Not Finding Document

• Document finished uploading
• OCR completed (for scanned docs)
• Search permissions (RLS)
• Document not archived

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Related Documentation

• Document Management
• Document Approval Workflow