Advanced Document Features Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

​

Overview

​

Enhanced Document Preview

​

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

​

PDF Preview Features

​

Navigation

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

​

Zoom Controls

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

​

Search

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

​

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)}
/>

​

Image Preview Features

​

Viewing

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

​

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)}
/>

​

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

​

Document Version Control

​

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)

​

Version History

1. Open document detail page
2. Navigate to Versions tab
3. See list of all versions with:
   • Version number
   • Upload date
   • Uploaded by
   • File size
   • Change note (if provided)

​

Comparing Versions

1. Select two versions (checkboxes)
2. Click Compare
3. View side-by-side differences

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

​

Restoring Previous Version

1. Select version to restore
2. Click Restore This Version
3. Confirm action
4. Current version becomes new version with restored content

​

Document Approval Workflow

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

​

Document Templates

​

Creating Document Templates

1. Upload a template file (DOCX, XLSX, PDF)
2. Define merge fields (placeholders)
3. Map fields to Encore Health OS data
4. Save as template

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

​

Generating Documents from Templates

1. Go to Documents → Create from Template
2. Select template
3. Fill in data fields
4. Click Generate Document
5. New document created with data merged

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

​

Document OCR (Optical Character Recognition)

​

Automatic OCR

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

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

​

Manual OCR Trigger

1. Open document
2. Click Extract Text
3. Wait for processing (30-120 seconds)
4. View extracted text in Text tab

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

​

Document Collaboration

​

Document Comments

1. Open document preview
2. Select text or area
3. Click Add Comment
4. Type comment and Submit

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

​

Document Sharing

1. Open document
2. Click Share
3. Enter email addresses
4. Set permissions (view only, comment, download)
5. Set expiration date (optional)
6. Send invitation

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

​

Document Metadata

​

Standard Metadata

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

​

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)

​

Document Search

​

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

​

Saved Searches

1. Perform search
2. Click Save Search
3. Name the search
4. Access from Saved Searches dropdown

​

Document Analytics

​

Document Metrics

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

​

Organization-Wide Analytics

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

​

Bulk Operations

​

Bulk Upload

1. Go to Documents → Upload
2. Drag and drop multiple files
3. Set common metadata (category, tags)
4. Upload all

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

​

Bulk Metadata Update

1. Select documents (checkboxes)
2. Click Bulk Actions → Update Metadata
3. Choose fields to update
4. Apply changes to all selected

​

Bulk Download

1. Select documents
2. Click Download Selected
3. ZIP file generated and downloaded

​

Document Expiration

​

Setting Expiration Dates

1. Edit document metadata
2. Set Expiration Date
3. Choose expiration action:
   • Notify Only: Send notification to owner
   • Archive: Move to archive folder
   • Delete: Permanently delete (with 30-day recovery)

​

Expiration Notifications

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

​

Integration with External Services

​

Microsoft OneDrive / SharePoint

1. Go to Settings → Integrations → OneDrive
2. Click Connect
3. Authorize Encore Health OS access
4. Select folders to sync

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

​

Google Drive

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

​

Dropbox

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

​

Mobile Document Access

​

Mobile App Features

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

​

Offline Access

1. Open document
2. Tap Make Available Offline
3. Access anytime (even without internet)

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

​

Best Practices

1. Organize with Categories: Use consistent category structure
2. Tag Everything: Tags improve searchability
3. Use Descriptive Names: Avoid generic names like “document1.pdf”
4. Set Expiration Dates: For time-sensitive documents
5. Add Descriptions: Brief summary of document content
6. Version Control: Don’t delete old versions
7. Regular Cleanup: Archive or delete outdated documents
8. Leverage OCR: Extract text from scanned documents
9. Use Templates: For repetitive document creation
10. Monitor Storage: Review storage usage monthly

​

Troubleshooting

​

Document Won’t Preview

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

​

Slow Upload

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

​

OCR Not Working

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

​

Search Not Finding Document

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

​

Related Documentation

• Document Management
• Document Approval Workflow