View, Print, Copy, and Send Structure Documents — Exercises

Required Data

Create Structure Document with files

You must first have a document structure with connected document files.

General exercise for Create Structure Document

Main Exercise

Purpose: The purpose of this lesson is to learn how to view and send structure documents by e-mail. Print and Copy File To are left out because they are very similar to View and Send by E-mail.

Windows:
Document Revision

View Structure Document

In this exercise, you will learn how to view a structure document, and check out all the files in the document structure.

  1. Open the Document Revision window, and query for the document for which you checked in the files, in the exercise above.
  2. Click View.
    The View Document Structure dialog box opens.

Note: This dialog box is different from the one used for normal documents. There are numerous options in this dialog box, and it is recommended to leave the default values as they are.
If you checked in two subdocuments in the previous exercise, three documents will be displayed in this dialog box. They are, the main document (parent) and the two subdocuments, along with the files connected to each document.

  1. Click View. This will start the check out process and the main document will be opened. If the Choose Macro dialog box opens, click Skip Macro.
    The main document file will open in its associated application.
  2. Repeat this exercise, trying out the Name Files Using options and the After Check-Out options.

Note: Only the main document file will be opened. Document Management will not open the subdocument files; they will be opened by the program opening the file of the main document. The subdocument files that have been checked out will be visible in the check-out folder. If you use a 3D-CAD application, the subdocument's files will open up in the application if the main document references them. This will not happen if you are testing with simple text files.

Send Structure Document by E-mail

 In this exercise, you will learn how to send a structure document and all its files in an e-mail message.

  1. Open the Document Revision window, and query for the document for which you checked in the files in the exercise above.
  2. Right-click and then click Send by E-mail. 
    The Send Document Structure by E-mail dialog box opens. This dialog box is different from the one used for normal documents. Leave the default values as they are.
  3. Click Send.

  4. The document files will be checked out to your computer and converted into a ZIP file. The file will be attached to an e-mail message, opened through your default e-mail application.

  5. Enter the names of the recipients and send the e-mail.