> For the complete documentation index, see [llms.txt](https://docs.bdb.ai/administrative-settings-4/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.bdb.ai/administrative-settings-4/admin-panel-options/documentation-management.md). # Documentation Management This feature allows an administrator to view all the documents created by a specific user. The user specific documents can be shared or deleted by the administrator via this module. The Document Management tile appears in the Administration module. * Click the ***Document Management*** option from the Administration menu panel.

Accessing the Document Management option from the Admin menu

* The user gets directed to the ***Document Management*** window.

* Select a user from the ***Users*** list. * A list of documents gets displayed as created by that user.

Icon	Name	Description
	Copy	Redirects to Copy the selected document to another user(s)
	Share	Redirects the users to share the selected document with another user(s) or group(s). The users can also share the document with the excluded users
	Delete	Removes the selected document from the list
	Exclude from Doc	Excludes the user from accessing the specific document.

{% hint style="info" %} *Please Note: The **Document List** can be accessed for **User** and **User groups**.* {% endhint %} ### Copying a Document * Navigate to the Documents list for a specific user. * Select a document from the list. * Click the ***Copy*** icon for a document from the document management list.

* The ***Copy Document*** window opens. * Search the user using the ***Search*** space. * Select the user(s) by using the checkbox. * Click the ***Save*** option.

* A notification message appears.

* The document gets copied to the selected user’s account. {% hint style="info" %} *Please Note: The copied documents can be seen under the Shared Documents. The same gets notified by a notification message. The documents that get shared through the **Copy** option, get all the document operations.* {% endhint %} ### Sharing a Document * Click the ***Share*** icon for a document from the document management list.

* The ***Share Documents*** window opens. * It contains Share with User, Share with Group, and Exclude User(s) tabs. * Search for the specific user(s)/ group(s) using the search space. * Select ***User***(s)/***Group***(s)/***User***(s) ***to exclude*** using the checkboxes. E.g., the current image displays the Users option. * Click the ***Save*** option.

* A notification message appears.

* The document gets shared with the selected user’s account/ to the selected groups or the selected user(s) get excluded from the rights to access a document. {% hint style="info" %} *Please Note: The Shared Documents can be seen under the Shared Documents. The same gets notified by a notification message. The documents that get shared through the **Share** option contain read only permission.* {% endhint %} ### Deleting a Document * Click the ***Delete*** icon for a document from the document management list.

* The Delete Document dialog box appears to confirm the action of deletion. * Click the ***DELETE*** option. ![](https://content.gitbook.com/content/Bxju1xjBIIexZfulhFPA/blobs/LVNgvBI3jH7EbetHwGGz/image.png) * A notification message appears. * The selected document gets deleted and the same gets informed by a notification message. {% hint style="info" %} Please Note: * *The administrator must exclude users from a shared document before deleting the document.* * *The **Share/Exclude** options can be applied only to the files, the folders available under the **Document Management** module do not support these actions.* {% endhint %} ### Email Notification * The users also get notified by an email if the document has been shared or the user has been excluded from it using the ***Share*** option (The following image displays a model email for the ***Shared with user*** option). * Click on a folder from the document management list. * All the available documents inside the selected folder get displayed. ### **Excluding a Document** * Navigate to the Document Management page. * Click the ***Exclude from Doc*** icon for a document. * The Exclude User dialog box opens. * Click the ***EXCLUDE*** option.

**Excluding a user from accessing a document**

* A notification message appears ensuring the admin that the document privileges are updated for the selected document.

**Notification message while excluding permissions to access a document**

### **Unpublishing a Dashboard from the Document Management** The Unpublish option is provided for the Dashboard that lists under a user group list. * Navigate to the ***Document Management*** page. * Select the ***User Group*** option to view document list for the available user groups. * Select a ***User Group*** from the left side panel. * The documents inside the selected user group get listed. Select a Dashboard. * The ***Unpublish*** ***icon*** appears next to the dashboard. Click on the ***Unpublish*** icon.

**Unpublish a document from the Document list of the User group**

* Click the ***UNPUBLISH*** option. * The Unpublish Document dialog box appears to confirm the action. ![](https://content.gitbook.com/content/Bxju1xjBIIexZfulhFPA/blobs/p2PpUdKDvq7htSsT43nQ/image.png) * A notification message appears stating the completion of the ***Unpublish*** action. * The Dashboard gets unpublished and removed from the Documents list for that user group.