> For the complete documentation index, see [llms.txt](https://docs.bdb.ai/bdb-documentation/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/bdb-documentation/core-platform/platform-administration/admin-panel-options/document-management.md).

# Document 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 Page. 

     ![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FCaaQ9oQLrFo3UEOw3weP%2Fimage.png?alt=media\&token=17ffb611-b3af-4f35-ba36-4f707e708f98)                   

* 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.

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2F1Bc0AF2Rt0F4MP5MlIA4%2Fimage.png?alt=media\&token=1b5b4604-3dc9-48c6-a230-43d70708a1e0)

<table data-header-hidden><thead><tr><th width="101">Icon</th><th>Name</th><th>Description</th></tr></thead><tbody><tr><td><img src="https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2F8SJAZqmhjaqrBMUdeKhx%2Fimage.png?alt=media&amp;token=973e7065-713a-4c2b-a6ee-c4908a25f37d" alt="" data-size="line"></td><td>Copy</td><td>Redirects to Copy the selected document to another user(s)</td></tr><tr><td> <img src="https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FnifC5HwQF7SYr9NzGSzh%2Fimage.png?alt=media&amp;token=2cf5f857-2643-44ce-8c44-a27277eccde9" alt="" data-size="line"></td><td>Share</td><td>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</td></tr><tr><td><img src="https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FdFYEIN9x97QbUVHcyk3J%2Fimage.png?alt=media&amp;token=a46dbdee-c1c0-4f70-8364-ea1a240fc885" alt="" data-size="line"></td><td>Delete</td><td>Removes the selected document from the list</td></tr><tr><td><img src="https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FKjYwenLw2hcaa9Z6E7ay%2Fimage.png?alt=media&amp;token=65d02e3a-0b6c-4eff-9c7a-a95beeb0fa56" alt=""></td><td>Exclude from Doc</td><td>Excludes the user from accessing the specific document.</td></tr></tbody></table>

### Copying a Document

* Click the ***Copy*** icon for a document from the document management list.

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FFABdXea3F1czH54jTXqS%2Fimage.png?alt=media\&token=d7f9160e-3a91-4524-80b4-442bd356ff4a)

* The Copy Document window opens.
* Search the user using the Search space.
* Select the user(s) by using the checkbox.
* Click the ***Save*** option.&#x20;

&#x20;    ![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FqnTRY2EwlKSyiV5Z1tQr%2Fimage.png?alt=media\&token=f3cc9f47-0123-4122-92ce-d5f3145bc7f5)

* The document gets copied to the selected user’s account.&#x20;

![ ](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2Foign3F4jiLotoJSyQ8gV%2Fimage.png?alt=media\&token=fa845447-b787-4be6-94ef-3e24069597ab)

{% hint style="info" %} <mark style="color:green;">Please Note:</mark> 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.

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2F9avzwOohHF3uKldrBAGH%2Fimage.png?alt=media\&token=c2b8620a-4eca-4560-af51-1339f7e70f9f)

* 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.
* Click the ***Save*** option.

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FvYSpHcOYKCeF5g4ozzAZ%2Fimage.png?alt=media\&token=ef5aabe1-3c16-403f-90d1-379012b49b8a)

* The document gets shared with the selected user’s account/ to the selected groups or the selected user(s) get exclude from the rights to access a document.&#x20;

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2F545J15quzoXY6kQ1mJ07%2Fimage.png?alt=media\&token=43278310-7236-4f86-ae54-66084ab47910)

{% hint style="info" %} <mark style="color:green;">Please Note:</mark> 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.&#x20;
{% endhint %}

### Delete a Document

* Click the Delete icon for a document from the document management list. &#x20;

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FpUwFDon1TSE67m4WC1r7%2Fimage.png?alt=media\&token=cbe8eb33-92fc-4e27-916e-dba926173122)

* The Delete Document dialog box appears to confirm the action of deletion.
* Click the ***DELETE*** option.     &#x20;

&#x20;      ![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FyjjBfEAD78H5Fpw71rqi%2Fimage.png?alt=media\&token=2c4e57a0-5b87-4205-89b4-5c76b08cea8e)

* The selected document gets deleted and the same gets informed by a notification message. &#x20;

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2Fgb7QmsYUGrLSubkZJu2j%2Fimage.png?alt=media\&token=ad206771-19ad-4540-8a18-34e3d4e14181)

<mark style="color:green;">Please Note:</mark>

* 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.
* 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).

&#x20;     ![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2Ff0xPPJpyNBdkuevTNdmO%2Fimage.png?alt=media\&token=7167ad19-9897-4bae-8739-b9771ca15a50)

* Click on a folder from the document management list.&#x20;

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FaBEJmWQjhNgBRw2AntRX%2Fimage.png?alt=media\&token=f254708a-2e0a-4b32-9046-0cbc3e8279b7)

* All the available documents inside the selected folder get displayed.           &#x20;

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FIVoRyWq5ejkqDYpcTver%2Fimage.png?alt=media\&token=a42758f5-5f20-492d-8006-615a952be31c)

### **Excluding a Document**

* Click the ***Exclude from Doc*** icon for a document.

![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2FHuXT1mXgIdEwLvYwZI0h%2Fimage.png?alt=media\&token=33ae461f-1b28-44aa-90ae-7fb940a0750f)

* The Exclude User dialog box opens.
* Click the ***EXCLUDE*** option.

&#x20;     ![](https://972575688-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRYq1HgffNfbnIMWPu1D5%2Fuploads%2Fe3bRYesHjFcystLyjy8M%2Fimage.png?alt=media\&token=d9cf0b7c-8d2f-419d-a6b9-29fe20ab9550)

&#x20;