GoFAST : User Guide¶
This guide will teach you how to use GoFAST in the most efficient and didactic way with many screenshots of the platform, which will guide you step by step. It will explain you all the tips and tricks, shortcuts and different ways to do the same action with respect to a document/space.
We earnestly recommend you to read the appendix “Good practices with GoFAST” and watch our video tutorials (for now in French) https://www.youtube.com/playlist?list=PLPEB28cL2VmHsEft6pxpp_LDWzPAxwxS0
A forum has just been launched, so do not hesitate to create an account https://community.ceo-vision.com
Reminder of the GoFAST platform principles¶
GoFAST in 2 words¶
GoFAST is the result of a long development; it is a powerful, collaborative platform and a document management. GoFAST is based on the most recognized Opensource technologies of the market including Alfresco, Drupal, Bonitasoft and many others. GoFAST is recognized as one of the most intuitive collaborative platforms. At last, GoFAST is hosted in your organization ensuring the highest level of privacy and security.
What is GoFAST for?¶
This is the platform for exchange of information which will allow all colleagues and even external partners/suppliers, to manage / edit and comment documents, share information, live chat, exchange experiences, send emails, … In short, it is a modern and interactive collaboration tool that works anywhere if you have Internet connection, and even offline document access with an external tool.
Improvement of collaboration is GoFAST’s main challenge: it allows documents and their corresponding collaboration to be centralized in one place, accessible anywhere and at any time; to limit duplicates; to send automatic notifications that optimize not only collaboration but also document management.
GoFAST goals and advantages¶
- Promotes collaborative work (up to simultaneous co-editing) and exchange of information
- Reduces the number of internal emails and suppress emails with attachments (avoiding quota issues, bad versions)
- Stops the duplication of content
- Saves time searching for documents (full-text indexing)
- Respects the processes put in place. And never misses a deadline again
- Reduces errors by having access to all versions of a document
- Improves security (management of access rights)
- Facilitates work while traveling
- Reduces the volume of paper
For who ?¶
GoFAST is very useful for all members of your organization, and your regular partners through an “Extranet” space.
Beyond collaborative spaces, GoFAST offers a personal space, reserved for each user for his personal documents, drafts, memos, etc.
Prerequisites required for using GoFAST¶
Nous ne supportons que les navigateurs supportés par les éditeurs et ceci pour des raisons de sécurité. L’homologation de versions non supportées peut dans certains cas être envisagé avec des décharges de responsabilité et coûts additionnels
- Navigateurs préférentiels Windows: Firefox (dernière version ESR ou dernière version ‘classique’), Edge-Chromium, Chrome
A titre d’illustration, au 23/12/2020 nous supportons Firefox 84 et Firefox ESR 78.6
Le support IE11 est optionnel en 2020 et certaines nouvelles fonctionnalités sont incompatible (tâches kanban, chat,webconference), CEO-Vision recommande une migration au plus vite de IE11 et Edge vers Edge-Chromium ou Firefox ESR. CEO-Vision n’assurera plus aucun support pour IE11 en 2021
-Firefox ESR en Français https://www.mozilla.org/fr/firefox/organizations/all/
- Navigateur MacOS : Safari (dernière version supportée), Firefox (dernière version supportée), Chrome (dernière version supportée)
- Linux browser : Firefox 57+ (the latest ESR version)
- Operating system Windows10 and more, MacOS 10.10+ and Linux (Ubuntu 14+) and Android or iOS mobility
Le support de Windows 7 étant terminé par Microsoft depuis le 14 Janvier 2020, CEO-Vision ne supporte plus officiellement cette version
- En mobilité Android ou iOS 13+
- Bureautique : Office 365 et Office Pro 2016+ pour Windows, MS-Office Pro 2016 pour Mac, LibreOffice 6+, OnlyOffice Desktop (à venir)
Le support d’Office 2010 étant terminé par Microsoft depuis le 13 Octobre 2020, CEO-Vision ne supportera bientôt plus cette version. Nous encourageons une migration vers l’utilisation d’Onlyoffice inclut dans GoFAST
- Messagerie : Outlook 2013+ (Outlook 2010 sans garantie), Thunderbird 78+, Client léger Bluemind
- A relatively good connection is required: download of 512 kbit / s min. and 256kbps upload. You can also test your connection directly via this link http://www.speedtest.net/ (http://beta.speedtest.net/)
- A very good connection for the webconference in HD: up to 6MB / s may be necessary. Some network filtering may prevent the webconference from working. Contact your network administrator if there is a problem.
- Minimum screen resolution 1366x768 (16:9 aspect ratio)
- In mobility : Tablet or recent smartphone (iOS or Android)
Optional additional configuration/installation¶
Additional configurations and / or installations are needed to:
- See GoFAST in Windows File Explorer
- Edit non-Office (example PDF signature) or LibreOffice content online
- Offline synchronization and Capture / OCR
In most cases contact your IT support.
What’s new in GoFAST v3¶
GoFAST v3 is the result of 2,5 years of R&D, and is an important leap forward in functional, ergonomic and technological terms.
We can quickly note:
A technological base completely updated:
- Alfresco 4 to 5, Drupal 6 to 7, CentOS 6 to 7, …
- Addition of a second server to manage the collaborative part
- video conferencing (Jitsi) competing with Skype but with a simpler operation (simple browser + conference url) and taking less bandwidth;
- imultaneous online editing, now several people can work on the same document at the same time (same principle as GoogleDocs but keeping MS-Office format);
- a version for smartphones and tablets;
- the ability to share documents with people who do not have an account
- a more dynamic interface (responsive), easier (contextual menu of actions, …) and with more visibility (enlargement of the document display area)
- better management of “models / templates”
- the ability to see preview or metadata changes without reloading the page
- a new instant messaging / chat tool that can even be used on a smartphone
- Mass uploads without slowing down other’s single uploads
- a Dutch version
You can login GoFAST 3.0 via the URL: https://gofast.myorganisation.com
Just enter your login and password.
If authentication delegation has been activated on your site, the password is your Windows password
The first time you log in GoFAST 3.0, you may come to such homepage with a public message.
Here is a general overview of the GoFAST 3.0 homepage with: the activity feed and all events in the center; your files on the left; and the filters on the right; as well as all the basic features above on the black bar of menu and in the lower left corner.
You can return to the page of activity feed at any time by clicking on the GoFAST symbol or logo in the upper left corner.
You can directly choose the language in which you want to work, in the upper right corner (FR, EN, NL)
To access your profile, click on your name. From there you will also be able to access your subscriptions, your cart or log out.
Overall the principle and use of the activity feed remains the same as in GoFAST 2, that is, it gives you an overview of everything that has happened in your collaborative space (groups / organization / Public / Extranet); you can see the people who put a new document or modify a document or comment a document in your collaborative spaces, what type of document, where it is, its status …
Just click on the name of the file to open / view it and on the three horizontal bands to see the shortcuts of certain features (edit, download, comment, favorites, subscription, permalink …)
(see also below: Contextual Actions)
Press Ctrl/Rigth mouse clic and the title of the document to open it in a new tab. It should work everywhere.
You can filter the list of documents in your activity feed according to specific groups and the status of the documents (draft, archived, validated, …).
You can also choose to hide or show ” News “ = what you or others write in ” Share News “ and what is also in the activity feed. To do this, tap ” Display blog posts ” in the ” Filter Activity Feed “
To put this kind of general message on the GoFAST (your state of mind, a question, a quote of the day, … info that will end up in the activity feed), press “Share News” at the very top of activity feed. A window opens where you can write your message, finish it by clicking on “Send”. And your message will appear in the events.
The home screen also shows you the tree of your collaborative spaces (your private area, the Extranet, your groups, your organization, the public area) if you choose to display this part (where you can see it). GoFAST tree and your folders / groups) by clicking on the vertical gray bar.
You will find the same vertical gray bar on the right side to show or hide the chat/instant messaging.
Just click on the blue folder to see the lower levels and your files, and then click on the required file to preview it.
You will find the data concerning you in “My profile”, under your name, on the right of the home screen.
Your profile data remains the same as in GoFAST 2, only the visualization is changed a bit.
You will find “your virtual business card” with your first and second names, function, company, role in GoFAST, telephone, email, … as well as data related to your GoFAST account: your collaborative spaces, groups, organization (s), hobbies , …
The page of your account settings has changed a bit but it contains the same information: username, first and second names, email, password, preferred language.
Add your profile photo¶
Go to your profile, click on the logo of the photo, you will see your name displayed.
Go to this page, press « Upload a file » to get your photo on your computer, click twice on it or click on OPEN. You can adapt it. Then « Save ».
Your photo will appear in your profile and wherever you go on GoFAST. It’s a quick and funny way to get to know your distant colleagues and find out who you’re talking to (as long as you put real profile pictures).
Collaborative spaces are collaborative working areas and document sharing areas which are accessible only to member users belonging to this space.
There are several types of Collaborative Spaces:
- Organization (Organization chart: Directions, Departments, Services…)
- Group (universal areas: project, product, geographic site, thematic, …)
- Extranet (working areas with outside collaborators)
- Public (accessible to all internal users - not extranets)
A private space is also available for each user.
The available roles for Collaborative Space Members are :
- Read only
Each space can contain one or more sub-spaces. In this case it is possible to have a subset of members in the subspaces to restrict access.The more you descend in the tree, the fewer members are potentially there. Management of access to spaces follows a logical continuation of funnel.
Spaces can contain files, other contents (for example: forums, Wiki pages, etc.), subspaces (with associated rights) or classic folders. Classic folders inherit the same access rights as the parent space where they are. Spaces are represented in the integrated file explorer by separate icons and with a “_” in front of the name of the space (ex: _Organisation) in the Windows or Mac file explorer.
Before you can upload files and documents to the GoFAST platform, make sure you create the “right” collaborative spaces and subspaces of the Organization, Group or Extranet type !
Concept of content sharing between spaces¶
For a document to be found in several spaces (and of course without duplicates), it is shared by changing its visibility (on the document page)
Find your spaces¶
In the « Spaces »” tab, you will find all your collaborative spaces, your groups, your ie/sub-folders organization, your private space, the public space, the Extranet, etc…
Instead of storing the documents on your computer desktop, it is recommended to put them in this personal space to take advantage of GoFAST features, including the search engine, the versionning (which avoids losing information i.e. if a version is corrupted) or remote access to its files (via another PC, tablets and smartphone).
To access your personal space, just go to the « Spaces » tab, « My Private Space ». You will arrive on your personal page with your homepage, your activities, your documents, your calendar, … (= the 4 tabs that you will find in each collaborative / group space).
Similarly, in each collaborative space, you will find 2 small icons in the upper-right corner; including the first « Browse from here » allows you to open a new page with the tree structure of your folders and files, and thus allows you to have an overview of your files. (same as the « Documents » tab)
The 2nd « View Full Page Content » icon allows you to enlarge the view of the page, removing what’s around the tabs
Just press the same icon with 2 arrows to return to the previous view, with more info like the last viewed content.
Unlike the personal / private space, the Public Space gives access to « public » documents visible to all internal GoFAST users (except Extranet members).
But unlike GoFAST 2, this internal public space is now managed by all GoFAST platform administrators (create subspaces, file documents, etc..): other users called « standard / contributors » can not add or edit content in the public area, they will have to ask their platform administrator.
On the other hand, the administrators can also set up the public space so that all the users and members of the platform (outside the Extranet) can also contribute to this public space: either reading or writing.
To access it, go to « Spaces », « Public ». No need to be a member, you have access automatically.
For summary, there are two possibilities to feed this public space.
- Users with Super Administrators role can feed, edit, create documents and subspaces, and so on. The documents are then visible to all users in Read Only.
- All users and members of the platform (excluding Extranet members) are Contributors of this space and have the possibility to add, modify, delete documents.
What is in this Public Space?
For the content accessible to the entire Organization. Here you can also set up support forums and any general content.
Small difference with the previous version of GoFAST v2 **: the files of the Public Space become subspaces* for the sake of clarity.
You can subscribe to this via space, the small logo framed in purple, just clicking on « subscribe ». You will receive direct notifications about the content of this space. You can also do this for all spaces.
The Extranet space¶
The « Extranet » space has the same function as in GoFAST 2, it is the space shared with external users to the organization.
This « Extranet » space / group allows you to share content with customers, suppliers or any other partner entity that collaborates frequently but is not part of the internal organization.
If you want to give access to this space to an external person, the principle is the same as for any new user, you must create an account and make him a member of the Extranet subset concerning him. We can give the role of « contributor » to this new external member if we want it to work on shared documents or just put it in « read only », so he will not be able to modify shared documents but just comment on them and download (warning: it will not be able to add contents also).
If you are a space administrator, you can create user accounts but you can only put these users in the spaces for which you are responsible. So you may be a group administrator but not an Extranet.
GoFAST 3 sends messages to external people (= who do not have a GoFAST account) with the link to a document on GoFAST; they will be able to load the link and have access to the document for 15 days. So if you just want to share documents for information and not to work on them, no need to create an account and a specific group with an external user for that.
Groups (= Horizontal/Universal Spaces )¶
« Groups » are universal / inter-service areas (ex: project groups). These are spaces dedicated to specific themes that have a great collaborative role: everyone, involved in the project / subject, has access to them even if they are not attached to the same « Organisation ».
You can be part of several groups.
At this level, in the « Space » et « Groups » tab, you will only see the groups of which you are members and in which you have access to the documents. (=> not defined)
Organizations (= Departments / Services)¶
Collaborative spaces called « Organisations » correspond to the departments and services according to your organization`s structure; at this level, you will see only those which you belong to (RH, FIN, …)
The “Organizations” therefore normally represent the hierarchical structure of the company and each department (HR, IT, Financial, …) may have subspaces for the services.
You will have access only to that organization where you work.
If you need to share documents between different departments, you must do it through a dedicated Group. For example, a contract is in the “Legal” Organization and also in the “ProjectA” Group because it is a “ProjectA” contract in which members of several departments are gathered.
A user can be a part of one or more organizations (if shared between 2 departments) and sub-organizations (the Services), and be a member of several collaborative groups and subgroups to work with colleagues on projects/universal working groups.
Creation of Documents, Contents, Users accounts¶
Creation of a Collaborative Space¶
It is possible to create new Collaborative Spaces / sub-Spaces, if you have the rights, that is to say, if you are a parent-space administrator.
- You can create a new space:
- in transversal groups
- in organizations (your services / department)
- in Public (visible to all users except external)
- on the Extranet (visible also by the external ones)
Go to the « Create » tab and then to the arrow next to « Space », you will see the list of spaces in which you can create a new subspace / group.
There is the example how to create a new space in “Organization” (in the organization chart of the company): Press “Organization”, a page opens where you can add the title of the space, a brief description, create a home page, choose the location (the parent group), … then « Save »
Same principle works for any space creation in groups, Public and Extranet.
Your subspace (in Organizations here) is created, with these different tabs and its home page in the first tab (that you can customize as you want, with a photo, a message, a web page, …, to present your group)
- The « **Activity ** » tab shows the events that happen in this group: the forum if there are conversations / comments; linked intranet pages; the most consulted content / documents in this group; and contents defined with a state (validated, draft, etc.)
- The « Documents » tab shows all the files that are in your group, in the window in the center of the screen, and the tree structure in relation to the whole GoFAST in the left column.
As seen in the example, there is a folder and several files in the middle window and they are part of the group « _Test to cancel » which itself is in the tree structure (red arrow on the left) of the ‘base / parent-space « Organization », sub-spaces «BTCCTB » and « Sub-Organization Test ».
In the tree structure, we can distinguish spaces with an underscore in front of their name « _ » ; if there is nothing, these are files / s. In both cases, you can see their lower levels by clicking on the small « + » in front of each. Or hide them with the little « - ».
We can also see the path to the selected folder (path), above the tabs, framed in green.
Here is you can ** drag and drop files ** that are elsewhere on your computer or download them by tapping ” Browse ” in blue at the bottom right.
Once you have double-clicked the document to download or « Open », you will see a bar of progress at the bottom of the page that tells you that the document loads on GoFAST. (blue arrow in front of the name of the document = in charge, cross = problem, hourglass = in waiting list)
As soon as the document is loaded and appears in the central window, you can work on it as usual, thanks to the functional shortcuts (right-click when you have selected the document) or by double-clicking on the title the file to preview it and have access to all its metadata and features.
See also »Document Management»
Creation of a user account¶
See “Create a user in a space / group”
Each space / group administrator can create a new user, which he / she will link directly to this group (and others can do the same if necessary and if he is an administrator too).
Creation / addition of a new Document¶
It is possible to create new documents directly on the GoFAST, no need to create the document on your desktop first and then migrate it.
Go to the tab “Create”, “Content”, “File, Document”.
A page opens, where you can specify the name of the document “title” and already add some basic metadata (extension / type, languages).
Choose the option “Create an empty file”
Choose the location where the document will be in the file tree structure by checking the box in front of the name of the group / directory in question or by clicking twice on the group name so the path will be displayed in the upper-right corner in a blue box.
If the document already exists elsewhere on your PC, you can add it to GoFAST through this channel as well.
Just download it by clicking on “Download File” and “Choose File”; the contents of your PC opens, choose your document to migrate; choose the location in the tree structure. Then save.
You will see the preview of your document and can start working on it and attaching the related metadatas.
Creation of a document from a model (template)¶
You can create a new document from an already existing template on GoFAST.
This requires that your templates must be placed beforehand in a specific directory called “TEMPLATES” which is in the spaces and subspaces.
Putting them in this directory automatically gives them the “Template” tag. Then you will be able to find these documents in the “Create a document from a Template” form.
In GoFAST 3, the category “Template” no longer exists. Now you will find it as a tag.
You must create this “TEMPLATES” directory in the “Documents” tab in spaces and subspaces of type Organization / Group.
To create this new document from an existing template, go to the tab “Create” _ “Content” _”File, Document”.
Choose the option “Create from template” (below the title), you will see the different possibilities of folders “TEMPLATES” containing models. Check the model you want to use. The title and the extension will be automatically changed depending on the type of model chosen. Choose a new title, language and location where you want to place it and then “Save”.
You can even avoid notification to other members of this document`s creation, by ticking the small box just above “Save”
After pressing “Save”, you will see the preview of your new document.
Adding of one or more documents by drag and drop¶
You can drag a document to GoFAST at any time, either on the homepage or in the file explorer.
Adding one or more documents by Network Drive¶
To use Windows Explorer (or Explorer for MAC) you must configure it to access GoFAST.
Configuration of the Network Drive¶
Right-click on “This PC” and choose “Connect a network drive”
Enter the address pointing to your GoFAST, ex.
Then a dialog box will open where you will need to enter your GoFAST login / password
Once done, you can see GoFAST as a “Network Drive”, so the same tree structure
You can do any operation, such as copying and pasting documents or entire folders .
You can not do operations on Spaces (starting with _)
Creation of a wiki page (internal page)¶
It is possible to create an Intranet / Wiki page on GoFAST.
Go to the “Create” tab then “Content”, “Intranet Page”.
Give it a title, create its content with the same features as Word, choose its location in the tree structure.
You can choose the location of the book and select either “Create a new book” or “Create this book in another book” (a kind of space / subspace). Then click on “Save”. You will find your book at a previously chosen space.
The book is a sort of virtual ranking of Intranet pages. You can add any Intranet page that is on GoFAST into the book. You can create themes and then easily navigate from one content to another one.
For example, creation of a book can be useful when you do a collaborative project when you need to create the content set by topic.
Regarding the weight: the heavier the weight of the content is, the more negative it will be; the lighter weight of the content is, the more positive it will. It automatically assigns it by measuring the weight of the created content.
Here is an example of a web page preview, which similar to a document, with the relative metadatas on the right
Creation of an external webpage (URL)¶
With this feature, you can integrate external pages that come from other websites. We will be able to view the content of an external web page directly on the GoFAST platform.
Go to the tab “Create”, “Content”, “External Page URL”
Enter a title, choose the language, copy the URL link, choose the location in the tree structure (check the box or click on the group name to find it in blue on the right), save.
Creation of a Forum¶
It is possible to create “mini-forums” in a group. This is like starting a discussion thread through comments functionalities.
Go to the tab “Create”, “Content”, “Forum”.
Indicate the subject of the Forum, choose the language, write content (as in Word), choose the location in the tree structure, save.
If the forum you have created is in a group, you will find it in the “Activity” tab of your group, 1st frame. Click on its name to open it.
You can expand the forum of your group by the same principle as adding comment. Then you can also delete (trash) / edit (pencil on paper) your comment, reply to a comment (small arrow) and subscribe/unsubscribe to this forum.
A message in the upper-right corner will appear announcing the publication of your comment.
Creation of a Form¶
It is possible to create a survey form for example directly on the GoFAST.
Go to the tab “Create”, “Content”, “Form”.
Give a title to the form, create the contents of the intro, choose its location in the tree structure, save.
You will find it in popular content or in the location/group where you put your form. It will also be found at the top of the activity feed, in research and in your latest viewed content.
Once your form is created, you will arrive on the form page. This is the page to where users, who complete your form, will arrive. For now, it is empty.
At the moment, until you publish your form, no one will be able to fill it out.
As the creator of the form, you have the possibility to access the “Manage” and “Results” tabs. Administrators of the space, in which this form is located, also have access to it.
Creation of a Form¶
We will focus on the “Manage” tab which will be used to configure the fields of your form.
Drag / drop the fields you want to put in the form, they will appear on the left under ” Edition of the form “.
By clicking on the fields, configuration options are available
Don’t forget to save your work regularly by clicking on the “Save” button.
Once you are satisfied with your form, you can configure other parameters in the “Form configuration” tab.
Do not forget to save your configuration by clicking on the “Save configuration” button.
It is finally time to publish your form. To do this, just click on the “Publish” button in “Edit form” at the bottom. From now on, everyone who has access to your form will be able to complete it.
Exploitation of the form responses¶
The “Results” tab is accessible by the creator of the form and the administrators of the spaces in which the form is. The “Submissions” entry allows you to view the submissions of each user individually.
The “Statistics” entry allows you to display global statistics concerning the fields of your form.
The “Export” entry allows you to export statistics in CSV format. Just choose the desired fields and click on “Download”.
Creation of a Web-conference / Meeting (Enterprise only)¶
Web conferencing technologies are fairly recent and require good resources (PC, network, …). Make sure to follow the prerequisites. In case of problems check for frequent problems: http://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-problemes-connus.html#webconference
Il est toujours préférable de créér une webconférence directement dans GoFAST car cela envoie notamment une invitation agenda à tous les participants et permet également de rattacher des contenus à cette évennement (ex.: ordre du jour, …)
Allez sur l’onglet « Créer », « Réunion ».
Donnez un titre à la webconférence, écrivez un résumé dans la zone de texte, choisissez une date et heure de début et fin, ajoutez les participants (écrivez les 3 premières lettres du nom ou d’un espace pour inviter tous les membres de l’espace).
Il est possible de joindre des liens vers des documents GoFAST à l’invitation (ex.: Ordre du jour) et des répertoires entiers.
Une fois les informations entrées et après avoir appuyé sur « Enregistrer », une autre fenêtre s’ouvre avec le résumé de la webconférence.
On y voit la liste des participants, le nom de l’organisateur, la date et l’heure, un message d’erreur (en rouge) si vous ne disposez pas des pré-requis nécessaires, …
Une invitation par mail sera également envoyé aux participants avec le titre de la conférence, un lien URL pour rejoindre la conférence sur GoFAST ou sur le système de webconference JITSI (SaaS) en cas de secours, la liste des participants, …
Vous pouvez même enregistrer cet événement dans votre agenda (Outlook, Thunderbird,…) en cliquant sur l’icône “Accepter”
If the conference has been recorded for another upcoming date, participants and you will receive a reminder by email, with the same information and URL link.
Document Management and Collaborative Work¶
When you preview a document, you can access several features directly related to the document.
In the center of the page , the preview of your document allows you to check the content at a glance and see if it is a right document.
Above the preview, there is the title of the document and the path = the location where the document is in the tree structure.
On the left, at the same time you can see the other documents that are in this same folder.
In the upper-right corner, framed in orange on the image, you find shortcuts of features related to the preview document. (process, comment, display, contextual actions)
On the right, you can see all the metadatas related to the document: type, format, status, language, location, history, version, ….
It is possible that preview can not be opened and you may receive the following message:
You will just need to click on the blue zone “Try to preview again”.
If it still does not work, you can still access the features and options related to the document, so you can download the document anyway. Go to the contextual actions (3 horizontal bars, in the upper right corner, next to the title) (see below for details)
As a reminder, you can hide or show **tree structure**of your folders / groups by clicking on the vertical gray bar on the left of the central part of the screen at any time you want. (preview or activity feed)
Here is in detail the list of contextual actions (functionalities) related to the document: browse, download, edit, comment, …
You can access it by clicking on the icon with the 3 horizontal bars at the right, on the same line as the title of your document. (see below for details of the contextual Actions p.75)
Preview of Documents: Operation and Features¶
The preview of a file is the possibility to view the file (document, image, video,…) directly in the browser, without having to open it with an application on the computer.
For some types of files (MS-Office or LibreOffice), a PDF transformation is necessary. The MS-Office => PDF transformation is performed by Libreoffice (Community) or OnlyOffice (Enterprise) GoFAST> 3.7
The main preview formats :
|doc, dot, xls, ppt||converted into PDF|
|docx, dotx, xlsx, pptx||converted into PDF|
|odt, ott, ods, odp||converted into PDF|
|txt, rtf||converted into PDF|
|eps||converted into PDF|
|msg||transformed plain text then PDF|
|eml||converted into PDF|
|jpg, png, gif||directly displayed by the browser|
|svg||directly displayed by the browser|
|mp4||directly played in the browser (streaming video)|
|directly read in the browser|
Above the document preview, you see a black toolbar.
It allows some features like magnifying glass, zoom, next page, etc.
The first icon, (gray and black square) “Toggle sidebar”, allows to see the “slides / pages” that includes the document. You can go directly to the desired page. This same icon gives access to 3 other options “Show thumbnails”, “Show document outline”, “Show attachment”
The magnifier allows you to search for a word in the text (= Ctrl + F)
The up or down arrows allow to go to the previous or next page
“Page” and numbers show how many pages the document contains and you can change the number to reach the page you need
The “-” and “+” to zoom in. And the “Automatic zoom” gives you predefined dimensions
The white folder with a black arrow upwards opens your browser and searches for a document on your computer.
The white sheet with a black arrow downwards allows you to download the document in PDF. You will find the link to open it in the lower left corner of your screen (according to your browser)
Right-clicking on the vertical banner allows several options, including opening the document or preview in another window/tab or copying the link (URL).
You will be able to review the PDF version of the document with the associated PDF features
And finally, the last icon with the 2 arrows to the right open other options, including “Enable hand tool”, the small hand that allows to go up / down in a PDF without using the cursor.
Actions on the page of a document / content¶
There are several features related to a document such as: refresh preview, process and tasks (workflow), full page, contextual actions (browse, edit, download, …)
Just refresh the page and update the synchronization.
Process and Tasks / Workflow¶
It allows to assign a task to another user, with respect to this document: to request a contribution, a validation, … Or to see what tasks you are assigned to this document.(= To Do)
Display of a full-page content¶
Allows you to hide all the data around the preview and to have only the document page in full screen view.
To return to the normal preview with the info, just click the logo with 2 arrows
There are all actions that can be done with / on this document: browse, download, edit online / edit, new comment, send by mail, manage translations, create a publication, …
Contextual actions / features on a document¶
These actions, directly related to the document you are previewing, may vary depending on the role you have in this group (standard / contributor, administrator, or read-only). And depending on whether you are the author or not.
Rename a document¶
If you have the rights or you are an author, you can rename a file through the contextual action: “Rename”.
Change the name in the white box and “Apply”
Then refresh the page to make sure that the change has been saved. The small round arrows will appear in red to remind you.
Summary / presentation of a document¶
If you want to add a kind of summary / presentation to your document, click “Edit Summary” in the “Contextual Actions” in the right corner at the top of the document preview.
A text window opens with the same functionality as Word: write your text and save by clicking “Apply”.
The text will be over the preview of your document, between the title and the document.
If you want to change the content of this summary, press “Edit Summary”, which appears when you put the mouse at the summary level.
Download the document¶
From the contextual actions of the preview, you can download the document to open it for reading or to save it on your computer.
You will probably see this message asking if you want to open, save the document or cancel the action.
If you just want to open it for reading => “Open”
If you want to save it somewhere else => “Save” and the explorer of your computer will open to be able to save this document wherever you want, outside of GoFAST.
Or it will download itself, and you will find it in the lower left corner of your screen
If you download a document, make changes to it, they will not be synced with GoFAST. It will be necessary to put the document in the same place (drag and drop as new version) for GoFAST to take them into account. This is a risk because if another coworker made changes online at the same time, you will overwrite his current version and her changes will be lost.
Loading of the document new version¶
Through contextual actions of the preview, you can load a new version of the document, which overwrites the old version while keeping it, and starting from the one you just loaded as a new working base. You can even make it as “Main Version”.
Get the new version of the document on your computer through the “Browse” button, finish with “Open”. The file name will appear on the gray line.
Choose to make it as main version (1.36 => 2.0) by ticking the box “Save as main version”, add a comment if you want and finish with “Validate”
As a result, the version number will be changed in the metadatas.
Drag and drop a new version¶
Dragging a new version of your document to this location (in the document-related metadatas window) will overwrite the previous one but will retain all old versions (=> history). Then the system will ask you if you want it to become as main version (from 1.0 to 2.0 for example = new base of work). The other previous minor changes are considered minor versions each time there was a save of the document.
You can also add a comment on this new version.
End with “Validate”
You can find previous versions at the bottom of the metadatas as well.
You can only drag and drop documents of the same format, which means you can not replace a version with a “doc” extension with a “docx” version and vice versa.
Otherwise here is the error message that you will have
If you load a new version but the file name is different, you will receive this message.
Management of document translations¶
If the document exists in multiple languages, you can link them together to switch from one document version to another one just in one-click.
In contextual actions, choose the “Translation management” option in “see more options”
A window with several fields opens, they correspond to possible translations.
For our example, take the French version to which we want to link the English version. So we start from the preview of the document in French.
And we fill the field of the English version. Just write the first 3 letters of the name of the English file and the system will give you proposals, select your document and finish with “Update translations”.
In the metadatas, it will now be indicated the different versions / translations in which we can find this document. The 1st flag is the original document that you are previewing and the following flags are the existing translations.
Just click on the different flags to preview the other translations.
GoFAST does not translate documents, there are documents that already exist in different languages and that we want to link for ease to move from one to another in one click.
Share of the document by mail¶
Through the contextual actions of the preview, you can send a secure link to the document directly by email to a user, a list of users, members of a Collaborative Space or to an external email address. The document will be automatically attached to your message. This link is contextual: the users which have access to the document will be able to consult its page with all the details, whereas the non-users will have a link of download valid 14 days with accused of downloading.
This method is significantly more secure (GDPR) and auditable than sending a classic email with sensitive attachments
This allows you to avoid overloading your mailbox with heavy attachments for people who do not have GoFAST accounts.
Choose the recipients by writing the first 3 letters of their name / first name (the system will propose you users); their name and photo will end up in the recipient bar. You can also cancel names by clicking on the small red cross next to their profile.
The subject is automatically generated.
The link to the document is also automatically attached.
Write your message and “Send”
The recipient will receive an email notification and will also see a small number next to the envelope in the GoFAST General Features Bar indicating that they have received a new message.
It will be the same for you when you receive a new email message via GoFAST.
So that non-users of the platform can also have access to certain documents, the links attached to the mail can be used for 15 days. Once the document has been uploaded, non-users can view it immediately.
Example of mail / notification received in your normal mailbox, inviting you to click on the attached link to view a document. With the message for non-users of GoFAST (who do not have a GoFAST account) indicating that this link is usable for 2 weeks from the date of receipt of the email.
Creation of a document publication¶
This option consists of copying a particular version into another space, possibly turning it into a PDF file to make it unmodifiable.
The advantage of doing a publication is to keep the original version in Word / Excel / Power Point linked to the published document (usually in PDF), even if the publication is located in another place.
So you can have 20 working versions of an Office document within a service with comments and publish only final version without comments for all other users.
You can choose where the publication of your working document will be and where it will appear just in PDF. Tick the appropriate option for location you want for the publication. And “Validate”
Then in the metadatas of this document, you will see that it has become a publication and the locations of the publication in relation to the original document.
The published document has a name ending with _PUB
You can delete a publication in the same way, this action will only delete the published document (PDF) but not the original document (Word / Excel / Powerpoint).
Archiving of the document¶
This option makes the document invisible in the search unless you specify the “include archived content” option, without it being completely removed from the GoFAST. And as a result, you can not work on it anymore.
Now the document will have “archived” status and all minor versions will be deleted.
A message asks you again if you are sure to archive, if yes, press “Archive”
Once the document is archived, it will appear in the metadatas that you can just read it => “read only”, and its status is “archived”. No more changes are possible on an “archived” document.
Furthermore, when you want to view a document, you see an orange message telling you that it is in “archived” status and that if you want to rework it, you have to ask the administrator of the group to unarchive it.
You can reverse the process and unarchive the document to make it active again.
Click on “Unarchive”
There is no longer any message in the metadatas, and the state is normal or original again.
You can also see the status of your documents in the tab “Activity” of the group, in the box “Contents with State”, provided that its state has been saved in the metadatas (see § on the metadata of a document p.106)
Deletion of the document¶
Deletion of a document from GoFAST removes it from all views permanently, so be careful !!! if you delete it in one place and it is multifiled/shared, it will be deleted everywhere.
Only the author of the document or the administrators of the space where the document was located will be able to restore it in the case of erroneous deletion; the document is still accessible for 90 days before disappearing permanently from the system.
Addition of the document to favorites¶
Addition of a document to favorites allows you to create shortcuts to reach this document easier at any time.
When you click on the “Add to favorites” option, in the contextual actions of the preview, a green message appears in the upper-right corner, confirming that the content has been added to your favorites.
The next time you want to access this document, simply go to the star in the GoFAST main menu to see a list of your favorite documents.
Click on your file to open it, or click on the trash bin to the right of your file title to remove it from this list.
A message in green will confirm its deletion from the favorites list.
Addion of the document to public favorites¶
You can do the opposite and remove it from public favorites, with the “Remove public favorites” option in the contextual actions of the preview.
Permalink of the document¶
The permalink of a document is its “URL” link, which you can copy and paste anywhere you want to refer to this document in one click. (in an email for example)
In the contextual actions of the preview, press once on the option “Permalink”, you will see a message in blue indicating that the link is ready to be copied elsewhere. Paste it where you want.
You can find the permalink also in the shortcuts from the activity feed. Click on the contextual icon menu under the file name to open the list of features, then click “Permalink” to copy the link.
Here is what it gives when you paste it: https://gofast3-integration.ceo-vision.com/node/4551
Just click on it to go back to the GoFAST and preview the document. (If you are not a member of the group in which this document is located, you will not have access to it, hence the advantage once again to multifile/share the documents in several groups).
Another shortcut to discover URL link of a document: on the last content viewed , select the document, right-click to open the window with the option “Copy link address”. Then paste the URL where you want.
Or open the document altogether on another tab / Window with the option “Open link in new tab / window”
Opening of the document location¶
When you preview a document, you can see the way, the path in the tree structure with the higher levels of folders and spaces. (framed in green on the image).
If you want to see the details of the tree structure and the location of the document that you are viewing relative to this tree structure, you can open the file explorer from the contextual actions of lhb going preview, by clicking on “Open the location of the document “.
Here is the kind of view you will have, where you will find your document and its location relative to the rest of the GoFAST tree structure.
From there, you can browse the tree structure, search for other documents, use shortcuts, …
Subscribtion to the document¶
See also “Your subscriptions”
Subscribtion to a document helps you stay informed about what’s going on in this document; you will receive a notification by email as soon as there is activity on this document: a modification, a comment, an update of the metadatas, …. You can choose the interval of these notifications (instantly, 2x / day, 1x / day, 1x / week, 1x / month).
Go to the contextual actions of the preview and click on “Subscribe”
A message in green, in the upper-right corner, confirms your subscription to this content.
To see your subscriptions and manage their intervals, click on the arrow next to your profile name and then on “Subscriptions”
You find the whole list of your subscriptions to spaces / groups or documents. You can choose the intervals in the column “Frequency”, by clicking on the small arrow, you will have the proposals of intervals, select those which you wish for each subscription.
In the same way, you can also unsubscribe whenever you want.
A green message will confirm your unsubscription to this content.
Comparison of two document versions (beta in v3.6)¶
To display the differences between two versions of the same document, you have the possibility to launch the comparison with the “contextual actions” menu.
In both lists, select two versions you want to compare:
Creation of the document main version¶
As soon as you make a change to a document with the “Edit Online” feature and save it, a new version of the document is generated (1.0 => 1.1, 1.2, 1.3, etc.), so-called ” Minor version. But you can overwrite these minor versions with a main version, that is, a new workbench (1.11 => 2.0).
Importance of main versions:
- If you are archiving a document, its minor versions will be deleted, only its last main version will still be accessible.
- Same if a document is deleted by mistake, only its last main version will be recoverable.
You can also add a comment to this new main version. It will be visible under the preview.
Finish with “Validate”
In the metadatas, you will see that the number of version changed (1.2 => 2.0 or 3.0, etc.), when the 1st digit changes, it is a main version. Otherwise it’s still a minor version.
You will also see a new comment with respect to the main version xx.
See also “Drag and drop a new version”
Deletion of the document minor versions¶
As noted above, for reasons of storage space and avoid overloading the platform unnecessarily, you can delete minor versions that no longer have any interest.
As long as you make a main version of it and no longer need to look at previous minor versions, there is no history problem.
A message warns you of the permanent and irreversible deletion of previous minor versions. If you agree, press “Delete”.
In metadatas, now you will only see the main versions of this document, minor versions will not be available any more.
Metadatas: info about documents¶
During the preview, you see a variety of information about the document you are ** previewing **: document type, size, format, category, author, language, version, location, etc
This information is very useful during search as it will help you to filter further your results.
The location corresponds to the spaces and files where your document is located on GoFAST (for example: in a group or an organization or your private area and / or folder).
The only file can be classified in several locations thanks to the Multi-filing and thus no more duplicate files, or errors of versions.
Categories and States¶
The categories correspond to the nature of the document content: template, guideline, article, PV, …
The status corresponds to the document “life cycle”: draft, to validate, validated, obsolete, archived, …
To change them, go to “Other” in front of “category” or “status”, the blue box “Edit” appears, click on it and choose the appropriate proposal.
Examples of categories and states:
If two documents have a common link, for example, if one document refers to another, you can put the name of the document linked to the original document that you are previewing here.
It’s a bit of another way to see hyperlinks in a document. Here you do not have to open the document where there are the hyperlinks, you can directly click on the linked document in the metadatas.
Put the mouse on “Other” in front of “Linked contents”, click on the blue box “Modify”, type the first letters of the document name that you want to link; the system should automatically offer it to you; click on the name of your document to select it and “Apply”
Thus, a document will be linked to your original document and you can click on its link to open it directly and move from one document to another in one click.
Remember to save by refreshing the document preview: click on the small red rounded arrows, circled in red on the image. A message reminds you in the blue box, in the upper-right corner of the screen.
Links to / Links from
We deliberately dissociated the wording of the “from” and “to” links for the possibility of modification.
A “link to” means: a link to other content, from the selected document (= which you are on). A “link from” means: a link from other content.
The link to a document can be modified from there, but a link from a third-party document can only be modified from this third-party document (not from the selected document).
It is on the observation of incoming and outgoing links.
You can add a link to an external web page with the URL.
So the documents will always be linked and you will be able to switch from one to the other in one click (like “Linked contents”)
This is the same principle as for other metadatas, when the blue box “Edit” appears in front of “External Links”, click on it and paste the URL you need. Then finish by pressing “Apply”
“Tags” are keywords that users can add to documents at any time.
These tags are useful in the following cases:
- to inform other users who review the document on the topic or specificity related to the document,
- to find certain contents easier because the tags are indexed by the search engine and give an additional weight which goes back to these contents in the result,
- To be able to filter a result of search by “tag” (for example: someone searches for “documentation” and another one filters with the tag “GoFAST”),
- To be able to subscribe to these tags to be notified of the documents activity having this tag (each subscription to a “tag” can be parameterized by the user for its frequency).
- to be able to find files that are in other formats than text (for example: images, video, PDF images, etc.)
To add or remove a “tag”:
- Go to the “tags” level with the mouse and the “Edit” button appears,
- Click on the “Edit” button to open the tag modification popup,
- To add a tag, start typing the word you need and suggestions will be offered,
- To remove an existing tag, simply click on the small cross at the tag.
Subscribe or unsubscribe from the “Tags”:
The subscription makes it possible to be notified on the activity of the contents according to a thematic or a specific subject (for example: you are a member of a workspace, but instead of being notified on all the activity of this space, you make the choice to be notified on the documents which have precise tags). On the page of a document, to subscribe or unsubscribe from a tag, click on the small subscription icon. Then, it is possible to set the frequency of its notifications according to the tags (in the menu of the user profile, entry “Subscriptions”).
A message appears in the upper right corner, to confirm that subscription or unsubscription has been taken into account.
The subscription icon will appear in red in the tag if you subscribe to this term, and in blue if you are not subscribed.
It consists in giving a deadline to the document, that is, a reminder - notification, which is relative to this document on this date, will be sent to you.
It can be used for a contract with a deadline, a document that must be completed by the fixed date, …
To enter the date, click “None” next to “Deadline” and choose the date for the reminder. End with “Apply”
Importance of the Document / Content¶
You can report **the importance of a document* in the metadatas and its level: critical, high, normal, or low.
Go to the “Importance” of the level in the document’s metadatas, press “Edit”, choose the level importance and finish with “Apply”
This metadata allows you to add a filter to your automatic search and … ..? (listing result?) (pending response CEO vision)
Author of the Document / Content¶
Identification of the document author allows you to know who to contact for questions and to add a filter during search.
If the file deposited on GoFAST contains an “author” metadata (ex: a Word file indicates in the document information that the author is “Christopher”), it will be automatically retrieved from the file by GoFAST and displayed on the document page .
Type the first letters of the name and the system will propose a list of users, select the name you need and click on “Apply”.
History and Document versions¶
The history indicates the actions that were made on the document, by whom and when: creation, modification, …
Just below the history, you can also see the versions of the document, that is, the number of the current versions and how many there have been before. Knowing that each backup of the document is considered as a new minor version (1.0 => 1.1, 1.2, 1.3, ….). On the other hand, if you overwrite the last minor version by a new version of the document (with the drag and drop for example), the system will ask you if you want it to become a main version (1.3 => 2.0) and therefore a new version work base.
The first version you create or put on GoFAST starts at 1.0.
Click on “Show versions list” to see the previous versions, you can even choose the type of versions (current, main or all), then click on the number of the version you want to open.
Languages and translations of the Document / Content¶
You can put the document language in the metadatas, so there is no need to specify the language in the document name. It also gives an extra filter level in the document search.
Go to the metadatas, down below, at the “Languages” level, press “Edit”, a small window opens where you can choose the language of this document, with the small roll that will give you a choice of several languages.
Finish with “Apply”.
Similarly, if the document exists in different languages (as is in the case for templates, guidelines, etc.), you can link the translations of this document together; then it will be sufficient to press the flag corresponding to the language you need, to preview the document in that language.
The first flag corresponds to the language of the previewed document, the others are the available translations. So in the example above, the document is in English (we see the flag + the language next to it) and there is a translation in French (we just see the flag).
To link 2 documents of different languages: click on the icon with the 3 horizontal bars in the toolbar of the preview, and choose the function “Edit translations”.
You arrive on a form where you can type the first letters of the document that you want to link, in the box of the language you need. In the example below, it is the French version that we want to add and link to the initial document.
Finish by pressing the blue square “Update translations”
You can link different versions of the same document that exists in multiple languages. And the flags corresponding to these languages will be found in the metadatas of the document.
The document basket makes possible to gather several documents without modifying their locations to perform various functionalities on the entire basket. The basket is accessible from the main menu, icon “3 bars” / “burger” then click on “Document basket” (from v3.6, otherwise it is in the menu of the user profile).
Add / remove documents in your document cart¶
- You can add documents to the cart:
- Through the menu “burger” (contextual actions on a document) on the page of the document, the thread of activity, result of research …
- From the file explorer “GoFAST File Browser” by selecting the desired documents and clicking on the “basket” icon
- It is possible to remove the documents from its document cart:
- Unitarily, by clicking on “remove from cart”
- All documents at once, by clicking on “remove all documents”
Possible actions from the document cart¶
- Mass management of the documents in the cart:
- Management of taxonomy (category, tags, status, language)
- Addition of locations to working documents
- Creation of a document publication from working document
- Sharing of the documents by mail
- Archiving of the documents
How to start a task process from the cart (Enterprise only) : The cart documents are offered when a new workflow starts, through the main menu.
It allows all documents to be associated with the process at once, which then can be removed individually from the process form.
To learn how to start a new task process, please refer to the documentation: https://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-guide-utilisateurs.html# workflow-process-of-stain-enterprise-only
DUA et pré-archivage des documents¶
La DUA ou la durée d’utilité administrative, est la durée pendant laquelle un document est conservé afin d’être consulté ou utilisé pendant la gestion d’un dossier ou à des fins juridiques. Une fois ce temps écoulé, il sera archivé de façon définitive ou détruit.
Ce processus est indispensable dans la continuité des actions administratives. Il est donc fondamental dans une entreprise de bien maîtriser le cycle de vie de chaque document et d’optimiser leur archivage.
GoFAST propose cette fonctionnalité importante et offre la possibilité de personnaliser une DUA selon la catégorie du document, la durée du processus de traitement et le sort final. Il est également possible de définir une liste d’utilisateurs qui souhaitent être notifiés quand la DUA sera atteinte.
Appliquer une DUA¶
Le déclenchement de la DUA se fera lors de l’application du statut “Pré-archivé” sur un document, à condition que celui-ci possède une catégorie associée à une DUA.
Une DUA peut être appliquée sur un document ou plusieurs documents d’un ou plusieurs espace(s) spécifié(s).
Pour déclencher une DUA sur un document, dans le bloc métadonnées de ce dernier, aller dans le champ « Catégorie » puis cliquer sur modifier.
Choisissez la catégorie qui correspond au type de votre dossier puis appuyer sur « Appliquer ».
Ensuite, aller dans le champs «État», appuyer sur «Modifier», sélectionner « Pré-archivé » puis cliquer sur le bouton « Appliquer » pour sauvegarder.
Une fois ce document est en état pré-archivé, son contenu et sa catégorie ne seront plus modifiables et la DUA est déclenchée à partir de la dernière date de modification de ce document.
Quand la DUA est atteinte, les différents utilisateurs associés à cette dernière seront notifiés.
Il est important de renseigner le couple ( Catégorie, État : Pré-archivé ), si l’un des deux est vide, la DUA ne se déclenchera pas.
Pour configurer une DUA, seuls les administrateurs de plateforme sont habilités, merci de vous référer à la documentation : https://gofast-docs.readthedocs.io/fr/3.8.0/docs-gofast-users/doc-gofast-administration-plateforme.html#configurer-une-dua-duree-de-l-utilite-administrative
File Editing and Office Collaborative Suite¶
Editing / editing of the document online¶
This function allows you to open a file for editing / modification without first saving it locally.
The “Office” type document will be opened with the application defined by default on your computer (for example: Office, LibreOffice, WPS). Note that on Firefox, each time you open the application you have the option to choose.
For content types such as PDF, Images, a small application must be first installed on the computer. Then you can open a PDF in Adobe or Foxit, sign it and directly save it to GoFAST.
If you are a standard user / contributor in your groups, you can edit documents, “edit online”, so changes which were made in the document will be saved directly to GoFAST and thus visible to all members of this group. . This is called synchronization.
Go to the menu of features / contextual actions of the preview and click “Edit online” …
The system asks for your password to identify you. Thus the system will be able to show who made the last changes (cf: history of the versions and the document in the metadatas).
Your username and password are the same as for login on GoFAST.
The document opens in Office and you can work there normally, do not forget to save (floppy disk) before closing the document to make sure the system has saved your changes.
Back on the GoFAST interface, refresh the page so that the preview of the document appears with the changes that have just been made.
You can see who did an action on this document in the history, in the frame of the metadatas, down below.
You can also see previous versions, by clicking on “Show versions list” at “Revisions in metadatas” level.
When you are editing a document (which you have opened online), other users who would like to open it will get this message while previewing it, above the metadatas “The document is being edited, you can’t change its metadatas”
And they will see a small red lock pad in the preview feature bar, with the picture of the user who is working on the document. By hovering over the icon, you can see the name of the other user.
Editing with Collaborative Suite OnlyOffice (Enterprise only)¶
GoFAST 3 brings a very innovative dimension and allows you to edit Office documents in a simple browser with other people simultaneously. You can work with several people at the same time on the same document.
Unlike GoogleDocs / Drive, you keep your Office formats and then can open the file directly with Office and you even do not have to change the format.
In addition OnlyOffice is in your datacenter limiting bandwidth requirements and ensuring total privacy.
A good quality network connection is needed
To start co-editing, go to the contextual actions of the preview and press the option “Edit with OnlyOfice”
If you want to co-edit the old Microsoft formats (.doc, .xls, .ppt) or OpenDocument formats (.odt, …) they will be converted into the equivalent formats .docx, .xlsx, .pptx). If you want a conversion as accurate as possible, do this conversion under Office or LibreOffice. Beware that some rare cases formatting can be lost.
This message appears, click “Continue”
Here is an example of a Word document opened with OnlyOffice for editing. It can be noted that a person is editing the document at the same time.
Make your changes then close OnlyOffice, you will be redirected to the preview of your document in GoFAST; once all people are released from OnlyOffice, a new version will be created; refresh the page with the small round red arrows, you will see your changes saved to the document.
You can use many features of Word, especially we recommend you to enable the review mode (bottom right), other contributors will identify your changes better.
When you’re editing a document with OnlyOffice (which you’ve opened online), other people who want to open it will get this message while previewing it, above the metadatas “The document is being edited, you can’t change its metadatas”
And they will see a small red open padlock in the preview feature bar, with the picture of the user who is working on the document. By hovering over the icon, you can see the name of the user who opened the document first.
OnlyOffice allows you to co-publish contracts, budgets, PowerPoint presentations in a much faster way than traditionally, everyone works in turn.
Document version management¶
GoFAST offers a document version management. It includes the setting up a history of all the modifications made on a document. Each saved modification, a savepoint is created from the current status of the document with a version number.
The purpose of this operation is to allow recovering an earlier version in case of any error or problem on a current version.
To return an earlier version, just click on the desired version number to download the document, then drag and drop it into the loading area.
By default version 1.0 is considered as the major version of the document. The major notion means that the document is finalized and ready to be published.
How to define a current version as a major version¶
To change a document being edited as a major version, go to the contextual menu of the latter, hover over the submenu “See more” then click on “Define as major version”.
How to change the source document into a major version during a publication¶
To change a source document into a major version during a publication, go to the contextual menu of this document, click on the “Create a publication” submenu. Then configure your publication and don’t forget to tick the box “Define the original document as a major version” then press the “Validate” button to execute.
Search engine operation :¶
All text content of documents (Word, Excel, PDF, mail, web pages, wiki, etc.) and their characteristics (metadatas) are indexed. You find precise information or a file by keywords, even approximate (plural vs singular, misprints, etc …) and without having to know the title. Approaching keywords are offered in case of unsuccessful search.
The search engine renders the result according to relevance:¶
A whole set of criteria is taken into account in the calculation of this relevance: the number of occurrences of the searched keywords, the locations of the keywords (ex: title of the file, of a paragraph in the document …), the dates of creation and modification (ex: recent content will be privileged towards an old document), the popularity of content (ex: often reviewed document will be privileged towards a document that has not been reviewed for months), etc.
List of the main formats supported by extraction / indexing:¶
- HyperText Markup Language (HTML)
- Vector files (SVG, VSD)
- XML and derivative formats (XHTML, OOXML, ODF)
- Microsoft Office documents (DOC, PPT, EXL, DOCX, PPTX, PPSX, EXLX, etc.)
- OpenDocument Format (ODF)
- IWorks Documents
- Portable Document Format (PDF)
- Electronic Publication Format (EPUB)
- Rich Text Format (RTF)
- Compression and packaging formats (Tar, RAR, AR, CPIO, Zip, 7Zip, Gzip, BZip2, XZ and Pack200)
- Text formats (TXT)
- Feed and syndication formats (RSS, Atom)
- Help Formats (CHM)
- Audio formats - in case there is embedded text, for example: lyrics (mp3, mp4, Vorbis, Speex, Opus, Flac etc.)
- Java class folders and archives
- Source code (Java, C, C ++, Groovy, etc.)
- E-mail formats (ex: eml, PST, MSG, TNEF)
Search of a document with keywords¶
The search bar is located in the main menu to be accessible at all times, from all pages of GoFAST. To search, just type the keywords you need and click on the “magnifier” button or “Enter” on your keyboard.
A search with 1 or 2 keywords will be expanded, while a search with 3 or more keywords will be more restricted. Indeed, with 2 keywords the search engine will offer content that have either 2 keywords or one of two keywords. While with more than 3 keywords the search engine will offer content that meets at least 75% of the search. So the more keywords there are, the more precise the search is. Therefore, it is advisable to enter few keywords if we are not certain of the search terms and on the contrary, enter more than 3 keywords if we know exactly what we are looking for and we are sure of the entered terms.
Advanced search with Boolean operators¶
By default, the search engine works with the notion of “OR”: if you enter 2 keywords the engine will propose the contents with the first keyword OR the other keyword OR the 2 key-words. Thus It gives a very wide search result, but sometimes it is necessary to narrow the search. Then It is possible to use the “Boolean operators” which are symbols to put before or after the keywords to indicate to the search engine how particularly to treat these keywords (ex: required word, to exclude, chain of exact words, etc.).
List of possible Boolean operators:¶
- AND: inserted between the keywords, allows to indicate to the search engine that all keywords must be found (ex: Memory AND Technique AND Features)
- +: added before a keyword, makes it required (ex: Technical Memory + Features) to indicate to the search engine that among the terms entered, some must be found in the document you are looking for.
- “…”: applied to a sequence of words, allows you to search for an exact expression (ex: “Technical Memory and GoFAST Features”) and thus to tell the search engine to exclude documents that contain its keywords if they are not exactly like in the entered expression.
- *: added at the end or at the beginning of a keyword, makes it possible to make it approximate (ex: Function*) and thus to indicate to the search engine to display the documents which contain all the terms which have as a root this keyword.
Review of the search result¶
To find out how GoFAST outputs a search result, please review the part: “The search engine outputs the result according to relevance”
For each displayed document in the search result, you can see:¶
- The icon indicating the type of document (text file, spreadsheet, PDF, image, video …) or other content (forum, Wiki page, user profile, Collaborative Space …),
- The title of the file (a click on it allows to go on the page of the document),
- The menu of possible actions on a document (icon with 3 small bars, to the right of the document title),
- “snippet” of text, which are extracts of the content with the searched keywords, make it possible to check if the document is the one you look for without requiring to opening it (if several extracts are found, it is possible to see the different snippets by using the pagination),
- A “preview” button that allows you to preview the document in one click (NB: some content do not allow it because they do not benefit from the preview)
- Key information about the content (date of creation / last modification, popularity …)
- Tags, categories, importance and states of documents.
Contextual search in a document:¶
The search result allows you to click on the keywords, which are put in bold, in the titles and snippets of the found contents. These words in bold allow a contextual search in a document: by clicking on a keyword in bold, you reach the page of the document with in the preview, the highlighting of the searched keywords and the possibility of passing them move from one to the next one. This contextual search saves a lot of time when looking for a particular item in a specific document or for quick reading.
Filter of the search result¶
When the keywords were entered, do not try to find the searched document quickly, GoFAST proposes many filters. The list of filters is conditional on the search result, for example: if there is no document of type PDF for the entered keywords, this format will not be proposed in the available filters.
Available groups of filters :
- Date of creation
- Date of modification,
- Type of the document (depending on the file format),
- Collaborative spaces
- Last contributor
Sort of the search result¶
By default, the search result ranks the documents by relevance according to the searched keywords (see “search engine operation”).
However it is possible to modify the sort to classify the contents by:
- Title (alphabetical order)
- Date of creation
- Date of modification,
- Type of the document
To sort the search result on a criterion other than the relevance, can display at the top of the contents list which correspond month well to the entered key words because the criterion selected for the sort premium.
Backup of the search criteria¶
With GoFAST, it is possible to manually save several predefined searches and relaunch them in one click if necessary. It will save considerable time. To save a backup, simply type the keyword in the search bar then click on the ” magnifier ” or click “Enter” on the keyboard. Once your research is validated and your filters are applied, go to the ” Current research ” pane and click on the diskette in the right corner, give a title to your research then press ” Save “.
To access saved searches, you have two options:
- In the search bar, on the right just move the mouse on the small arrow next to the magnifier, a list will appear containing the titles of saved searches. At this level, you can only access your search by clicking on the desired title.
- From the search block (Filters) in the “My Saved Searches” pane, in this area you can:
- Run your search by clicking on the “Title”,
- Replace the saved search with the current search by pressing the “Diskette”,
- Delete this search by going to the «Trash» button.
Strict search is a feature activated by default on GoFAST, it means that all the keywords entered in the search bar are mandatory and that they must be present in the documents listed in the search results. For each identified document, these keywords can be found either in its title, in its content, or in comments and metadata.
Note that keywords preceded by a dash “-” are excluded from the search. Example: “Meeting February 2019-Tuesday” (All documents containing the keyword “Tuesday” will be excluded from the results).
GoFAST File Browser File Explorer¶
Access to the GoFAST File Explorer¶
There are 3 ways to access the GoFAST File Browser:
- You can view the GoFAST file explorer from the main menu by going to “Space” and then to “Explorer”.
- You can display the GoFAST file explorer from the page of a space by clicking on the “Documents” tab
- You can unfold the file explorer block that is hidden on the left on each GoFAST page at any time
Find your way in GoFAST File Browser¶
The GoFAST File Explorer has 4 distinct areas:
- Task bar (horizontal area on the top)
- Structure block of the tree structure (vertical zone on the left)
- Main block showing the folder contents (widest area, right-center)
- Progress block (horizontal area at the bottom)
The various contents displayed in the file explorer are identified by icons according to their type or file format. Each type of collaborative area or your private area has a separate icon. The so-called classic folders are represented by “Folder” icons.
For a better readability, you can resize blocks 2, 3 and 4 as well as the column headers of the explorer.
In the main area on the first line, you have a button to go back to the previous location.
Drop files on GoFAST through the Explorer¶
To upload files from your PC to GoFAST, it is advisable to Drag and Drop directly into the desired space or folder.
The file (s) must be placed either in the main frame (area 2 on the screenshot above), or in the box on the left where the tree structure is (area 3 on the screenshot above).
Thus the dropped files are loaded and the progress is displayed in the horizontal zone at the bottom of the explorer. You can click on Pause, Cancel or Resume at any time.
The loading will be done only if you have the rights to drop contents in the respective space. While loading the files from the PC to GoFAST, do not delete or move the files on the PC side because to upload you must keep the original location, otherwise GoFAST do not know where to retrieve them.
Use of the GoFAST File Browser toolbar¶
The File Explorer toolbar allows you to do the following:
Modification of the way the contents are displayed¶
Creation of a new content in the selected folder¶
If you press the New button and then Folder, it allows you to create a new folder in that location. Then you just have to name it, then validate.
To create a new document in the location where you are, click New, and then select Document. Then you will be taken back to the form of the document creation with the pre-selected location.
Management of metadatas (taxonomy) and locations of one or more content(s)¶
To be able to click the Manage button, you must first select one or more folder (s) and / or content (s) in the main area of the File Explorer.
Once you have selected the elements, you can manage the visibility of the contents (according to your user rights) by clicking Manage Locations, or modify the taxonomy information.
Changes of taxonomy information are possible on: status, category, tag(s), and language. If you do not wish to modify all of these items, leave the field set on Do not modify. Then this information will be used in the filters of the automatic search to reduce the list of results.
Mass creation of a documents publication (v3.6)¶
It is possible to generate publications from a selection of working documents to share finished / validated versions into other Collaborative Spaces, without sharing all the history of the versions and comments of the working documents. Thus the publications are widely shared and the working documents remain accessible only in the Original space.
This feature is possible individually on the page of a document, but also in mass from GoFAST File Browser (from v3.6).
After selection of the documents you want, just click on Manage, and then click on Create Publications.
The form of publications management opens and you must check the locations where these publications will be shared. It is possible to ask to convert to PDF or leave the original formats.
Publications are a key feature for efficient and secure document management.
Mass archiving of documents (v 3.7)¶
It is possible to archive a selection of working documents.
This feature is possible individually on the page of a document, but also in mass from GoFAST File Browser (from v3.7).
After selection of the documents you want, just click on Manage, and then click on Archive.
Bulk sharing of documents by email¶
It is possible to send several files through Share by email.
This functionality is possible individually on a document page, but also in bulk from GoFAST File Browser.
After selection of the documents you need, just click on Manage, then on Share by email.
The email form opens and users (Gofast or external) must be entered.
Then the user will receive a notification listing all documents with a “Download documents” button, as soon as he clicks on it, he will be redirected to this download window:
The user will receive a notification as soon as the person has downloaded the document.
Add one/several document(s) to the cart¶
When you select one or more files you have the option by clicking on the icon (see below) to add them to your document cart.
This document cart performs actions on a selection of documents, such as launching a validation process (workflow). For more details see the section on Workflows and the Document Cart
Filter of the contents in a folder or space¶
This new feature will allow you to find your documents more easily. In the Filter bar (see image below), write the title of the document you are looking for, and the search will filter all the documents on the page of the space where you are.
Copy / Cut / Paste documents¶
Put cursor over the icons with the mouse, you will see the corresponding action displayed in a tool-tip under the icon.
Copy/Cut a document
The icon of the two superposed sheets (highlighted in orange here) allows you to copy the selected document to another location in the GoFAST, then you will have to press the last icon (highlighted in yellow here) when you want to paste the document to where you want to, right-click and “Paste”.
This process will duplicate the document in 2 different places on GoFAST and please note that having duplicates is risky because if someone modifies the document in one place, the other copied document will not be modified by him . You will end up with 2 documents of the same name, in different locations, with different versions.
BUT, GoFAST allows you multi-location of your documents without creating copies of documents. Multi-location is preferable (through the metadatas), so it keeps the same version of the document visible in multiple locations and avoids duplicates with different versions and always with the most current update. (= one document, one current version, a single permalink, in several places).
Cut/Paste a document
The same principle is for Copy / Paste, but here to move a folder to another location on GoFAST is to Cut and Paste. This time, use the scissors to cut (circled below in orange) and the penultimate black and white icon to paste (circled below in yellow).
This process, unlike the previous one avoids duplicates. There is only one version of the document in one place on GoFAST.
This is the same principle as dragging the document from one location to another in the tree structure. You can only Cut / Paste documents in GoFAST. You can not paste an external document to GoFAST, you must download it in advance.
Actions from GoFAST File Browser depending on the type of the content¶
In general, the allowed actions on the spaces, visible folders and / or files in the File Explorer remain strictly in accordance with your rights on the relevant space.
When you are in your File Explorer / GoFAST tree structure, you can also manage your documents with a few shortcuts through the right-click of the mouse, thus without having to go through the preview.
Just select the document (s) to which the feature applies
A right-click displays the contextual action menu for the type of content. Here are the various possible actions by type of content with the space administrator rights .
Actions on a single document¶
When you right-click on the document you need, a list of several menus are proposed (see screenshot). It will allow you a certain number of actions without having to go on the preview of the document.
Actions on the selected files or a folder (classic)¶
A right click on the several selected files, and several actions are proposed to you (in a restricted way compared to the action on a single file) such as:
- Manage the taxonomy
- Manage locations
To select several documents in the File Explorer you must select the first document at the top of your list, then hold down the “Shift” key while selecting the last document in your list.
This process is valid on: Windows, Mac, Linux
Management of locations (Multi-location = zero duplicate file)¶
Multifiler means to put the same and only document in several places on the GoFAST and thus to make this single version visible by several groups. This is an action of “Sharing” avoiding any duplication.
If your document is in your group and you want members of another group to see it as well, just add a location in the document’s metadatas.
Click on “Manage Locations”, and choose the different groups / spaces / folders where you want the document to be visible (check the boxes or click on the name of the space which is on the right in blue).
Finish with “Save”
Read the note in the box
You can go further in the tree structure by clicking on the small “+” in front of the names of spaces
When you return to the preview of the document, you will see, in the metadatas, the different locations where the document is.
Actions on a Space¶
Several actions are also available on a Space (see screenshot below).
Export of the document lists¶
Under the Administrator profile of the Platform , new menus appear such as “Statistics”. You will find this new sub-menu under your User Menu. This feature allows you to view the different statistics divided into 3 categories.
From this new menu, you see all users statistics, documents and space statistics. You must click on the “Documents Statistics” tab to access the menu that allows you to export a list of documents.
You choose subgroups and folders of which you want to export the document list. Once your choice is selected, an export is done in an Excel file.
Directory tree template¶
Creation of a directory tree template is a feature that has been implemented to allow users of the GoFAST platform to duplicate an existing template on other spaces to save time. This is mainly useful when the tree has a complex structure and includes several levels.
To get started, log in as a platform administrator and then go to Explorer.
Go to the “FOLDERS TEMPLATES” directory located in the left sidebar of the page (Structure block of the tree structure), then click on the “New” menu then “Folder”. You can create as many directories and customize your tree structure at your convenience.
Once your template is ready, just go to a directory in a space of your choice, click on the “New” menu then “Folders from a template”.
Choose your directory template, by ticking the folders you want to duplicate, then click on the “Validate” button.
GoFAST Iconology (Multifiling and Permissions)¶
In all areas of the platform, there are several common icons in the “Info” column of the main block. These icons give information about multifiling and permissions on documents, directories and spaces. The purpose of this display is to simplify the work of the user and to avoid unnecessary duplication of elements.
Below you will find the list of them and their respective meanings:
|Read only||You have read-only permissions, you can see all the contents of the folder / space but you will not have additional permissions.|
|Contributor||You have contribution permissions, you can collaborate on all the contents of this folder / space.|
|Owner||You can manage this content (editing, deletion) because you have creator rights on it.|
|Administrator||You have admin permissions, you can manage all the contents of this folder / space.|
|Shared||This content is in multiple locations but you do not have access to all of these locations.|
|Special category||You can only view and comment on this content as it has special permissions (archived, DUA …).|
Management of Collaborative Spaces¶
See also “Creation of a space”
Become a member of a space / group¶
Of course, first you need to have a GoFAST account. If you haven’t it yet, ask it to the super administrator or to another space administrator (now possible in GoFAST3). Then,
- the administrator of the group who created your account, adds you directly as a member of this group;
- also by making the request through the directory and the groups / organizations / spaces: you have the list of the collaborative spaces on the right (click on those which you want), thus you find them on the left and have the possibility to join them one by one by clicking on “Join” in each space box.
You will see a blue message appears confirming your request to join this group / space
Then you will find your requests in your profile.
Addition of members to a space / group¶
The account of the person must already exist, if it doesn’t, it must be created in the directory by someone who is skilled (the general administrator / ICT or another administrator of the space in question).
(see “Creation of a User” p.43 and “Creation of a User in a Space” p.52)
To find the administrators of a group, go to the “Members” tab of this group, you will see in the first line the administrators of the space.
If you have administrator’s rights of this space; when you are in the collaborative space in question (group or organization), go to contextual actions (3 horizontal bars), click “Add member”
Fill in this window with the name of the new member (enter the first 3 letters to have name suggestions), choose the role you give him (administrator, standard contributor or read only). You can also put a little word in the “Request message” text box to warn other administrators of this space about this addition and the reason. Finish by clicking “Add new member” in green.
When you return to the “Members” tab of the group, you see the names of the members (icon / photo) and in which role category they are.
Find / edit / delete a member in a space
- You can search for a member by typing the first 3 letters of their first / second name.
- Under the names of the members, you can change their roles; press “Edit Role”; the window for changing roles opens. Update.
- You can also delete a member of a group in this way. Press “Remove”
See also »Management of group members»
Creation of a user in a space / group¶
If you want to add a new user to GoFAST, you have to create an account.
Still in the contextual actions of a group, you can create a new user in this group / space, as long as you have administrator’s rights of this space.
This form opens, here you can search the LDAP, the Directory (AD) of the Organization (if the coupling has been done), and then some of the datas will be pre-filled; completed manually with the data of the new (external) user for whom you are creating this account.
Finish with “Save”
Management of a space / group members¶
Management of a group members means addition / removing of members, giving them a specific role (see: “Roles / rights of the space / group members” p.56).
This is a group administrator who can do that. The administrator being the one who created the group and the one to whom we entrusted this role (administrative assistant, N + 1, group leader, …)
If you have the rights to manage members of a group because you are the administrator, you must click on the arrow in the “ Spaces ” tab and then on “ Member Management ”; a page opens with 2 parts: “ Add a member ” and “ Update ”.
The first part “Add a member” allows you to add one or more members in a group at once. Select the members to add, by typing the first letters of their first or second names, the system will propose you a checklist; Then choose the group (s) in which you want to add them, and the role you want to give them (administrator, contributor or read-only). By default, they will be subscribed to this / these groups, so do not forget to choose NO under “subscription” if you do not want them to automatically receive notifications related to this group (s).
Finish with ” Apply “
The second part “Update” allows to manage users which are already members of this group, therefore you can delete them or change their roles.
Tick the group in question, a list appears, we see the names of the members and their current role in this group. Tick the members you want to change, choose their new role and “Apply”; or remove them from the group with “Remove access rights”
To cancel the action, click on the GoFAST logo in the upper left corner of the screen; you return to the homepage.
Roles / rights of a group / space members¶
There are 3 types of users according to the rights they have on the management of documents:
- The administrator of a group can do everything in the group: add / remove members, give them different rights, delete / add any document, create subspaces in this group, and all the basic features: download, edit, move a document, manage the taxonomy (= metadatas / information related to document), …
- The standard user can use all the basic features: download, edit, add / delete / move a document of which he is the author, manage the taxonomy (= metadatas / information related to the document), …
- **The “read only” user can just download the document or comment.
Management of a collaborative / group space¶
When you are in a space / group, here is the kind of datas you can see:
- **Homepage ** ;
- An “Activity” tab, where you have an overview of what is happening in this group;
- A “Statistics” tab, where you see the activity of active and inactive members, as well as space statistics;
- A “Documents” tab, where you see the documents and their tree structure;
- A “Calendar” tab, where you can set deadlines, reminders, …;
- A “Members” tab, where you see the members of the group and their respective roles
If there are users who have made the request to join this group, we can see it under this heading “Users waiting for approval”
You can manage your group thanks to the icon with the 3 horizontal bars, in the upper right corner of the group page, which corresponds to the features / contextual actions related to a group. However, if you are not a group administrator, some of these options will be invisible to you.
You can add a member, create a new user for this space, create a subspace, edit group data, archive this group, delete this group, unsubscribe or subscribe, join a discussion, …
The space tabs “homepage”, “activity”, “statistics”, “members” display elements related to the space on which one is located and whose title is indicated just above the tabs. However, the “Document” tab does not partition the user to this single space, but allows him to navigate to all the locations where he has access. It may happen that the name of the space above the tabs is not the name of the tree structure location where you are.
Addition of a subspace¶
Thank you for reading in the introduction the difference between spaces of type Organization, Groups, Extranet, … http://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-guide-utilisateurs.html #-the-collaborative spaces
It is possible to create new spaces in an already existing space or in an organization, which we will call “subspaces”;
Why do you need to create subspaces instead of simple folders? => To limit this new subspace access to a smaller number of members than the “parent” space
Only the super administrator or platform administrator can create subspaces at the root
In the contextual actions of the space (icon with 3 horizontal bars), choose “Add sub-organization or subgroup”
Then you can simply fill this page with the name of the new space, give a short description, possibly create a homepage, choose where it will be in the GoFAST tree structure and finish with “Save”.
It will be a new group / space that is managed like the others, where you will add members and files to share.
You can find these subspaces in your spaces; for example, here is a subspace of an organization, use the small arrows next to the names of spaces / organization to the level of your subspace.
It is advisable not to create too many subgroups if there is no need to manage specific rights regarding the content of this group; create folders that will remain visible to all members of the parent group.
If the subspaces / groups are not visible directly through the “Spaces” tab, another way to explore the sub-levels and their contents is to press the organisation logo (“Browse from ‘here’) to the right of the group name; it will take you to the more detailed tree structure of space (with its subspaces) and its contents.
Subgroup members will have access to documents / folders at a higher level (in the parent group), but parent group members will not necessarily have access to documents from this subgroup because the list of subgroup members may vary compared to that of the parent group members.
- Mr. X is a member of the “Support GoFAST” subgroup, surrounded in red;
- Ms. Y is a member of the “test_group” subgroup, surrounded in black;
- Junior is member of the parent group or root group “Groups”, surrounded in yellow.
All of them see what happens in the group-root “Groups” (circled in yellow), that is to say, the specific folders and activities to this group-root BUT Mr. X and Mrs. Y do not see what happens in their own respective subgroup (surrounded in red or black) and therefore nobody sees what happens in each other’s group. Mrs. Y (surrounded in black) does not see what happens at Mr. X (surrounded in red) and vice-versa. As for Junior (circled in yellow), he does not see what happens in the (sub) groups of Mrs. Y and Mr. X, unless he becomes a member of this / these subgroups too. => new groups and subgroups = higher level of confidentiality and opportunity of different members from one group to another.
Another way to explain, with the tree structure:
I am a member of the “_Support GoFAST” group which is a subgroup of the “Groups” space. So I have access to all folders that are in ” _Groups ” and ” _Support GoFAST ” (name preceded by an underscore = space / group).
However, I do not see the subgroup “test_group” in the tree structure because I’m not a member.
I know that it exists because it’s in the visible spaces from the menu.
And if I click it from the menu, I will arrive on the page of the group “Test_group” but I will be refused access to its contents.
I will have to ask to become a member if I want to see the content and work on it.
Modification of a collaborative space/group¶
This feature allows you to modify information about an already existing group: you can change the name, description, homepage, and location in the tree structure (for example, change the parent space).
Repeat the contextual actions of a group (the 3 horizontal bars), choose “Modify” and change the data. Finish with “Save”.
Archiving of a collaborative space/group¶
Archiving of a group allows you to keep track of its contents and therefore not delete it completely from GoFAST. We can archive a working group which is no longer active, for example.
To archive a group: go to the contextual actions of the group (the 3 horizontal bars) and choose “Archive this space”.
A window opens asking you if you are sure to archive this space, confirm by pressing “Archive”.
The contents of this group will appear as archived and will no longer be visible while searching unless you put the search option “Include archived content”.
Only collaborative spaces of the “Group” type can be archived.
Deletion of a group¶
Deletion of a group means deletion of all its contents from GoFAST permanently! It will not be visible anywhere anymore. So think carefully before you want to delete a group, make sure it is empty for example.
Choose “Delete this space” in the contextual actions
Subscribtion or unsubscribtion to a group (see my subscriptions)¶
You can subscribe to a group to stay updated on everything that happens, and you will receive a regular notification informing you of actions in the documents of that group.
In the contextual actions of the group (3 horizontal bars), choose “Subscribe”.
A green message will appear on the right of the screen confirming the subscription to this group.
You can unsubscribe to this group by the same way . Which means that you will not receive any more notifications regarding this group and its content.
The same message in green confirms your unsubscription
See also “Your subscriptions”
Créer un Salon de discussion¶
Si vous êtes administrateur de l’espace, vous pouvez Créer un salon de discussion qui sera utilisable dans l’outil de chat temps réel Element. Tous les membres de l’espace seront automatiquement ajoutés au nouveau salon.
Management of User Lists (in v3.6)¶
User lists facilitate mass and automated management of Collaborative Spaces members and their roles. Thus, when a GoFAST user is added to a list, he automatically becomes a member of all spaces connected with that list.
Lists can also be selected during sharing documents by email (see Sharing of document by email: https://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-guide -utilisateurs.html? highlight = # cart-share the document-by-mail)
Creation / Modification of a user list¶
To create a list, click “Create” and then “User List” in the main menu. You are redirected to the form, now just fill in 3 displayed fields:
- Name of the list,
- Members of the list (enter at least 3 letters of the first / second name of a user to have suggestions),
The creator of a user list is an administrator of it.
To modify the elements of the list (name, description, members), just click on the contextual actions menu on the page of the list.
Addition / removal of a users list as a member of a Collaborative Space¶
Addition of a list to a collaborative area is like an addition of a unit user:
- Go to the space page
- Open the contextual actions menu
- Click “Add member / list”
The form for adding a member opens and you have to start entering the name of the list (at least 3 letters) to get suggestions.
To add a users list as a member of a space, you must be a space administrator.
The role assigned to each user in the Collaborative Space is the one checked when adding the list. If the user is a member of a space in several ways (through a User Lists and directly through his profile), it is the role that offers the most privilege that will apply. In this way, we avoid restricting the rights of a user who is already a member of the Collaborative Space.
Once the list is added to the Collaborative Space, it is displayed among the other members.
The Collaborative Spaces of which the list is a member are displayed on the page of the list, “Locations” tab.
View / Search of the User Lists¶
Directory of the Users list¶
To view existing lists, just go through the accessible directories from the main menu.
To go to a list from the directory, you can click the name of the list. You will be able to view the members and the locations of it.
Search of a User List¶
User lists are searchable via the search engine and can be used as a “format filter”.
The lists which a user belongs to are displayed on his profile page.
A subscription keeps you informed about what happens in a group or in a document; which means that whenever there is an activity in this group or in this document, you will receive a notification by mail, in which you can choose the interval (2x / day, 1x / day, 1x / week , …).
You can access your subscriptions using your name and manage them as you wish
If you see that you receive too many notifications in relation to a group where you are not very active and which does not interest you anymore, you can unsubscribe or choose a weekly interval for example. You will receive only one mail per week that will tell you what happened in this document or in this group.
To subscribe to a document, go to the document preview and click the last icon with the 3 horizontal bars, next to the title. A list of features opens, choose “Subscribe”.
(See Group Management / “Group Subscription” p.66 and Document Management / “Contextual Actions” / “Subscribe to Document” p.100 )
Workflows: Task Process (Enterprise only)¶
In this part of the documentation you will find how to view the current / archived processes, the tasks to be processed, but also how to start a task process from the list of available processes, in one or more documents by assigning them to GoFAST users ( including yourself).
In all cases GoFAST offers at least a “Document(s) Distribution” workflow that allows you to assign essential tasks in a very flexible way, to see the majority of document verification, correction, validation and signing of documents.
It is also possible to model specific, simple or advanced processes and in this case, their operation and associated forms may not correspond to certain parts of this documentation. To learn how to model a specific workflow, please go to the GoFAST forums (https://community.ceo-vision.com/).
1. How to start a task process¶
GoFAST offers two ways to launch a workflow:
- From the main menu, through a quick access to “Processes and Tasks”
- From the page of a document, through the button “Processes and Tasks”
In both cases, the icon that represents the workflows is:
How to start a process from a document page¶
To select a process and start it from the page of a document:
- Click on the “Processes and Tasks” icon which is at the top right of the document preview,
- A list of available processes will be proposed
- Click on the name of the process you need or on the icon “>”
Launching a process directly from the document page, the document is automatically related to the workflow in the form.
Fill out the form of task process to start it¶
When the desired process is selected, the related form opens and allows you to fill in the various necessary information.
The form is proposed and the fields to be informed, are totally dependent on the chosen process.
- Focus on the “Document (s)” and “Assignment (s)” fields of the form:
In the case of the standard GoFAST process, among the proposed fields there are the related documents and the people to be assigned.
To fill these fields correctly, it is necessary to start entering the name of the document or a user (minimum 3 letters), then click on the suggestion to validate your choice.
Whether for documents or assignments, you have the option to click on “+” to add additional fields, or on the trash icon to remove them.
Finally, to start the process and associated notifications, just click on “Send” (at the bottom of the form).
2. To be notified and to view the tasks to be treated and / or assigned to others¶
Sent Workflow notifications by email¶
Notifications are dependent on the launched process. For example, in the case of a specific process it is possible that the content of the notifications and their frequency are highly adapted to the respective business teams. Thus, the description below is based on the operation of the available standard process in GoFAST.
Each time when the process starts, the assigned people are notified and it also happens each time when a stage is processed.
- Thus the notifications indicate:
- the type of the launched process and the specific name entered by the initiator,
- the initiator of the process,
- the task we have to deal with and the other tasks of the process (with the status of the task),
- the stage of the process(ex: initiation or end of a task or end of the process),
- the date of start, processing and deadline of the start,
- title (s) and link (s) of the concerned document (s),
- the comment made at the time of start, then those added during of tasks processing,
Notifications related to Workflows and sent by email are not configurable by users because they are directly dependent on the started process. Thus it is impossible to unsubscribe from these notifications or change their frequency.
List of tasks to be processed and tasks assigned to others¶
In addition to the notifications sent by e-mail, each user has the possibility to view the list of tasks he has to deal with, as well as the tasks he has assigned to others. Users are also notified when a document they view is associated with a process.
In the main menu: a number appears on the “Process and Tasks” icon indicating the number of tasks to be processed.
On the page of a document: the “Processes and Tasks” icon is red when a current process is associated with it, showing the number of tasks. If there is no current process the icon remains gray.
To display the list of tasks: just click on the icon “Processes and Tasks” (either from the menu or the page of a document).
Then you have a separate tab for the tasks to be processed and another for tasks assigned to other users. In case if there are a lot of tasks, you have a pagination.
- This view allows you to see at a glance the key information:
- the type and the name of the process
- the relevant documents
- starting date and deadline
- the initiator of the process
- Possible actions from this task list:
- To go to the document (s) page of the process by clicking on the title of the document,
- To see the history of the current process by clicking on the “i” icon,
- To perform the task and see the history of the current process by clicking on the icon «>»
Process your tasks¶
From the list of tasks to be processed, simply click on the “>” icon to open the form and indicate that the task has been completed.
Click on “Send” (or other according to the task assigned to us) to save the processing of the task.
Depending on the process, it is possible to leave a comment (ex: standard GoFAST process). It is highly recommended to promote the collaborative work.
History of current and archived tasks and processes¶
Whether for current or archived process, you have the opportunity to view the details of the steps and made comments.
- This history is accessible:
- through the main menu
- from the page of a document
History of current processes¶
To view the history of actions in a current process, simply click on the “i” or “>” icon at the task level:
- the “>” is only displayed if it is a task that has been assigned to us (allows you to open the form to perform your task and to see the history of previous tasks),
- the “i” allows you to see the history from a task assigned to someone else (or to yourself, if you do not want to open the form).
History of archived processes¶
To see the list of archived processes associated with a document, go to the page of the document and click on the “Processes and Tasks” icon.
Once the Processes and Tasks window is open, go to the “History” tab. This tab displays a list of all archived processes associated with the document.
To see the details of an archived process, simply click on the “i” icon at the process level.
GoFAST incorporates a dashboard to display all workflows created by the user as well as those assigned to him. To access it, click on the “contextual actions” icon in the main menu, in the drop-down menu click on “Workflows Dashboard”.
By default, in the section “Search results” all the processes in progress are listed.
Filter of search results¶
The Workflows Dashboard offers a filter with several options in order to search for a particular process. To access it, press on the blue bar “Search workflows”.
The search is done with one or more criteria :
- Process title: Full name of the process.
- Started after : Date after the the beginning of the process.
- Deadline before : Deadline before the end of the process.
- Workflow type : It is possible to sort with two types of process “Document broadcast” and “Document broadcast subprocess”.
- Workflow state : Two states are available: “In progress” and “Finished”.
- Started by: This field allows you to enter the name of the user who started the process (List of available proposals).
- Associated documents: Document (s) linked to the sought process (List of available proposals).
- Associated users : In this field, you can enter the users assigned to the various actions of the sought process (List of available proposals).
To start the sorting request, don’t forget to press the “Search” button.
How to view a process details¶
To view the details of a process, just click on its name in the Search Results. There are three available sections :
1- Tasks of the process
2- Documents in the process
3- History of the process
Management of collaborative tasks (Kanban)¶
For a better task management, GoFast offers an interface in the form of Kanban with a column and card system to organize the different actions to be carried out during a project.
Only one Kanban is available per space. Public spaces do not have this task manager.
To access this feature, go to the space page and click on the ” Tasks ” tab. The most classic configuration consists of 4 columns: Start, In progress, Finalization, Completed or Canceled. To create a card click on the ” Add a new Card ” button.
Enter the title, the description, the related documents, the deadline date, the manager, then the participants and finally press “Save”.
Once the card has been created, you can modify the previously entered information or add more elements by clicking on the concerned field.
- Status: The card can have three possible statuses (To be processed as a priority, In progress, Completed).
- Todolist: In this section you can add several actions to be completed by a deadline. Each action can be assigned to a team member.
- Comment (s): Here you can share remarks and suggestions with participants.
- Display the detail: Display the audit of the card actions.
- Close or delete: deletion is only enabled for space administrators or the card creator.
In the Todolist section, team members can indicate the completion of the actions by checking the boxes adjacent to the titles. They can also modify the information of an action (Title, assignment, deadline) or delete it.
Cards can be dragged and dropped from one column to another one depending on the progress of the actions carried out.
It is also possible to customize the columns, by adding new ones, renaming or deleting existing ones. To add a new column, move to the right of the board and click on the “Enter the column title” field, enter the name and press “Add column”.
To delete or rename a column, just click on the icon located in the top right corner of the column, then choose the desired action.
- Deletion of the column will erase all the cards it contains.
- This action is irreversible.
Finally, to move a column, you will have to drag it to the desired location and then drop it.
- Who can add / rename / delete / move columns? Space administrators.
- Who can create / modify / move cards? Space administrators and contributors.
- Who can delete a card? Space administrators and task creators.
- Who can comment on the cards / validate the checklists (Todolist)? Space administrators, contributors, and read-only members if assigned to the task / Checklist.
|Notifications||Responsible||Participants||Assigned to actions|
|Action creation (Checklist)||X||X||X|
|Card Deadline date||X||X||X|
|Deadline date of the Checklist action||X|
GoFast provides a search bar to filter the cards, it is placed above the columns in the Kanban. The search is done only on the title of the card. Just type in its name, the relevant card will appear in the board and all the others will become invisible.
The general forum, which is for all GoFAST users, allows you to share information and ask questions about the tool and its use.
At this level you will find the introduction video of GoFAST (version 2.0), tutorials, user guides, document management guides, …
You can ask general questions and everyone can answer them. Similarly, the administrator can give you tips and tricks through this channel as well.
You can also subscribe to this forum if you want to stay informed of everything what happens there.
Conversation/Chat/Instant Messenger (Enterprise only)¶
GoFAST includes a real-time chat/chat tool (based on “Element” formerly Riot) similar to MS-Teams and Slack. However, unlike these 2 competitors, you know completely where your data are stored, in a sovereign data center or in your data center depending on the GoFAST option chosen.
“Element” / Matrix is the technology retained by the French State (Tchap) and Thales under the name Citadel.
The conversation tool allows person-to-person discussions or chatrooms bringing together several people around the same topic. These exchanges can be text messages or audio/video conferences.
A chatroom is normally associated with a space or subspace.
It is the space administrator who can decide to associate a chatroom with a space.
In addition, this “Element” conversation tool can also be installed on your smartphone (Android, iOS / iPAD) and as an application on PC, MacOS and Linux. See https://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-emploi-avancee.html#messagerie-instantanee-chat-conversation-sur-mobiles
“Element” is separated into several zones, the upper zone is reserved for conversation between 2 users, the lower zone for chatrooms where you are a member.
To create a chat with a specific user, you must click on the + in the top area.
To select the chatroom, all you have to do is click in the corresponding circle, then:
- start typing text
- start a webconference (audio or video)
If in a chatroom you want to designate a particular user, start with @ then the first and last name of the person, he will receive a special notification
It is the chatroom administrator (therefore the space administrator) who must initiate the 1st webconference
Webconference (Enterprise only)¶
GoFAST inclut la technologie de Webconference opensource Jitsi, alternative à MS-Teams et Zoom mais avec Jitsi/GoFAST dont les données restent dans votre datacenter souverain. Il est possible de faire des webconferences à des dizaines de participants sans problème de qualité. Jitsi fonctionne aussi dans l’application Element pour Android et iOS.
Une webconference peut être créé de 3 façons différentes :
- A partir de GoFAST en faisant “Créer Réunion/Conférence” https://gofast-docs.readthedocs.io/fr/latest/docs-gofast-users/doc-gofast-guide-utilisateurs.html#creer-une-web-conference-reunion-enterprise-only
- A partir d’un salon dans Element
- Avec un lien direct à partir de Jitsi
EN COURS DE REDACTION
When you see a red number on the GoFAST logo, in the upper left corner, next to the GoFAST address, it also means that you have one or more new messages.
Click on the envelope
You see the list of messages, the participants (senders and recipients), the date and time of sending and the trash to delete it.
If you click on the envelope, a red pin appears, which sets the window with the messages. To unblock, click elsewhere on the black menu bar, so the window with the list of messages will close.
Click on the title of the message to open it.
When you open the mail, you find information such as the sender (with his photo), the date and time of sending, the sent message and the ability to respond with the same options as in Word. Finish with “Send message”
You can not add or delete a participant during a conversation, which means that if the mail exchange starts between 2-3 people, you will not be able to add / delete a participant during your exchanges / responses. Thus it is impossible to transfer a message either.
The mail service on GoFAST should not replace your traditional mailbox (Lotus, Outlook, …). It is especially useful for chatting directly on GoFAST between users without having to go from one mailbox to another and to be able, through the preview, to send a document directly (its GoFAST link) by email.
(See “Contextual actions of document preview” / “Send by mail” p.88)
Creation of a new message¶
To create a new message / Email, go to the envelope icon on the top black bar. Then click on “New message” in blue.
Write the first 3 letters of the user’s name to whom you want to send the mail (this one must be a GoFAST user), and the system will propose you a list of names to select.
Give a title to the mail, write the content and send
Favourites and Last viewed content¶
Last viewed content¶
This small window, which is visible almost on all pages, on the right of the screen, allows you to see the last 10 documents that you have viewed / opened. It serves as a shortcut, you just have to click on the title to open the preview .
It is also possible to see this view from the navigation bar of the GoFAST:
Access to Favorites¶
You can see a list of your favourite documents / spaces / folders by clicking on the star on the black bar of the main menu. A red pin will appear, which sets the window with the list. To unblock the list, press elsewhere on the black bar.
When you add a favourite to your list, there will be a green message on the right side of the screen that will signal you to add the favourite.
(See “How to add a favourite” in the contextual actions of the preview on page 95)
Starting with version 3.6.1, Gofast has a convenient dynamic Dashboard. The latter allows quick access to the most requested elements.
There are two ways to access it:
- From the main menu, click on the contextual actions then “Dashboard” in the drop-down menu.
- From the “Activity feed” page, by clicking on “Dashboard”.
The latter has 6 blocks :
Private space and profile¶
This block is static, it allows you to access your private space, view your calendar, manage your profile and your subscriptions.
Your main space (CEO-Vision)¶
In this block, you can view the main space of your choice. You will have access the documents of the latter and its associated calendar.
To do this, go to your profile then click on “Account settings”, scroll to the “User information” section then select the desired space in the ” Main organization ” field . Don’t forget to save by pressing the ” Save ” button at the bottom of the window.
Only one main space can be displayed in this block of the Dashboard.
This block retrieves all the shared news created from the ” Activity feed ” page.
To create a memo, go to the “Activity feed” page, click on “Share the news”, enter your text then press ” Send ” to share or ” Cancel ” to stop the creation.
To delete a memo from your Dashboard, go to the “Activity feed” page. You can also pin its content.
the memos are shared in public. All people registered on the platform will have access to this information.
My favorite spaces¶
This block allows you to list the favorite spaces for quick access. It is also possible to pin other spaces or remove them from favorites from the block.
To add one or more favorite spaces, click on the button + ” Pin a new space “.
Type the first three letters of the space you want to bookmark. A list of proposals is displayed, select the searched name. Once you are done, press ” Pin to dashboard “.
To remove a space from favorites, click on the button to the right of the title then press ” Remove from favorites “.
A confirmation message of deletion is displayed at the top right of the window.
You will notice that the space is still pinned on the block, it does not mean that the action did not take place but as a precaution in case of error, you can restore this space by clicking on the same button then on ” Add to favorites “.
However, if you refresh or exit the dashboard page, the deletion is done permanently and the space will no longer be visible in the block.
My favorite content¶
In the “My favorite content” block, you can pin the favorite documents. To add one or more content, click on the Plus icon to the right of the “Pin new content” block title.
Enter the name of the desired content in the search bar, then make your choice and finally press the “Pin to dashboard” button.
Pinned documents can be previewed, edited, shared, archived and commented directly from the dashboard.
Search of a Collaborative Space¶
To search for Collaborative Spaces through the directory, go to Directory in the main menu, then Organizations, Groups, Public or Extranets. You will find the tree structure of existing spaces, which you can join by clicking in the boxes (then a request is sent to the business administrators of the Space).
Search of a User List¶
To search for User Lists through the directory, go to the Directory in the main menu, and then click User Lists.
Search of a user¶
To search for a user you have the choice between typing his name in the search, or go through the “Directory” / “Users”. You will see the whole list of GoFAST users with their “business card”.
You can filter your search by name and alphabet or organizations / groups / spaces
You can directly send an email or call the user through his profile. You can also send him a request for “relationship”, which allows to contact / see the shortcut of this person even if he is not a part of your collaborative spaces.
You can see the news (same as on the Intranet) through this logo (Flux) on the black bar of the menu.
Reports & statistics¶
“Statistics” Tab in a Space¶
In the Statistics tab, you can choose the information that you want to find graphically and for a selected period.
There are two available sub-tabs :
- Sub-tab “ Member statistics ” allows you to view information relating to active and inactive members, new and connected members.
- Sub-tab ” Documentary statistics ” allows you to view all information relating to documents by category, status and importance.
The GoFAST platform can also be accessible from any medium, smartphone or tablet.
We offer a simplified version of the platform for ease of use, here are some examples of screens that you can find in your “pocket” :
3. The file explorer / GoFAST File Browser¶
5. Search Engine¶
6. The calendar¶
Advanced use (signature, mobility, …)¶
The aim of a separate guide is to provide instructions for configuring the third-party software that works with the GoFAST platform to leverage the platform use and power
The additional tools allow doing:
- Complementary tools in mobility
- A GoFAST synchronization with a PC to work in “disconnected” mode (DropBox type)
- Access to GoFAST from mobile devices (tablets, …) by file explorer
- Visualization and / or online edition of Office documents on tablet
- Instant messaging (“chat”) on mobile phone
- Videoconferencing on the mobile phone (in browser for now)
- Scanning tools (smartphone, copier, …)
- Electronic signature tools
You can find this guide here: http://gofast-docs.readthedocs.io/en/latest/docs-gofast-users/doc-gofast-use-avanced.html
Annex: Some useful practices¶
Even if GoFAST requires a little change in routine, it is important that many people make the effort to change. The gains in time are very important, then everyone is a winner!
Objective 1: How to reduce the number of emails between colleagues and partners
- I no longer send emails with attachments, but I put a comment on the document on GoFAST, everyone will receive a notification.
- in many cases the attachment is already out of date when your recipient receives, furthermore attachments encumber messaging.
- I do not send emails with attachments to my contacts who do not have a GoFAST account but I use the “Share by email” function
- I do not write a document “each one in turn” any more but I use the OnlyOffice co-edition
- It helps to save time and limit errors, avoiding the need to combine sections written by each
- I do not send task requests or validation by mail any more, but I use the ‘’ workflows ‘’ (task process) for review, validation, signature, etc. => everyone is notified, everyone knows their tasks and deadlines.
- I use forums for my questions / answers instead of emails => everyone shares his knowledge.
Objective 2: How to save time searching for information, files and other content
- All contents (same cells of a spreadsheet, ….) are indexed (indexation “full-text”) and the search engine is considered as one of the most powerful
- I earn up 30% of my time (source IDC: 30% of executives spend their time looking for scattered content and duplicate)
Objective 3: How to stop the duplication of files and other contents
- I do not keep files on my PC or mailbox any more, the documents are centralized and accessible according to the rights of users.
- I do not copy a document in several places any more, I use the function Location / Visibility which allows the same document to be seen in several spaces.
- No matter the space, everyone will have the correct version
- I do not create one file per version any more
- GoFAST version is automatic and all versions are accessible at any time.
- I have access to my working documents anywhere and I do not need local copy or paper version (online access on Tablets and Online / Offline on PC).
- I share information with my customers and suppliers in the GoFAST Extranet and thus they have access to the same documents and no duplicates any more, which become obsolete quite quickly.
- I do not store my documents in the mail any more because a simple drag and drop is enough to transfer them to GoFAST.
Objective 4: How to control the process of processing, validation and signing of documents
- Informal processes or paper-based procedures, which are often ineffective, are modeled in GoFAST => thanks to the circuits of predetermined tasks , you can control the various business processes.
- I do not have to look for deadlines in my emails any more, they are clearly indicated on the processes and I am reminded by notification.
Objective 5: How to reduce paper volume
- I scan paper documents (contracts, invoices, letters, etc.) and send them directly to the GoFAST platform where they will be full text indexed immediately.
- I transform paper forms into electronic documents and distribute them effectively (target a group, automatic reminders, track of actions, etc.) and I export the data into a spreadsheet.
- I electronically sign PDFs with a secure certificate instead of printing them to sign and re-scan.