Manual

September 25, 2020|Yuliia Pnivchuk

1Registration and Login

1.1Registration​

There are two ways to register for SMASHDOCs:

  1. Registration​ via the SMASHDOCs homepage
  1. Registration via invitation link

Login page with button "Create a new account" highlighted

After clicking "No account yet? Create a new one!", the user is asked to enter his personal data.

Registration page highlighted

Having completed the registration form by agreeing to the terms of use and clicking on "Create your new account", user gets a verification link via e-mail. Only after following this link user's profile is fully activated, hence SMASHDOCs can be used to its full extent.

If a user was invited to SMASHDOCs by another user, he gets an e-mail with a link. Following it the user reaches the registration page. In this case it is not possible to register with a different e-mail than the one received in the invitation e-mail.

2Login

A user needs to complete registration as described in the previous chapter to log in to SMASHDOCs. In order to log in the user has to enter e-mail address and password on the SMASHDOCs homepage and click on the login button to access.

3Organizing documents

3.1The document list​

(a)My documents

The document list is the first interface user sees after the login. It shows an overview of all documents that he created himself or participates in. If user is new to SMASHDOCs, first thing he receives is a guide about our city of residence Munich in order to get acquainted with SMASHDOCs format.

The document list (example) highlighted

The following information appears for every document:

  • Bookmark including due date (if activated)
  • Status (Draft, Review)
  • Filename of document
  • Last update
  • News symbol (only displayed if there are changes in the document unseen by the user)
  • Unopened symbol (only shown if the document has not been opened before)

When selecting a document from the list, it opens in a new browser tab.

You can create new documents by clicking the green plus-button on the downright corner of the page. For further information about creating documents, please refer to chapter 4 of the manual.

(b)The editing status

A document can have different editing states:

  1. Draft mode.
  1. Review mode.

(i)The draft mode​

Documents in draft mode can solely be accessed and edited by the creator. The system does log changes to the content if a user presses the blue button "Track changes" in the top header of the document. This button is only visible if there is 1 active user in the document including all deactivated users. Other users can neither read nor edit the document. To add further users to a draft document, the creator has to share the document for review by pressing the green "Share" button in the top header of the document.

Buttons for "Share" and "Track changes" in the top header of the document highlighted

(ii)The review mode​

In review mode, all content changes are tracked, documented, and displayed in the change view. The creator can grant other users access to the document and confer different editing rights (see also chapter 6).

(c)The context menu

User should move the cursor over an entry in the document list to display the context menu on the right side.

Context menu icon in document list highlighted

Depending on the document editing state, the user's role, and further permissions the options displayed in the context menu vary for each user.

The context menu of draft documents holds the following options:

  • Open
  • Compare
  • Edit
  • Move
  • Duplicate
  • Move to trash

Context menu of a document highlighted

NB. User can only edit the meta data of a document if he has administrator rights.

(d)Delete documents completely in the system

Authorized users can also delete documents in review mode completely from the system.

The document can be deleted immediately as well as after a specific time. The standard deletion period is the time between the start of the final deletion process and the final deletion date. It is configurable individually per system by a system admin, the default being 15 days.

A document admin can start the final-deletion process for a review document by selecting the option “Delete completely” in the context menu to the document. This option is only visible for document admins.

Button "Delete completely" highlighted in the context menu

A modal dialogue appears where document admin can define in which way the document shall be deleted:

  • after 15 days (with the possibility to download the document within this time frame)
  • immediately (without the possibility to download the document anymore)

Options for final deletion of a document highlighted

When proceeding with document final deletion option "After 15 days", document admin can also type a short message for active users in the document that is about to be completely deleted.

Modal dialogue for input of a short message for active users in the document to be completely deleted

Same option is available for document admins that chose to delete the document immediately.

After starting the final-deletion process, relevant users are being notified and all active users in the system can see which documents are in the final-deletion process. Also the option “Delete completely” will no longer be provided in the document context menu and the document will be moved to trash for all users in the document.

After clicking on the "Send" button, all active users in the document receive an email with the following information:

  • for option "After 15 days"

E-mail for final document deletion option "After 15 days"

  • for option "Immediately"

E-mail for document final deletion option "Immediately"

The system also automatically sends reminder e-mails to all active document users regarding the upcoming deletion. Default setting is:

  • 5 days after starting the final deletion process
  • 10 days after starting the final deletion process
  • 14 days after starting the final deletion process

This setting is configurable and system admin can define the number of reminder e-mails and the day when they shall be sent after starting the final deletion process.

After a review document has been finally completely deleted from the system, all active users are informed about the deletion with a confirmation e-mail.

Document and system admins can see a list of all documents in which they are involved and which are in the final-deletion process under the tab “Will be deleted completely” on the home page.

The list shows the following information:

  • Name of the document
  • Name of user which started the final deletion process
  • Final deletion date
  • Remaining days till complete deletion

Tab "Will be deleted shortly" highlighted

A document admin can cancel the final-deletion process. To do so, he should select the option “Cancel final deletion” in the context menu of a document. This option is only visible for documents that are marked for final deletion.

Option "Cancel final deletion" highlighted in the context menu

A modal dialogue appears where the document admin can type a short message for all active users in the document, .e.g. to explain why this document won’t be deleted.

Window to type short message for users about cancellation of document deletion

After canceling the final deletion process,

  • the option “Cancel final deletion” will no longer be displayed,
  • the email will be sent and

E-mail about canceling the final deletion of document highlighted

  • the document will no longer be displayed in the list of documents marked for final deletion and moved back to "My Documents".

A system admin, in contrast to document admin, can also find a specific document in the system by searching for the

  • name of the document and / or
  • the user who created the document

A system admin can also cancel the final deletion process of a specific document. The cancelation process is the same as described for document admin.

3.2View documents with news

The column on the left indicates if there are any news in documents by displaying a red number next to "My news".

Tab "My news" highlighted in the tab bar

"My news" only shows if there are unseen changes, pending decisions or unread conversations in review documents user contributes to. If none of the above criteria are met, the meter with number of documents containing news is not displayed. Documents with many changes do only count once.

The symbol for unseen changes is also shown in the "News" column of the document list.

Column and icon "News" highlighted in the document list

(a)View unopened documents

The column "Unopened" on the left also indicates if there are documents that the user got invited to, but has not opened yet. The red meter next to it shows the number of unopened documents.

Tab "Unopened" highlighted in the tab bar

As soon as the user opens a document, the status "Unopened" is adjusted automatically.

The symbol for unopened documents is also shown in the "Unopened" column of the document list.

Column and symbol "Unopened" highlighted in the document list

(b)Bookmark documents

User can bookmark each document in the document list that he created himself or contributes to.

If there is at least one document with a bookmark, "My bookmarks" is shown in the column on the left. The meter shows the number of bookmarked documents.

The symbol has different colors, depending on the status.

  • White: no bookmark set.
  • Yellow: bookmark set with/without due date (that has not been reached yet)
  • Red: bookmark set and due date reached or exceeded

When setting a bookmark, user can specify a due date in the input field that appears.

The due date can have the following properties:

  • Upcoming
  • Due
  • Overdue​

Different types of bookmarks highlighted in the document list

When a bookmark reaches its due date the meter turns red and so does the star symbol at the document.

Tab "My bookmarks" with at least one due or overdue bookmark highlighted in the tab bar

When there are only documents with upcoming due dates the meter is grey.

Tab "My bookmarks" without due bookmarks highlighted in the tab bar

NB: Bookmarks are only visible to the user who set them and can therefore only be changed or deactivated by that user.

(c)Bookmark sections in the document

Users can also bookmark sections in the document.

In this case, bookmarks' purpose is to distinguish particular sections as unique or easily findable. Therefore, bookmarks of sections do not have due dates to them in contrast to the bookmarks of documents.

To bookmark a section, you have to open the section menu, go to "Others" and click on "Bookmark".

Creating bookmark via section menu highlighted

Red star icons will instantly appear next to the sections you have bookmarked.

Red star icons near the bookmarked sections highlighted

After you have successfully bookmarked at least one section, the tab “Show all document bookmarks” will appear in the left tab bar. Under this tab, you can have an overview of the list of sections bookmarked in the document. Clicking on each entry will automatically direct you to the bookmarked section.

List of all document bookmark highlighted

To delete a set bookmark, go to the list of bookmarks and click "Remove bookmark". Alternatively, you can do the same set of actions as described for adding a bookmark, and remove it.

Option "Remove bookmark" highlighted

(d)Filtering the document list

User can choose between several options to filter your document in the upper right part of the document list:

  • All documents (All)
  • Documents in review mode (Review)
  • Documents in draft mode (Draft)
  • Documents containing news (News)

Filter highlighted in the document list

The number of the listed document adjusts depending on the chosen filter.

3.3Manage documents with folders

(a)The standard folder "My documents"

The "My documents" folder in the document list helps the user to manage and structure his documents within SMASHDOCs.

The standard folder "My documents" highlighted in the document list

This folder can neither be deleted nor renamed. It serves as standard filing for all documents that a user created or got invited to.

Within this folder, user can create new folders on different hierarchy levels to structure documents thematically, according to projects, etc.

The standard folder's context menu highlighted

(b)Add new folders and subfolders

Using the "My documents" context menu user can create new folders on the highest hierarchy level. Folders on lower hierarchical levels can be created accordingly via the 'subfolders' context menu.

A folder's context menu offers the following options:

  • Add new folder
  • Edit
  • Delete

Context menu of an ordinary folder highlighted

Two folders with identical names can be not created on the same level. In this case, a warning shows and asks to choose a new folder name.

(c)Move existing folders

User can move folders within SMASHDOCs via Drag & Drop by selecting the folder he wants to move and dragging it to its new position. If there are already folders on the same hierarchy level, the relocated folder will be alphabetically sorted into the structure.

Any subfolders move along with the relocated folder to maintain the hierarchy. Here again, it is impossible to move two identically named folders on the same level. In this case, a warning appears.

(d)Edit or delete existing folders

Once created, folders can always be edited or deleted. The folder context menu offers three options:

  • Add new folder
  • Edit
  • Delete

Folders with identical names are also not possible when editing a folder. When user deletes a folder, the documents contained are moved to the "My documents" folder.

(e)Move documents

You can also move single documents via Drag & Drop. Select an object from the list and drop it into the desired folder on the left.

3.4The search function

The search function can be accessed via the document list. Clicking on the magnifier in the page header opens the search dialogue.

The search function highlighted in the document list

The search function can also be accessed via "Search" in the column on the left side.

The search function highlighted in the tab bar

The search scans documents as well as folders and document tags for matches with one or multiple search terms.

(a)Filtering results by type

Using the filters on the left side of the search window, user can narrow down his search even further. The parameters available for the search are:

  • All (default setting)
  • Documents
  • Folders
  • Tags
  • Trashed documents

Search dialogue with selection "All" highlighted

(b)Folder paths of documents

Under each document in the result list user can see the respective folder path.

Display of folder path highlighted in result list

To directly open a folder and show all documents within, just click on the folder name in the search results.

(c)Searching for documents

To search for documents, enter one or more search terms. Documents that match those terms appear in the result list together with other types of results (folders & tags).

Click on the filter "Documents" on the upper right side of the search window to only show the document results.

Clicking on a document from the list opens it in a new tab.

(d)Searching for folders

Search for folders by entering one or more search terms. Folders matching those criteria appear in the result list with other types of results.

Click on the filter "Folder" on the upper right side of the search window to only show the folder results.

Clicking on a folder from the result list opens it in the same tab and shows all documents within.

(e)Searching for documents via tags

If a document got tagged, these tags are also shown in the search results. Selecting a tag not only shows the user all documents marked with this tag, but also a list of all tags combined with the selected tag. Another click on a tag from the list adds it as a search term and further narrows down the search.

You can delete a tag from the search terms at any time. The result list adjusts automatically.

Result list for searching via tags highlighted

4Creating and reviewing documents

4.1Writing a document

(a)Creating a new document

(i)Creating a new draft document

In SMASHDOCs a new document is always created in draft mode. The creator works on a document by himself. Changes of the content or document structure are tracked if a user presses the button "Track changes" in the top header of the document. In this mode the user works on the document on his own. For a short explanation of the different editing states see chapter 3.1.2 .

Modal dialogue explaining what "Track changes" means

In order to create a document, a user has to click on the green plus button on the downright corner of the document view and select "Write new SMASHDOC" from the appearing dialogue or use a shortcut (Ctrl + Shift + N) for Windows / (CONTROL + SHIFT + N) for Mac users.

Dialogue window for creating a new document with an option "Write document" highlighted

In this dialogue, you can enter the document's meta data.

  • File name (created automatically by the system, can be editing manually)
  • Document title (mandatory)
  • Subtitel (optional)
  • Description (optional)
  • Tags (optional)
  • Footer (optional)

By clicking "Create document" the new SMASHDOC is saved in the folder where it has been created and can be edited.

The core characteristic of a document in SMASHDOCs is that it is divided into different sections. This makes it easy for documents in review mode to make changes to the content, track them in the versions of a section and approve them.

Hitting ENTER in a draft document creates a new section. Every section has specific properties concerning formatting and outline levels.

The definition of every section's outline level makes it possible to create a document with a logical structure - at any time. Illogical structures within a document, like e.g. an inconsistent outline numbering are not possible in SMASHDOCs.

The formatting information let the user create sections with different properties such as headings or lists.

Documents can also contain images and tables. They do not have any formatting properties. Every image or table gets a number in chronological order, and the user can add image or table captions.

(ii)Importing a Word document into SMASHDOCs

Apart from creating new documents directly in SMASHDOCs, users can also import an existing Word file in .docx format into SMASHDOCs. Documents in .doc format are not supported.

After clicking the green plus-button downright in the document view user has an option to "Import MS Word document" in the appearing dialogue .

Dialogue for importing a MS Word document highlighted

In the following, you can either insert a document via Drag & Drop or browse for a document on your local drive.

Dialogue for importing a document highlighted

In a second step, the user can determine how an identified Word formatting template will be processed in SMASHDOCs.

By default, the option "Manual Mapping" is on. It means you can map WORD with SD styles and / or modify the outline levels for headings and numbered paragraphs manually. If you wish for SMASHDOCs to assign the styles automatically, deactivate the checkbox "Manual Mapping" before inserting the document.

In case no changes were made by the user, then SMASHDOCs automatically formats the respective sections accordingly to default settings.

Converting the formatting templates highlighted

In the next step the user can edit the document's metadata after clicking "Import " button.

SMASHDOCs creates a new document out of user's Word file, with all formatting attributes setted specifications (if they are technically recognizable and convertable).

Editing of the document meta data highlighted

Afterwards, you can edit the document as a draft and share it for review as you would do with a document created directly in SMASHDOCs.

(iii)Importing sdox file into SMASHDOCs

The procedure of importing sdox file into SMASHDOCs is the same as for importing Word document. To see the detailed guide, please go to chapter 4.1.1.2.

(b)Creating a text section

After establishing a new document, the user can easily create new sections.

A new draft document always holds one empty standard section.

The first section of a new document highlighted

A user can add content and write text by clicking into the empty section. Hitting ENTER creates further new sections.

The procedure of adding new sections to an imported document is the same.

SMASHDOCs automatically and continuously saves new changes in a document.

New sections do not have to contain text, but you can also save them as empty sections. In the document they are displayed as whitespace.

(c)Change to landscape format

To change pages orientation, go to the context menu of the text/image/table section, click on "Others "and choose "Change to landscape format ".

Option "Change to landscape format" highlighted

Once you have applied the landscape orientation, you will notice orientation separator "Landscape" on the top of the section. Please note that using the landscape format in a particular section will apply it to all the subsequent sections until you change it back to the portrait mode.

Landscape format and option to change to portrait format highlighted

Orientation switch is not visible in SMASHDOCs editor and gets applied only in the exported file. A particular case exists only for table sections. Those are still not being entirely displayed in the landscape format but are scrollable in the document via the horizontal scrolls meaning they get the full landscape width.

Table in landscape format

Also, once you implement the orientation switch to a table section, the next section automatically receives the opposite orientation switch if it has none.

Important: orientation switch is not visible in SMASHDOCs editor but the exported file.

SMASHDOCs supports landscape format for such export formats as:

  • Word
  • sdox
  • other formats upon request

Please also note that the option "Change to landscape format" in the document shared for review is available exclusively for users with roles "Suggestor", "Approver".

(d)Undo (Cmd + Z) / Redo (Cmd + Shift + Z)

If a user wrote something and made a mistake, he can erase (undo) it using either the Cmd+Z for Mac / Ctrl+Z for Windows = "Undo" shortcut or using Undo button in the toolbar.

Undo button highlighted in the toolbar

Undo action deletes the last change made by the user. The number of undos is limited only by the number of actions made during the session.

(i)draft sections

If you accidentally deleted your draft section, it can be restored by merely clicking the Undo button or using our Undo-Shortcut.

Moreover, deleted sidenotes, footnotes, images, tables while in the draft mode can be restored as well.

(ii)review sections

While in the review process, the changes can be undone only while staying active within the section.

Note: If leaving the editing section or clicking outside of it, making changes and then closing the document or program any changes that were made earlier cannot be undone.

Every undo action can also be redone using the shortcut Cmd + Shift + Z for Mac / Ctrl + Shift + Z for Windows or pressing the Redo button in the toolbar. Redo can be performed immediately after the previously undone action. The number of redos is limited only by the number of performed undos.

Redo button highlighted in the toolbar

(e)Magic Tabs

Every list item in the document has the option „Magic tabs». If the option «Magic tabs» is „on” in the document, the content of the list item starts at the next global grid tab. To turn on the “magic tabs” the user has to open the tab “Show document options” in the tab bar left and to put a hack in the small box right next to it. If the user unhacks the box the option “Magic tabs” will be turned off.

Activating "Magic tabs" provides the user with the possibility to organize the content in his lists according to global grid levels set in the document. See the differences with magic tabs "off" Image 48 and magic tabs "on" Image 49.

Magic tabs "off" highlighted

Magic tabs "on" highlighted

(f)SD Shortcuts

AlignmentWindowsMac
CenteredCtrl + Alt + CCONTROL + Alt + C
Left alignedCtrl + Alt + LCONTROL + Alt + L
Right alignedCtrl + Alt + RCONTROL + Alt + R
Justify textCtrl + Alt + JCONTROL + Alt + J

Shortcuts for alignment

Inline stylesWindowsMac
BoldCtrl + BCONTROL + B / COMMAND + B
ItalicCtrl + ICONTROL + I / COMMAND + I
UnderlineCtrl + UCONTROL + U / COMMAND + U
StrokeCtrl + DCONTROL + S
SuperscriptCtrl + Plus signCONTROL + Plus sign
SubscriptCtrl + Minus signCONTROL + Minus sign
TranscriptCtrl + TCONTROL + T
Small capitalsCtrl + 0 (zero)CONTROL + 0 (zero)

Shortcuts for inline styles

InsertionsWindowsMac
Insert footnoteCtrl + Shift + FCONTROL + SHIFT + F
Insert register markCtrl + Shift + ICONTROL + SHIFT + I
Insert side noteCtrl + Shift + SCONTROL + SHIFT + S
Insert weblink Ctrl + Shift + LCONTROL + SHIFT + L
Insert cross-referenceCtrl + Shift + RCONTROL + SHIFT + R
Insert page-break aboveCtrl + Shift + PCONTROL + SHIFT + P
Delete page-break aboveCtrl + Shift + PCONTROL + SHIFT + P
Set personal section bookmark Ctrl + Shift + BCONTROL + SHIFT + B
Share draft section for reviewCtrl + Shift + ECONTROL + SHIFT + E

Shortcut for insertions

Approve changesWindowsMac
Accept suggested changeCtrl + Alt + YCONTROL + ALT + Y
Reject suggested changeCtrl + Alt + NCONTROL + ALT + N

Shortcuts for approving changes

CommentsWindowsMac
Create commentCtrl + Shift + CCONTROL + SHIFT + C
Send replyTab + EnterTAB + RETURN

Shortcuts for comments

OthersWindowsMac
Create new documentCtrl + Shift + NCONTROL + SHIFT + N
Save new changes in review sectionCtrl + SCOMMAND + S
Don't save new changes in review sectionEscESC
Send announcement Tab + EnterTAB + RETURN
ExportCtrl + ECOMMAND + E
CopyCtrl + CCOMMAND + C
CutCtrl + XCOMMAND + X
PasteCtrl + VCOMMAND+ V
Delete paragraph decorator, bullet / numbered listShift + BackspaceSHIFT + BACKSPACE

Shortcuts for others

(g)Input of special characters

The special characters menu is located in the toolbar and is marked with the "Omega" icon. The standard list of special characters includes the Greek letters and symbols:

Standard list of special characters highlighted

Additionally, the list of special characters can be expanded with non-printing characters upon request, e.g. for publishing purposes. In comparison with special characters that are always being displayed, non-printing characters can be both shown and hidden. For this, click on "Show document options" on the left side of the document and scroll down to "Show invisible blank spaces". There you can choose the presentation of non-printing characters in the document:

  • as icon
  • no

Display options for special characters in the document

(h) Enter Unicode characters directly from the keyboard

Under Windows, any Unicode character with the corresponding codepoint table can be entered directly from the keyboard; e.g. for → (arrow to the right) key combination: Alt + 26.

On Mac, you can use the system extension "Keyboard overview", the clipboard (for example, from List of Unicode characters), or the SD special character table for input.

(i)Quick Start Menus

Quick Start menus mean one or a few groups of paragraph styles fixed in the tab bar with the default or custom icons. Usually, these include mostly used styles that therefore should be accesed easier and quicker.

Quick Start Menus are configurable for each system individually.

Two configurated Quick Start menus highlighted in the tab bar

(j)Zoom button

Zoom button enlarges the font size (text section, text in tables, image and table captions), while all control buttons remain unchanged. Default when opening / reloading a document is 100%.

Zoom button highlighted in the toolbar

Besides the zoom button in the toolbar, you can also use the key combinations "Ctrl + / Ctrl - " for Windows and "COMMAND + / COMMAND - " for Mac. For more shortcuts see Shortcuts in SMASHDOCs.

(k)Inserting an image

A document can also contain images. Currently, SMASHDOCs supports the following image formats:

  • PNG
  • JPEG
  • TIFF
  • EPS
  • PDF (the first page will be inserted as an image, other ones ignored)

There are several options to insert an image into a document.

Click into the section that you want to add the image below. Afterwards, click on the "Insert image" button in your formatting bar.

Button "Insert image" highlighted in the formatting bar

A dialogue box appears for adding images. A user can insert an image as follows:

  • Upload manually and search for the image in PC's file storage
  • Drag & Drop an image into the dialogue box

For manually uploading an image a user has to open computer's file browser by clicking on "browse" and search for the desired image.

For inserting an image via Drag & Drop, a user opens image from PC's file storage and drags it into the defined area within the dialogue box. SMASHDOCs uploads the image automatically.

After uploading a picture user can add an image title. After saving the image, the title appears below it and in the list of figures.

User can decide for each image individually whether to number it. Unnumbered images do not count for the ongoing numbering but still appear in the table of images.

If the numbering is active, users can choose the numbering level: first (1.), second (1.1).

Dialogue window "Insert image" highlighted

It is also possible to directly insert an image into the document by choosing an image from local file storage and draging it to the respective position in the document. SMASHDOCs automatically creates an image section and opens the window for entering a title.

If a user clicks outside the dialogue window without inserting or saving an image, the process gets cancelled, and the empty image section disappears.

Unlike text sections, image sections do not have any formatting or additional properties.

(l)Inserting a table

In addition to texts and images, users can also insert tables into a SMASHDOCs document. Just like images, user can create table sections either right under a selected section or create a new empty section that will be transformed into a table section. Also there is a possibility to create tables using the "Insert table" button in the formatting bar.

"Insert table" button highlighted in the formatting bar

A user can edit the table in the appearing dialogue window. It is possible to mark the first row and column bold as a header, adjust the table's overall size and add a caption.

Furthermore a user can adjust the formatting for every cell individually in the formatting bar on the dialogue box's upper margin.

Dialogue for creating tables highlighted

Right-clicking into a cell or double-finger clicking for Mac users opens the menu for adding, merging and deleting rows and columns.

Menu for adding and deleting rows and columns highlighted

Move one or more rows of columns by marking them and dragging them to their new position.

Like for images, table numbering is optional. Tables without numbering still appear in the list of figures.

It is also possible to process content from Excel tables in SMASHDOCs. Just copy the content in Excel and paste it in a SMASHDOCs table.

Like image sections, table sections do not have any formatting or additional properties.

(m)Inserting a weblink

With SMASHDOCs it is possible to integrate web links into documents. A user can add web links in text sections but not headings.

There are two ways to create a link: a user can either select text and link the highlighted text or insert a link without selecting text in advance. In this case, the link is placed at cursor's position in a text section and the user can define the link text himself.

Afterwards, click on the button "Add link" and then selects "Weblink" or use the shortcut (Ctrl + Shift + L) for Windows or (CONTROL + SHIFT + L) for Mac users. To find the complete list of all shortcuts click here 4.1.6

Button for adding a web link highlighted

Enter the respective link into the lower field of the appearing dialogue window. In the upper field, the user can determine how the link is displayed in your document. If you highlighted text when clicking the "Add link" button, this text automatically shows up in this entry field.

Dialogue for editing the weblink highlighted

(n)Inserting a cross-reference

Apart from weblinks, a user can also add cross-references within a document.

Reference targets can be:

  • Headings
  • Numbered headings
  • Numbered text sections (without heading attributes)
  • Tables
  • Images

To add a cross-reference, click on the position in a text section where the reference should be. Click on the "Add link" button in the formatting bar and select "Cross-reference" or use the shortcut (Ctrl + Shift + R) for Windows or (CONTROL + SHIFT + R) for Mac users. To find the complete list of all shortcuts click here 4.1.6

Button for inserting a cross-reference highlighted in the formatting bar

A dialogue window opens, where the user can select the reference target and decide if only to display the number of the respective section or also its text in the reference.

Dialogue window for adding a cross-reference highlighted

Clicking on a cross-reference opens a menu, where the user can choose between the following options:

  • Go to reference target
  • Edit cross-reference
  • Delete cross-reference

Context menu of the cross-reference highlighted

The options "Edit" and "Delete" are only available for users with the role "Approver" or "Editor".

After inserting a cross-reference, a little symbol appears to the right of the section the cross-references has been inserted. Click on it and a detailed list of all cross-references in the respective section will appear.

An inserted cross-reference is not only displayed beside the section the cross-reference was inserted, but also next to the section it refers to.

Button for getting an overview about all cross-references in a section highlighted

When content is inserted or deleted and thus changes the numbering sequence of the document, SMASHDOCs checks immediately with all cross-references and adjusts accordingly.

The moment a broken cross-reference occurs, a red tab with an exclamation mark appears in the tab bar. Simply click on the exclamation mark and SMASHDOCs shows the list of all sections which contain broken cross-references. Select an item from the list and SMASHDOCs navigates the user directly to the exact sentence where the broken cross-reference occurs. This allows quickly solve the problem by inserting a reference or deleting it.

Once there are no broken cross-references in document, the red exclamation mark disappears from the tab bar immediately.

NB: A user can only cross-reference to sections of one and the same document. It is not possible to cross-reference to other documents.

(o)Inserting an inline image

The document can also contain inline images. A user is able to create, edit and delete inline images in text sections and tables.

To create a new inline image, click into the text section spot where you want to add the inline image. Afterwards, click on the "Insert inline image" button in your formatting bar.

Creating "Inline image" option highlighted​ in the formatting bar

After clicking on the "Inline image" option the new modal dialogue to create an inline image will be displayed. There the user can define the image by:

  • dragging and dropping an image file or
  • selecting an image from the computer

and see a preview. Basically, the process of uploading an inline image is the same as for creating and updating an ordinary image section.

This is how a couple of inserted inline images look in the text section:

Inline images inserted in the text section highlighted

A user is also able to enlarge the particular inline image in the text section just by clicking on it.

Enlarged version of the inline image highlighted in the text section

Creating an inline image is also possible in the table editor, where you firstly double-click into the desired cell in order to activate Enhanced Table Editor and then click on “Create new inline image” icon.

"Create new inline image" icon highlighted in the table editor

If a text section contains a changed inline image, the last seen version of the inline image is displayed and framed in red and the latest version of the inline image is displayed too and framed in green. Even if there were multiple changes to the inline image, the user only sees the last version of the inline image he saw and the latest uploaded version highlighted in red and green respectively.

To see the inline image history, click on the "Click to see revision history to section" on the right side of the text section.

Section history of the text section including changed inline images highlighted

Furthermore, the list of image sections in the document will also contain the list of inline images inserted in the text setion.

Table of images including inline images highlighted​

After a click on a list entry, the document scrolls to the related text section containing the selected inline image and activates the section in the document.

(p) Checkbox

A checkbox can be used in the form-based documents or to indicate something as "yes" or "no", "done" and "not done yet" e.g. in the to do list. To tick or untick the checkbox a user simply clicks on it.

Example of the to do list with ticked checkboxes

The check / uncheck are tracked if shared for review.

Section history displaying the change of the checkbox status

The checkbox can be deleted via the Backspace key.

(q)Section links

With section links a user can create a direct link to any section in a document.

Open a section's context menu with a right click and choose the function "Display section link". The URL belonging to that section shows in a dialogue box.

The procedure of inserting the section link into a document is the same as for creating a weblink. Clicking on the section link lets a user navigate right to the respective section.

A user can also insert section links outside of SMASHDOCs or send them via e-mail. Clicking on the link opens the document and jumps to the correct section.

(r)Footnotes

Footnotes can be placed at any spot within a text section. Click on the button in the formatting bar to open the dialogue window for creating a footnote or use a shortcut (Ctrl + Shift + F) for Windows/ (CONTROL + SHIFT + F) for Mac users. For the list with all shortcuts click here 4.1.6

Button for creating footnotes

Footnotes are numbered consecutively. To quickly show a footnote choose the tab "footnotes" in the table of contents. Clicking on an entry navigates a user to the respective section.

Display of a footnote both in the table of contents and in the document highlighted

(s)Cross-references in tables

In addition to weblinks, cross-references to other sections within a table can also be created.

To insert a cross-reference, click twice in a table on the cell in which the cross-reference should be inserted and then on the button "Create a link". In the menu that appears, select "Cross-reference".

Button for adding cross-reference highlighted in the cell menu

The goals of a cross-reference can be:

  • Headings
  • Headings with numbering
  • Numbered textsections (without heading attribute)
  • Tables
  • Images

The list of all objects that can be added as the ​cross-reference highlighted

A dialog window opens. Here the user selects the goal of the cross-reference and specifies whether only the number of the respective section and / or the text contained in it should be displayed in the cross-reference. Then click on the "Create button" and cross-reference will be created.

Clicking on a set cross-reference opens a dialog window to the right of the table, in which several options are available when dealing with the cross-reference.

  • Go to cross-reference
  • Edit cross-reference
  • Delete cross-reference

Option "Go to cross-reference" highlighted

NB: Cross-references can currently only be created within a document and can not refer to other SMASHDOCs documents or sections in other SMASHDOCs documents.

(t)Footnotes in tables

Footnotes can be added to the context within tables.

To do this, the user should click on the active cell, where the footnote will be located and chose foortone icon on the formatting bar.

Footnote sign highlighted in the table editor

The text in footnotes has the next formatting options:

  • Bold
  • Italic
  • Underline
  • Strikethrough
  • Supershrift
  • Subshrift
  • Transcript
  • Small caps
  • Insert web-link
  • Clear formatting

Formatting options for footnotes highlighted

The footnote appears in a list of footnotes.

After importing, the footnote appears at the bottom of the page of the .docx document.

(u)Special characters in tables

The full list of special characters is also available in the extended table editing mode and is reachable on two clicks in the table cell.

Special characters highlighted in the table cell

(v)Multi-level lists in table

Users can create multi-level lists within tables.

To list the items, activate the cell, where the list should appear, highlight the text and press list button. There are 2 types of lists: numbered and unnumbered.

Unnumbered list with first level highlighted

Numbered list highlighted

To go to the next level, insert cursor just before the text that should be moved and hit the TAB button, the text will be numbered one level futher from the left.

Multi-level unnumbered list highlighted

Multi-level numbered list highlighted

Lists can be taken up to 9th level maximum.

List with 9 levels highlighted

(w)Formatting a text section

(i)Formatting settings

Under the tab "Formatting settings" the user can find all the formattings available. The formattings are divided into three groups:

  • All
  • Paragraph Styles
  • Inline Styles

It is up to the user how the groups should be displayed. By clicking on the three dots button, he can choose whether to expand all groups, collapse all groups or activate auto-collapse.

Display possibilities of formatting groups

Alternatively, the user can activate the option "Auto-collapse groups in Formatting Setting panel" in his general settings.

Option "Auto-collapse groups in Formatting Setting panel" activated

The formatting selected for the text section is also displayed in the selected formatting window and highlighted blue amongst other styles in the respective group.

All groups expanded

But if the auto-collapse or collapse of all groups are activated, only the group with the chosen style will be highlighted blue. The user can see the format`s name either in the selected formatting window or open the collapsed group manually.

All groups collapsed

If the user clicks on the paragraph and then selects a paragraph style, the entire paragraph will be formatted accordingly.

If the user selects the inline style and the cursor is positioned on one word, only the selected word will be formatted. To format the entire section, the user should first mark the section completely and then apply the selected inline style.

Whereas the inline styles are universal for all users, the list of paragraph styles depends on the particular system.

(ii)Individual formatting options

In SMASHDOCs it is possible to enhance visually individual words, sentences or complete sections by using individual formatting (also referred to as inline styles). The following formatting options are available:

  • Bold
  • Italics
  • Underline
  • Strike through
  • Transcript
  • Small caps
  • Superscript
  • Subscript
  • Hervorheben (Highlight in English)

Buttons for individual text formatting highlighted

A user can also use shortcuts for inline styles.

Inline stylesWindowsMac
BoldCtrl + BCONTROL + B / COMMAND + B
ItalicCtrl + ICONTROL + I / COMMAND + I
UnderlineCtrl + UCONTROL + U / COMMAND + U
StrokeCtrl + DCONTROL + S
SuperscriptCtrl + Plus signCONTROL + Plus sign
SubscriptCtrl + Minus signCONTROL + Minus sign
TranscriptCtrl + TCONTROL + T
Small capitalsCtrl + 0 (zero)CONTROL + 0 (zero)

List of shortcuts for inline styles

To activate the functions a user either marks a complete section or selects individual words and clicks on the formatting buttons or uses the shortcuts provided in the following table.

NB: To format text as superscript or subscript a user has to add a space in front of the respective word. Afterwards, mark the word and click on the button. it is not possible to format a whole section or only parts of a word as superscript or subscript

The individual formatting options do not work on headings, numbered headings or tables. To learn how to format one of those elements, please refer to chapter 4.2 .

(1)Navigate through inline styles

You can easily navigate in custom inline styles that are applied throughout the document via the "Navigate through inline styles" tab in the left toolbar.

In order for inline styles to appear in the list:

  • inline styles have to be actually applied to the text sections;
  • the applied inline styles should be custom (those under the "three dot button" in the toolbar).

Tab "Navigate through inline styles" highlighted

Below the inline style in the list, you can find the link that navigates to the section where this specific style was used.

Counter near the tab represents how many times all styles are used in all sections. Several appearances in one section count as one.

Note: Inline styles under are "Navigate through inline styles" tab are displayed as plain text, without the formatting.

(iii)Various formatting attributes

In SMASHDOCs a user can determine different formatting attributes or additional properties for each text sections. These properties make it possible to structure a document content or to apply a predefined attribute like font size to a section. This also applies when the user wants to turn document content into headings, numbered headings or lists.

A text section has the following additional properties:

  • Standard text section
  • Heading without outline numbering
  • Heading with outline numbering
  • Text with outline numbering
  • List with bullet points
  • Numbered list

A standard text section does not have any additional properties and is displayed and processed purely as text.

Text sections with the property "Heading without outline numbering" can serve as structuring elements for example of a chapter and are displayed in bold and a different font size than standard text sections.

The property "Headings with outline numberings" turns a text section into a heading and adds a numbering. When moving such a section, the numbering adjusts automatically to the logical document structure.

"Text with outline numbering" adds a numbering to text sections. Together with numbered headings, those sections form the complete numbering structure of a document.

Text sections that are formatted as lists either contain bullet points (unnumbered lists) or numbers (numbered lists). The numbering of lists is independent of a document's outline numbering. Each sequential number is treated as an individual text section. When the sections' order changes, the numbering adjust automatically.

(iv)Additional properties for paragraph styles

It can be individually configured for a paragraph style, whether a text section that contains this paragraph style is:

  1. a read-only section - the content of section cannot be changed. Basically, it behaves like a locked section, but there is no message for the user about it. The user is still able to change the paragraph style of the section.
  1. a movable section - these type of text sections should not be changed and not moved
  1. a section that requires content:
  • when the user deletes all content and wants to save or click outside, an error message is shown
  • when the user works on an empty section and tries to change the paragraph style for this one, an error message is shown

(v)Formatting of numbered lists

Numbered lists can be placed on 6 levels.

Numbered lists highlighted

There are advanced options for formatting numbered lists (see Image 93), available for subscribed users upon request. For further information do not hesitate to contact smartwork solutions.

Advanced design for numbered lists highlighted

(vi)Formatting of unnumbered lists

Different signs are used for formatting unnumbered lists on different levels:

Unnumbered lists with different level types highlighted

Also there is an advanced option to configurate the signs of unnumbered list with the help of special decorators. This option available only for subscribed users upon request. Feel free to contact smartwork solutions for further information.

List of available signs for unnumbered list highlighted

(vii)Selecting a formatting attribute

Formatting attributes can be activated and changed as desired via the respective icon in the formatting bar. To format a section, select it by clicking at a random spot within the section. A user can now assign a formatting attribute with a click on the respective button. Change or deactivate the formatting by clicking on another or the same button once again.

Buttons for formatting text sections highlighted in the formatting bar

For every formatting attribute, there is a default setting. After activating it, SMASHDOCs applies this default setting to the respective section.

(x)Editing image sections

Image sections in SMASHDOCs do not hold any formatting options or additional attributes besides a size adjustment.

In order to edit the size of an image in the document, click on the little blue arrows in the lower right corner of the inserted image, hold the mouse key and move the image to the desired size. In this way, the user can enlarge or reduce the size as required. Changes of the image size are saved automatically as soon as the mouse key is released.

Enlarging or reducing the size of an inserted image button highlighted

(y)Formatting tables

Tables in SMASHDOCs hold various formatting options. They appear after opening the dialogue box for editing tables.

Formatting options for tables highlighted

The following options are available:

  • Undo
  • Redo
  • Row headers
  • Column headers
  • Display text bold, italic, underlined or struck trough
  • Display test with superscript, subscript, transcript, small caps
  • Unordered/ordered list
  • Clear formatting
  • Insert weblink/cross-reference
  • Add footnote
  • Align text left, right, centered or justifed
  • Align text to the top, middle or bottom within the cell
  • Type of frame
  • Colour of frame
  • Font size
  • Background color
  • Background intensity
  • Table width

(z)Section alignment

A user can align text sections as well as images and tables individually, using the following options:

  • align left
  • center
  • align right
  • justify

Alignment options highlighted

A user can also use shortcuts for alignment:

AlignmentWindowsMac
CenteredCtrl + Alt + CCONTROL + Alt + C
Left alignedCtrl + Alt + LCONTROL + Alt + L
Right alignedCtrl + Alt + RCONTROL + Alt + R
Justify textCtrl + Alt + JCONTROL + Alt + J

Shortcuts for alignment

({)Inserting a page break

For inserting page breaks via the section context menu the user should select the option "Add page break" in the menu or use the shortcut (Ctrl + Shift + P) for Windows / (CONTROL + SHIFT + P) for Mac. For the full list of shortcuts click here 4.1.6

Add page break option highlighted in the context menu

The page break appears above the selected section. As a SMASHDOCs document is not displayed pagewise, the break only shows as a marking. When exporting the document (e.g. Word) the page break appears at the position.

Display of the page break highlighted in the document

To delete page break, select "Delete page break" in the section context menu.

4.2Formatting options

(a)Moving sections vertically and horizontally

SMASHDOCs allows to change a section's position within a document without disrupting the correct outline numbering.

(i)Moving sections in draft mode

When clicking into a section in a draft document, a "Move" button appears on the left side of the section.

The "Move" button highlighted in a draft document

Click on the button and hold the mouse key to move the selected section to any position within your document. Let go of the mouse key to fixate the section at the desired position.

After having relocated sections or groups of sections, the outline numbering adjusts automatically.

(ii)Moving sections in review mode

A user can also move sections in review mode via the "Move" button.

The "Move" button highlighted in the review mode

(iii)Moving sections horizontally

A user can also move sections horizontally via the "Indent" button in the formatting bar or by pressing the Tab key.

"Indent" and "Outdent" buttons highlighted in the formatting bar

This indents the selected section to the next possible level.

Text section without an indentation highlighted

Text section with an indentation highlighted

A user can outdent sections by pressing Shift + Tab.

(b)The table of contents

SMASHDOCs' table of contents shows all text sections with the format "headings" or "numbered headings" at a glance.

It also lets a user easily locate specific sections and provides quick access to the respective position in the document.

Table of contents highlighted (an example)

As per default, only headings with outline numbering are displayed in the table of contents. Clicking in the "H" in the upper right corner adds unnumbered headings (if existing).

Table of contents with unnumbered headings highlighted

When you add numbered sections or change the numbering or outline level within a document, the table of contents updates automatically.

Image sections, tables, and other elements are also displayed in the table of contents. The user can access the overview by clicking on the respective tab in the header and under the three dots button.

Table of contents highlighted

The table of contents exists in draft as well as in review mode.

(i)Search in table of contents

Search in a table of contents is dynamic, meaning the more specific you get with your search term, be it a text or a number, the narrower search results you receive. E.g. if you input "test", you immediately get a number of the section containing it. If you then proceed and change it to "testing", you`ll get the respective outcome.

Search in table of contents highlighted

(c)Free positionable directories

Free positionable directories mean the lists of all objects of one type belonging together, thus ordered according to their position in the document as the table of content, list of figures and list of tables can be added anywhere in the text. Besides, directories can also be moved to any other spot later on the same as the ordinary text section.

The tab​ for adding free positionable directories highlighted in the formatting bar

One click on the directory opens it on the left side of the tab bar with all the relevant content inside. E.g. clicking on the list of figures directory opens it in the "Show directory" tab.

The result after clicking on the ​list of figures free positionable directory highlighted

Note that inserted free positionable directories will always appear in the exported document unlike standard table of contents that can be deactivated for the export version.

Additionally, for each index that you have created in the document, an index directory will be inserted in the list of directories automatically. After you click on the list of indices in the document, the full list of indices will be displayed in the left tab bar.

List of indices highlighted

4.3Reviewing a document

(a)Setting a document to review

Only the creator can set a draft document to review.

It is possible to add users to a document when sharing the document for review and at any later point in time. To send an invitation user has to insert a person's e-mail address. Users with whom the creator already cooperated within SMASHDOCs can easily be found by searching for their first / last name or e-mail adress.

In review mode, all changes and decisions for every section are tracked, and recent changes are displayed in the change view. New changes as well as approved or rejected suggestions are highlighted in colour, provided that a user has not seen or marked them as seen yet.

The creator of the document can start the review mode directly from within draft mode.

To set the document for review the author should click on the "Share" button on the right side of the page header. In this case, too, a dialogue window appears for starting the review mode. A user can also use the shortcut (Ctrl + Shift + E) for Windows / (CONTROL + SHIFT + E) for Mac. For full list of shortcuts click here 4.1.6

"Share" button highlighted in a draft document

Dialogue window "Share and start track changes" highlighted

(b)Editing a text section and saving changes

NB: To edit sections and saving changes, a user needs to at least have the role of "Editor". In order to save new changes in the section a user can use the shortcut (Ctrl +S) for Windows / (COMMAND+ S) for Mac.

(i)Starting the editing mode

A document's content can also be edited after having started the review mode. A user can edit each section individually by clicking into it, after this changing the content is possible. It is not possible to edit sections simultaneously: once the user started the editing mode for a section, no other participants can edit this section until he finishes.

(ii)Making changes in editing mode

Once the editing mode was started, the user can make changes in the desired section, while the changes are displayed immediately.

It is possible to change the section's content in two different ways:

  • Add text using the keyboard
  • Copy & Paste or Cut & Paste text into the section

The text can be passed from other SMASHDOCs documents as well as from external sources (e.g. websites or Word documents).

(iii)Saving and discarding changes in text sections

All changes are saved automatically, even when you click outside the section. Alternatively, the user can click on the green "Save" button. Subsequently, the editing mode closes and the section updates, integrating the changes.

The buttons "Save" and "Discard" highlighed in the editing mode

To exit the editing mode the user should click on the red "Discard" button or press ESC to exit the editing mode. All changes to the content will be discarded and can not be restored.

(iv)Show suggested changes

If other users have edited the document shared for review, you can see all of suggested changes they've made. In order to do so, the function "Show suggested changes" should be activated with a tick in the "Show document options" located on the left side of the tab bar. Afterwards, you can either accept/reject all of them or decide on each suggested change separately.

Function "Show suggested changes" on the left side of the tab bar alogside the document with suggested changes highlighted

If the function "Show suggested changes" is off, the document will have the so-called "clean view".

(v)Divide review section

A review section can also be divided. To do so, the user must click anywhere in a section (but not at the beginning or end of the section) and press the "Enter (RETURN)" button. The small dialog box asking "Would you like to split the section? Yes, No" will appear.

The pop-up window after users try to split the section highlighted

If the user clicks "Yes", the section will be split and the contents after the cursor position will be set to "suggested for deletion". A new draft section will be created and the content of the previous section suggested for deletion applied. If it is a numbered section, the numbering will be set automatically after the split.

The divided​ section highlighted

(vi)Select several sections at the same time

Click on the section where you want to start the selection and Shift-click on the section up to which the selection should apply (applies to Windows and Mac users).

All sections that lie between the two selected sections will be selected (text sections/images/tables).

Unfortunately it is not possible to select several sections from different parts of the document.

By selecting several sections you have the possibility to do more at the same time:

  • Move the sections (within the document)
  • Share for revision (for draft sections)
  • Accept or reject changes
  • Create lists (numbered)
  • Apply formatting
  • Copy
  • Delete

(c)Editing an image section and saving changes

(i)Editing an image section

A user can change an existing image section and replace the image via the context menu.

"Replace image" button highlighted in an image section's context menu

Click on the button or double-click on the image to open a dialogue window. Here the user can either replace the exisiting image by adding a new one via Drag & Drop or search for a new image in your local data.

Dialogue window "Upload image" highlighted in draft mode

To delete the image a user can either press the "trash can" button or use the Backspace key.

(ii)Saving or discarding changes in image sections

To save a newly inserted image, click on the "Save" button or use the shortcode CMD + S (STRG + S). SMASHDOCs integrates and saves the new image in the section.

Click anywhere outside the dialogue window or on "Cancel" to exit the editing mode. All changes will be discarded, and the image section remains unchanged.

(iii)Adding a new image in review mode

When adding a new image in review mode, a user can either save it as draft first (others can see but not replace or comment on it) or share it for review right away.

Dialogue window "Upload image" highlighted in review mode

(d)Editing a table and saving changes

(i)Editing a table

A user can edit a SMASHDOCs table by double-clicking on it or via the "Edit table" function in the context menu.

In the appearing dialogue window, the user can make changes to the table's content, add, merge or delete new rows and columns change the table's title or adjust its size.

There are 2 modes while editing the table:

1. Standard editing mode

2. Enhanced editing mode

The standard editing mode is activated if a user just clicks into a cell and starts typing.

The following keys have the following actions:

  • Return: selects the cell below
  • Tab: selects the cell to the right
  • Shift + Tab: selects the cell to the left
  • Formatting: effects all content in a cell
  • Arrow to right: selects the cell to the right
  • Arrow to left: selects the cell to the left

The enhanced editing mode will be started after one of the following actions in a selected cell:

  • user double-clicks into a cell
  • user pushes Shift+Return in a cell
  • user selects ordered or unordered list format/weblink/footnote

The following keys have the following actions when enhanced editing mode is activated:

  • Return: creates a new line below (line break) in the cell
  • Tab: indents in the cell
  • Shift + Tab: outdents in the cell
  • Formatting: effect all content in a cell

When enhanced editing mode is activated all formatting options just work for the content in the cell which has been selected by the user.

The enhanced editing mode can be ended by

  • clicking in another cell
  • pushing the ESC key

(ii)Saving or discarding changes in tables

If a user wants to discard changes, either click on "Cancel" or anywhere outside of the dialogue window. The table will reset to the former version.

To save changes either hit "Save" or use the shortcode CMD + S (STRG + S).

"Cancel" and "Save" buttons highlighted in the table editor

To delete the table a user can either press the "trash can" button or use the Backspace key.

(iii)Adding a new table in review mode

Like images, a user can save newly added tables as draft or share them for review.

4.4Adding new sections in review mode

(a)Creating one or more draft sections in review mode

To create a new section, user has to click on an existing section and press the ENTER button.

After the user makes the selection, a new design section is inserted as a draft below the focused section.

New draft section in a review document as seen by the creator highlighted

The avatar on the left side of a draft sections shows the section creator.

Draft sections can be repositioned within the document just like checked-in sections, but only by the draft section's creator.

NB: The button "New section" is only displayed when the user holds at least the role of "Editor".

(b)Saving or discarding draft sections in review mode

A user have two options for proceeding with newly created draft sections:

  • Share for review
  • Cancel (delete section)

Clicking anywhere out of a section or stopping to write automatically saves a new section as draft, meaning it is not possible to review it just yet. Other users can see and read these draft sections in the document, but are not allowed to edit them. The sections are marked with the creator's avatar as well as a background highlighted in color.

To discard changes or delete a newly created section, click on the "Delete" button in the context menu.

Context menu of a newly created draft section highlighted

(c)Identifying other users' draft sections

SMASHDOCs visually enhances newly created draft sections within a document to distinguish them from reviewable sections.

The creator of a section sees them with a solid coloured background while other users' draft sections are displayed with a hatched background. Additionally, the creator's avatar is displayed left of a draft section.

Draft section as seen by the creator highlighted

Draft section as seen by other users highlighted

As soon as a draft section is shared for review, the background, as well as the creator's avatar do not show anymore.

Furthermore, empty draft sections can be deleted at any time, even if they were created by other users and (still) haven't set for review. As soon as the editor begins to type, this is not longer possible.

(d)Sharing draft sections for review

Sections saved as drafts can not be edited, until the creator shares them for review by clicking on the blue "Share for review button". The shared section is then displayed as a newly inserted section in the change view. For all users other than the creator, it us highlighted as "unseen".

NB: if a user is admin and/or has the role "approver" in a document, he can also set other people's draft section to review or delete them beside his own draft sections!

Button for sharing the draft section with other users as seen by the creator highlighted

Newly created section shared for review as seen by the creator highlighted

Newly created section shared for review as seen by other users highlighted

All user's draft sections are summed up in the list "my draft sections". Look it up in the tab bar on the left side. The grey number shows how many draft sections the user have in the document.

Tab "Show all my draft sections" highlighted in the tab bar

With this list the user gets an overview of all his own draft sections. Click on a section in the list and will open the corresponding section in the document. Additionally the user can set the draft section for review with a click on the blue button.

Button for setting a draft section for review highlighted

The user can also set his own draft sections for review all at once by clicking on the blue button "Share all".

Button for setting all draft sections for review highlighted

4.5Approving changes

(a)The tab bar with open changes

All open changes to the document are displayed in the tab bar on the left. All pending changes mean all open changes in the section about which the user has not decided yet. If there are pending changes, the meter in the tab bar left turns grey.

Unseen changes tab highlighted on the left side of the tab bar

Pending changes tab highlighted on the left side of the tab bar

If the user has decided on all changes, changed sections are marked as done and the tab for "Show open document changes" in the tab bar on the left disappears.

Changed pending sections marked as done highlighted

You can also activate the "Open history view on click by default button" under Changed sections. When it is enabled and you click on the change, the section history to the changed entry will automatically open.

"Open history view on click by default" button highlighted

(b)Approving all changes in a document

As a document can contain a large number of changes during its review process, it can be helpful the approve all changes at the same time, meaning accepting or discarding them all at once.

Therefore there are buttons "Accept all" and "Reduce all" button in the page header of a document. It only shows for users, that are at least "Editors" to the document.

Button to accept/reject all changes within a document

They document adjusts according to the selected option.

(c)Approving changes in a section

Accepting or rejecting changes of a section works the same way as approving all changes in a document, provided that the user has the required role.

As soon as there are changes in a document, the user can use the "Accept" or "Reject" buttons in the context menu to decide upon those changes. User can also use the shortcut (Сtrl + Alt + Y) for Windows / (CONTROL + ALT + Y) for Mac for accepting new changes and (Сtrl + Alt + N) for Windows / (CONTROL + ALT + N) for Mac for rejecting them.

"Accept" and "Reject" buttons in the context menu

There are two ways how pending changes in a text section are being approved:

  • Default setting "Approve all pending changes in a text section with one click"

When choosing one decision button, it applies to the whole section. Depending on the user's choice, all changes within the section get accepted or rejected. It is possible to retrace all decisions on a section in section history.

  • Don"t allow to approve all pending changes in a text section with one click

In this mode, a user cannot approve all pending changes in a text section by just clicking somewhere into the section. He should either select one word or several words suggested for changes individually. Only then the decision buttons will be displayed. The selected suggested changes will be accepted or rejected depending on the chosen decision button.

If the selected words do not contain any change proposals or the user clicks outside of any word in the text section, the decision buttons will not appear.

A user is able to activate this mode in his user settings.

Default setting "Don`t allow to approve all pending changes in a text section with one click" highlighted in the user settings

Individual changes to be decided on highlighted in a section

4.6Tracking unseen changes

(a)Identifying unseen changes in text sections

SMASHDOCs highlights all unseen changes in a document like insertions and deletions of words or whole sections in color. The SMASHDOCs technology makes this possible, as it tracks every user's last login to a document and all changes that were added since then.

When opening a document, the user only sees the changes and decisions, that he has not already marked as "Seen" by clicking on the eye symbol. The same goes for comments and questions. Unseen changes are highlighted as follows:

  • Unseen change suggestions which have not yet been decided upon, are highlighted in green (insertion) or red (deletion) on a yellow background.
  • Unseen decisions are highlighted in green on green background (accepted insertion) or in red on red background (accepted deletion).

Display of unseen changes

Furthermore, a blue eye symbol is displayed right of the respective section. With a click on the eye, a user confirms that he has seen and taken not of the change in question.

All changes in a section can always be tracked in the section history. If a section contains unseen changes, the respective entry in the change history gets highlighted with a yellow background.

(b)Identifying unseen changes in image sections

Apart from unseen changes in text sections, SMASHDOCs also highlights updated versions of image sections individually for each user.

Like unseen and undecided changes in a text section, newly added images are highlighted in yellow and marked with a blue eye next to them.

Unseen image section

(c)Identifying unseen changes in tables

Unseen tables or changes in tables are highlighted the same way, with a yellow background and the blue eye. Different from text or image sections, clicking on the eye symbol does not only register the table as seen but also opens the history.

Unseen yet table highlighted

(d)Identifying unseen changes in formatting

Unseen changes in formatting, namely changes of paragraph and inline styles, are being tracked and highlighted. Changes in paragraph styles are being tracked in text sections, while changes in inline styles both in text and table sections.

Unseen changes in paragraph formatting are instantly visible, whereas style changes are shown in the message above the section.

Changed paragraph style of the section highlighted

Change of inline style is also easily traceable. Separate words with changed inline style get framed in blue. If the inline formatting of the whole text section has been changed, it gets blue borders. Similarly, changes in inline formatting are tracked in table cells.

Changes in inline formatting highlighted

Also, changes both in paragraph and inline styles are traceable in section history.

Changes of paragraph and inline style highlighted in the section history

Furthermore, the new filter "Only style" has been added to filtering changes functionality. Since changes in formatting cannot be decided upon, this filter is only available for unseen changes. When processing changed sections, you can activate this filter individually or combine it with either "Users" or "Content" filter.

Filter "Users" combined with filer "Only style"

(e)Process unseen changes

As SMASHDOCs tracks changes for each section separately, a user can quickly see which sections got reviewed.

SMASHDOCs creates and continuously updates a list with all changes for the user. Especially in large documents it is possible to review sections with just a few clicks.

The list is displayed in the tab bar on the left, as soon as there are unprocessed changes.

If there are unseen changes, the number of those unseen changes is displayed with a red counter.

Tab "Changes" with unseen changes

As soon as you processed all changes, the tab disappears.

(i)Displaying the list of changes

Clicking on the tab "Changes" displays the complete list. As per default, the filter is set to "Unseen", provided that there are still unseen changes in the document. If there are no unseen changes, the filter switches to "Pending", displaying all changes, which have not been decided upon yet.

When choosing an entry from the list, the document navigates to the respective section.

(ii)Tracking changes per section

To better identify unseen changes in a document, the blue eye symbol is displayed in the list of changes as well as next to the respective section.

Eye symbol in the change view

Eye symbol next to the section

Regardless of the role a user has, the system checks which changes were added to a document since a user's last login. All those new changes get highlighted and marked with the eye symbol.

Clicking on the symbol marks the changes in a section as seen, the eye and the yellow background disappear.

When clicking on a change in the list of changes, a user can choose to show section history at the same time. There are more details about who changed what and when. For more information, see chapter 4.8.2 .

Section history of the highlighted unseen changes with the "expand" buttons

(iii)Approve open changes

NB: To be able to approve open changes, the user has to have the role "Approver". All other user roles do not allow approving changes.

There are 3 possibilities to approve a section's changes:

  • Via the buttons in the list of changes
  • Via the buttons in the section's context menu
  • Via the "Approve all" function

When approving via the list of changes, all changes within a section are accepted or rejected.

"Accept" and "Reject" button in the change view

When approving via the context menu, the user can either accept or reject all changes or approve each change separately. Select the words you want to approve and accept or reject the change. All other changes in the section remain unprocessed.

The "Accept all" and "Reject all" functions lets a user accept or reject all changes in a document at once.

"Approve all" function in the document's header

4.7Filtering document changes

Processing changes under the tab „Changed sections“ has got a two-level structure.

The first level is choosing between pending and unseen changes in the document.

The second level depends on what tab - „Pending“ or „Unseen“ - has been chosen. But overall, processing changes on the second level can be done in two ways:

  1. All at once
  1. By using special filters

When none of the filters is activated, all changes, be it in content, styles or users that made them, are shown in one common list.

If you want to process changes following a specific logic, you can choose one of the following filters:

  1. Users
  1. Only style
  1. Content

If you chose pending changes, only filter „Users“ is accessible. As under the tab „Pending“ you can only find content changes, the filter „Content“ has been intentionally omitted. Changes in style, on the other hand, cannot be decided upon. Thus, formatting changes are only being tracked and can be marked as seen.

If you chose unseen changes, all three filters are present. You can activate each filter separately or combine filter „Users“ either with „Content“ or „Only style“. Combining filters „Content“ and „Only style“ is not possible to prevent confusion, having empty sections result list. So, if you initially activate filter „Content“ and then press on filter „Style“, they will not be combined but filter "Content" deselected.

Here is the step-by-step scheme, on how changes can be tracked and processed:

Scheme of processing document changes

Let’s have a closer look at each of the filters.

(a)Filter changes by users

The user can filter changes by the user that made them. Looks like this:

Filter "Users" highlighted under the "Changes sections" tab

Every time the user opens the document, all users that have made at least one change in the document are being automatically preselected. In order to deselect one, just click on the tickbox near the respective user and click "Go". The list of changes will be adjusted accordingly.

Changes of selected users will be shown in the list without specification who made what change. But this information can be tracked down anytime in section history.

Changes of selected users highlighted in the list

Note: if the user has been deactivated or deleted from the document, he still will be displayed among the users that made changes. Hence, his changes will be displayed if he is selected.

Only entries of the selected users are shown in the list of changes. The same rule applies if the user wants to mark one/all changes as seen, decide on a single/all sections in the document.

If the user deselects all of the users that have made changes in the document, the message "You are done" will be displayed. Although, there might be some unseen and/or pending changes left. In order for the list of changes to be shown again, select at least one user that has made some changes and you have not seen and/or decided on them yet.

The result after deselection of all users highlighted under the pending sections tab

Regarding the section history, entries of deselected users will be greyed out from the list of section versions. Nevertheless, the option to restore any version, also made by the deselected user, remains.

The greyed out section of the deselected user highlighted in the section history

(b)Filter only by style

This filter allows a user to track changes in formatting, namely in changed paragraph and inline styles.

Filter "Users" combined with filer "Only style"

Change of paragraph style gets instantly visible, whereas style changes are shown in the message above the section.

Changed paragraph style of the section highlighted

Changes in paragraph formatting are also tracked in section history. Each change of the paragraph style creates a new version of the section.

New version of the section with changed paragraph formatting highlighted

Change of inline style gets instantly visible, whereas word with changed style in a text section gets framed in blue. If the formatting of the whole section has been changed, it gets blue borders. Changes in formatting are also tracked in tables similar to text sections.

Changes in the inline formatting of the text and table sections highlighted

Also, changes in inline styles are traceable in section history. Each change of the style creates a new version of the section. The section history of inline style changes displays them without additional messages of what inline style has been changed and which new one applied. For instance, if the plain text has been made bold, it is graphically recognizable in section history. If the user applies the style „Underlined“ on top of bold, section will stay bold plus get underlined in a new section version.

Tracking changes of inline styles highlighted in section history

Furthermore, changes both in paragraph and inline styles are displayed in the comparison report when comparing two or more documents, where at least one has got changes in formatting.

Changes in formatting highlighted in the comparison report

Also note that by disabling the user who made style changes, the message above the section with the changed paragraph style and blue frames identifying the changes to the inline styles will disappear.

User that made changes in formatting selected

User that made changes in formatting deselected

(c)Filter by content changes

Under this filter all sections are shown, which have content changes, independent from whether they have also style changes or not.

Filter "Users" combined with filer "Content"

More about content changes here 4.6.

(d)Marking all sections as seen while one of the filters is activated

Similar to text sections changes in formatting are also tracked in tables. The selection of sections that are marked as seen is connected to the choice of sections that are filtered under the tab "Show open document changes". Thus, if the filter "Only Style" is selected, button "Mark all as read" will mark all sections with only changes in style as seen.

4.8Section history

(a)Tracking all changes in the section history

Each section in SMASHDOCs has its section history, where all changes in that section are displayed chronologically. Each user can exactly retrace what changed in a section and who made the changes.

As long as there are no changes in a section, the history can only be accessed via the context menu.

Section history for an unchanged section

When there are already changes in a section, the user can also access the history via the version number of the respective section. This number indicates the number of changes in a section. Regardless of the extent of the change, each editing process only counts once, meaning that it does not matter if a single word or more text was changed.

The section history also shows if a change was accepted or rejected. Depending on the decision, a green check mark (for accepted changes) or a red "denied" symbol (for rejected changes) is displayed in the header of the history entry.

Accepted changes in the section history

History and version number of a section

(b)Display of changes in the section history

The redline also shows in the section history, unseen changes also come with a yellow background.

Section history highlighted near the text section with changes

(c)Display of change history

A user can access the section history with highlighted unseen changes via the list of changes in the side bar.

To display the change history of a section, tick the respective box in the list of changes. Clicking on a change from the list then shows you the edited section in the document along with the section history on the right side of the section. Unseen change entries are highlighted with a yellow background.

List of versions highlighted under the section history tab

(d)Restoring an old version

For every section with at least one previous version, a user can restore and turn this old version into the latest again.

For every history, users who are at least "Editors" can use the "Rewind" button to restore this entry.

Click on the button to open a dialogue for restoring the selected version. On the left side, there is the current version of the section, while on the right there is a preview of the version to be restored. Click on "OK" to restore the selected version. Restoring section versions is also tracked in the history.

"Restore version" option highlighted under the section history tab

4.9Search and replace within the document

SMASHDOCs offers a quick access to specific text content / style / content + style with the help of search / replace function.

(a)Search text within the document

A user can find a specific word or phrase easily.

Click the "Search / Replace" button on the left-side bar.

"Search / Replace" button highlighted

The dialog window appears with text-box, where the user can type in specific phrase or word for search.

Dialog window for "Search / Replace text" highlighted

The results will appear after clicking "Search" button.

The results of search for a word highlighted

To make search more accurate users can use next parameters:

  • Case sensitive
  • Exact spelling

If the parameter "Case sensitive" is on, the upper- lower-case letters will be considered as different symbols.

Search and Replace function with an activated "Case sensitive" option highlighted

If the parameter "Exact spelling" is active, the search results will fully correspond to the text in the search-box: the spaces, upper- lower-case letters and identical spelling will be taken into account.

Search and Replace function with an activated "Exact spelling" highlighted

(b)Replace text within the document

In order to replace the results of the search with another text user can type in the desirable word or phrase in the text-box below.

"Replace search term by" highlighted under Search and Replace tab

User can replace all search results at once or decide on each individually.

Replace options highlighted

Note: if you input a search term, leave the "Replace search term by" field empty and press "Replace all", indicated search term will be deleted everywhere in the document.

(c)Search and replace text within the table

Search and replace function also offers quick access to specific text content within the table in the document.

Search and Replace text in tables highlighted

(d)Advanced search within the document

Using the advanced search, the user can search for:

  • search term
  • paragraph style
  • inline style
  • paragraph style + inline style
  • search term + paragraph style
  • search term + inline style
  • search term + paragraph style + inline style

Also, the following parametrs can be used to make the search results more precise:

  • Case sensitive
  • Exact spelling

If the parameter "Text sensitive" is on, the upper- lower-case letters will be considered as different symbols.

If the parameter "Exact spelling" is active, the search results will fully correspond to the text in the search-box: the spaces, upper- lower-case letters and identical spelling will be taken into account.

Here are a few examples on how it works:

Search for paragraph style + inline style highlighted

Search for search term + paragraph style + inline style highlighted

The results appear after clicking on the "Search" button.

(e)RegEx

In the field "Search" there is a clickable checkbox called "RegEx". Once you check it and left-click on the "Search field", a dropdown with 8 predefined regular expressions will appear. Then can either select one of the proposed regular expressions to start a corresponding search or fill in the field manually with the desired regex.

Predefined regular expression highlighted in the search field

Regular Expression, or regex or regexp, in short, is extremely helpful when searching and manipulating text strings, particularly when processing text files. One line of regex can easily replace several dozen lines of text strings if you use them rightfully.

Let`s have a look at a few examples:

  • \d+, where \d is a digit (a character in the range 0-9), and + means 1 or more times. So, \d+ is one or more digits.

\d+ regular expression search highlighted

  • \w+, where \w stands for "word character" (a letter, a number, or an underscore [a-zA-Z0-9_]), and + means one or more times

\w+ regular expression search highlighted

  • \p{Z}\p{Z}+, where p{Z} stands for any kind of whitespace or invisible separator

\p{Z}\p{Z}+ regular expression search highlighted

Replacing founded search results with \p{Z}\p{Z}+ regex will delete all whitespaces or invisible separators.

4.10Advanced replacement within the document

In order to replace the search term, the user can enter the desired term in the "Replace search term by" field and choose the desired paragraph and/or inline styles in the drop-down menus below. Hence, the user can replace all search results at once or decide on each individually.

Replace fields highlighted

After pressing the "Replace All" button, the respective search term will be replaced with the desired search term everywhere in the document. The "Replace All" button will then be faded out and "No results" message will be displayed.

Replaced search term highlighted in the document

In order to start a new advanced search session, click "Reset".

5Conversations and announcements

5.1Creating conversations

(a)Creating comments for a section

Users with respective rights can create comments for each section of a document. There is no limit to the number of comments per section or document.

Create new comments via a section's context menu. The user can access it by clicking on a section. Also, it is possible just comment on certain words by highlighting them and clicking right to open the context menu or using the shortcut (Ctrl + Shift + C) for Windows / (CONTROL + SHIFT + C) for Mac.

Context menu with highlighted "Comments" entry

After clicking on the function, a comment box appears next to the selected section.

Window for creating a comment highlighted

The window contains the following elements.

  • Referenced section
  • Topic
  • Main comment
  • Priority (-/1/2/3)
  • Resolved option
  • The selection button to determine the users who can see the comment
  • Admin option

It is not possible to create empty comments. If you try to save a comment without content, you get a warning when pressing "Create".

(b)Visability of comments

Comments with the setting "Visible for all" can be seen by all users with access to the document. In this case, the tick next to the "Administrators" is automatically set and can not be changed.

Settings "Visible for all" and "Admins" highlighted

The setting "Visible for selected" allows the individual selection of users for whom the comment should be visible. Only users who already have access to the document can be added. However, it is still possible to add individual users later.

The "Only me" setting allows you to create private comments that can be shared anytime.

When creating a comment, it is first set to "Visible for all". If the comment is saved this way, all users in the document including administrators can view the comment or reply to it.

Please note: after a comment has been created as "Visible for all", the visibility of such comment can no longer be edited.

Creating a comment for selected users highlighted

(c)Status of comments

Comments are generally created with the status "pending", for example when you want to discuss a section's content in detail without editing it right away. Sometimes, though it makes sense to create a "resolved" comment, when you want to indicate that a certain decision has already been made and there is no need for discussion.

Resolving of a comment highlighted

You can change the status at any time. If a comment was originally created as "pending", you can always resolve it once you want to indicate that a topic has been completed. Changes in a comment's status are recorded in the comment history and are visible to other users.

The comment history also indicates who created or replied on a comment and when.

(d)Deleting comments for a section

Comments can be deleted if one of the conditions is met:

  • it's a private comment
  • it's a comment that has not been seen by anyone

Button "Delete comment" highlighted

(e)Sharing private comments

Comments with the setting "Visible for: only me" can be shared at any time. There are several options for sharing:

  • share a single comment

Sharing a single comment

  • share all comments to the section

Sharing comments to the section

  • share all comments in the document

Sharing all comments in the document

(f)Export of comments

The user can also determine if the comment becomes visible in export.

Option "Visible in export" when creating the comment highlighted

Only if the option "Visible in export" is activated will the additional setting "Export comments" appear while exporting to Word and sdox.

"Export comments" setting highlighted when exporting to Word

5.2Displaying and managing conversations

(a)Display unseen conversations

Basically, the tab "comments" can be displayed in three different ways:

  • Tab without counter (conversations existing)
  • Tab with counter (unread conversations)
  • Tab with green check mark (all conversations have the status "resolved")

The mere display of the conversation tab in the tab bar on the left indicates that there are conversations within the document, none of them unread.

Tab "Comments" highlighted in the tab bar

If there are unread conversations a read counter appears next to the tab. It only counts conversations as a whole, not individual answers. So, a comment with three unseen answers only counts as one conversation.

Unread conversations tab highlighted in the tab bar

The green check mark at the conversation tab indicates that all existing conversations are "resolved".

Resolved conversation highlighted

(i)Display of conversations at the section

If there exist conversations for a section a user can see them by clicking on the speech bubble icon right from the section. Contrary to the tab bar the details do not show on the left but right from the section.

The speech bubble can take three different forms:

  • Red speech bubble (there is at least one unread conversation for the section)
  • Blue speech bubble (all conversations have been read and at least one is set as "pending")
  • Grey speech bubble (all conversations have been read and are set as "resolved")

Status icons for new (red), seen (blue) and resolved (grey) conversations highlighted

(b)Managing conversations

Clicking on the respective tab opens a detailed view on comments or questions with an overview of all conversations.

In case there are new conversations the tab "Unseen" is displayed. Unseen conversations are also highlighted.

As soon as all conversations got marked as seen the "Unread" tab disappears.

Tab with "Unseen" comments highlighted

If there are no unread conversations the tab "All" is displayed.

Tab displaying "All" comments highlighted

All unread conversations can be marked as read with the click of the eye symbol in the upper left corner.

Symbol for marking the conversation as seen highlighted

In addition, there are two tabs showing all pending and resolved conversations in the document.

Tab with "Pending" comments highlighted

Tab with "Resolved" comments highlighted

The user can also search for all conversations, filtering the search results by creator or commentator.

Field for searching conversations highlighted

Filters for searching conversations highlighted

(c)Answering on existing conversations

To write an answer for an existing conversation you need to access the conversation details. You can either display them via the tab bar on the left or the speech bubble symbol next to the section.

Then you choose the respective conversation with a click. The detailed conversation history with all posts appears including an input box for your answer. To send an answer a user can also use the shortcut (Tab + Enter) for Windows / (TAB + RETURN) for Mac.

Clicking into the input box automatically marks an unread conversation as read.

Comment with an answer highlighted

5.3Editing a conversation's settings

(a)Identifying and changing the status

A conversation status is displayed with the help of colors. Unseen conversations are highlighted with yellow.

Open conversation highlighted

Resolved "closed "conversation highlighted

Comment created for selected users highlighted

There is an option to mark the selected persons, as administrators of the comment.

The admin-status field highlighted

(b)Adding users to a conversation

If a conversation is only visible for the creator or selected users you can add more users to it. Click on the plus button located on the bottom of the opened comment box.

Button for adding new users to the conversation highlighted

A dialogue box appears and new users can be added to the conversation. To do so, just add the names of the relevant users and confirm it with a click on the blue button "Add". By clicking on the button "Invite", the indicated users are added to the conversation.

Dialogue after adding a new user highlighted

NB: only people invited to the document can be included in the communication.

Conversations that are only visible for the creator or selected users can also made public directly for all document users.

Again, click on the plus button located on the bottom of the opened comment box. In the appearing dialogue box choose "public" and confirm your decision with a click on the blue button "Make public".

Dialogue for making comments public highlighted

NB: once a conversation is visible for all document users, you can no longer make it private again.

5.4Writing an announcement

Apart from communicating via comments, user can also write an announcement for a document.

Unlike comments, an announcement does not show in a document but is e-mailed to the recipients. The e-mail also contains a link to the document.

Announcements are helpful for communicating further detail during the editing and consolidation process, for example concerning new changes or the progress of a document. The creator of the announcement can manually choose the recipients.

Tab for writing an announcement highlighted

Dialogue for creating an announcement highlighted

The default setting for recipients is "Selected". You'll need to choose at least one user from the list to be able to send the announcement. You can send the announcement to all document users by either selecting them from the list or by clicking the "All" button. To send an announcement user can also use the shortcut (Tab + Return) for Windows / (TAB + RETURN) for Mac. For full list of shortcuts click here 4.1.6

Example for an e-mail announcement highlighted

5.5Support Communication

Useres can send us all kinds of support requests via the support button right next to your user avatar in the upper right corner. Clicking on the button opens a contact form, where you can describe your inquiry in detail.

Support button in the page header highlighted

5.6What`s new

Option "What`s new" highlighted

A red dot near the user`s avatar and option "What`s new" in the menu below signify that there is a new feature release. "What`s new" directs the user to SMASHDOCs blog with the latest release notes.

Once the link "What`s new" has been opened, red signs disappear.

6User management

6.1Authorizations, roles and additional rights

(a)Authorizations of the document creator

The document creator is the only one with access to a document when it is in draft mode. Other users can not see the document, so only the creator can start the review mode and invite more users to the document.

(b)Inviting users to collaborate ​

(i)Inviting users when starting the review mode

As soon as the creator starts the review mode he can also add other users to the document.

The creator has two options for sending out invitations. He can invite new users via their e-mail address or search for them by name. The second option only works if he has already worked with these users in the past. SMASHDOCs shows search results once you start typing the first letter. The user can then be added to the invitation list with a click on the blue "Plus" button.

Dialogue for inviting users to a review document highlighted

As a creator, you can also assign roles under the tab "General" and control additional rights of the invitees under the tab "Rights" during the invitation. Also, you can add a message to your invitation. Then click on "Share and track the changes" to start the review process. Your document view changes accordingly from draft to review mode.

Tab "Rights" highlighted during user invitation

You can also start the review mode without inviting other users. Of course, you can still invite them later on.

(ii)Inviting users after having started the review mode

You can add users to a document in review mode at all times.

Go to "Options" choose "Invite users" to proceed. This is only possible if you have the additional right to invite other users.

Dialog for inviting users after having started the review mode highlighted

(iii)E-mail address of the user is displayed when adding to the document

If the user wants to invite another user to the document, he may start entering the particular name (in case he has already shared something with the recepient) or a particular e-mail address. In addition, when inviting the user, the entered e-mail address will always appear in the drop-down menu if that user has previously participated in the review process of any other SMASHDOC document.

Inviting user to the document highlighted

(c)Roles and additional rights

In SMASHDOCs it is possible to attribute roles and additional rights for each user and document separately. Depending on his role, a user has a varying degree of editing rights for a document. The additional rights provide the user with further possibilities concerning the management of a document. The document creator automatically holds the role of "Approver" and all additional rights.

(i)Roles

The following roles can be attributed to SMASHDOCs users:

  • Reader
  • Commentator
  • Suggester
  • Approver

A "Reader" can only access the document without editing any content, posting or replying to comments and questions.

As "Commentator" one can post questions and comments, and also reply to conversations posted by other users.

"Suggesters" can create conversations and also edit a document's content. This includes creating, changing and deleting text, as well as adding or changing images and tables.

In order to be able to accept or reject changes in a document, you need the role of "Approver". Only approvers can decide upon suggested changes, edit content themselves, including to delete images or tables, and create conversations.

(ii)Display of the role in the document

The role is displayed in the settings.

Displaying of the users role highlighted

(d)Activate and deactivate user

First of all, invited users are listed in the document as "active". That means, they can work in the document according to their assigned roles and rights. However, users can be deactivated from the document when required, so that they don't have any access to the document anymore.

To deactivate a user, simply select the “User list” of the respective document (see chapter 6.3) and remove the tick mark next to "Active". The only condition is that you are the document administrator.

User list with active users highlighted

Deactivated users will be immediately notified by email and no longer be able to see the document in their document list. In case a user opened a document while being deactivated, he won’t be able to work on the document anymore and will be informed about the deactivation in a dialogue window. A deactivated user cannot find the document using the search function and isn’t able to access it via the document link.

Please note, document admin users can only be deactivated if there is at least one document admin user left after the deactivation. But SMASHDOCs prevents that automatically.

Deactivated users immediately disappear from the list “Active” and are displayed only in the list “Inactive” from then on.

List with all inactive users highlighted

There you can again reactivate a deactivated user by putting a tick next to "Active". Then the reactivated user appears in the list “Active” again and will be automatically notified per email. The user is now able to see the document in his document list again and to open it.

Of course, you can deactivate yourself as well, but please be aware that only a document admin user can reactivate you again.

6.2Additional rights

On top of the roles there are five additional rights existing in SMASHDOCs.

  • Admin
  • Invite
  • Section history
  • Export

The additional right "Admin" allows a user to change the roles and additional rights of other users.

To invite further users to a document, you need the right "Invite". It also enables you to attribute roles and additional rights to the invitees, however only up to your level. A user with the role of "commentator" can hold the right to invite others, but can not invite them as "editors" or "approvers". This limitation also applies to additional rights.

To see the section history of a document, one needs the additional right "Section history". Without this right, it is not possible to follow the changes made to a section.

The user with the "Admin" role additionally has control whether the user he invites sees the "Export" option in the document or not. If an admin changes the rights setting while this user is already working in the document, the change will take effect immediately.

If the right to export no longer exists, then the user can also no longer duplicate it.

"Export" right highlighted amongst additional user rights in the user management window

The two rights "Admin" and "Invites" need to be attributed at least once for a document. One user can either hold both or two users each hold one right.

6.3Display of user list

For an overview about all users working together on a document, click “Manage users” in the "Options" of the document. In this list all users are listed with their user role, additional rights and activity level.

6.4Active users toolbar

For the sake of enabling other users working on the document to know who is currently editing the document as well, the user avatars on the top right of the document are shown. As it is called active users toolbar, active users marked with the small green sign are shown first in the list. If there are many users involved in the document editing, only a few icons will be displayed followed by the "+10" etc. number depending from the user quantity. On the left side of the above mentioned toolbar are the control buttons e.g. Share all, Accept all, Decline all, Mark all as read.

The short name of the user e.g. EM for Emma Müller is displayed on the avatar if the user hasn`t installed any photo or image. If he did, then the user should mouse over the avatar in order for the full name of other users to be shown. Furthermore, the click on an avatar opens the "Manage users" window.

Active users toolbar alongside with suggested changes highlighted

6.5Account settings

(a)Edit your master data

In order to edit the master data of your account, click on you avatar and choose "Settings" tab in the submenu.

Tab for accessing the master data highlighted

In the dialogue box "Profile" you can change your profile data like name and company.

Dialogue box "Profile" highlighted

Save your changes by clicking "Save settings".

NB: It is not possible to change your E-mail address.

(b)Upload and change your profile picture

Upon registration, the system creates an avatar for each user, consisting of his initial letters.

For uploading your own profile picture or replacing an existing picture just click on your existing profile picture.

In the following dialogue, you can search your local drive for a picture and upload it and adjust the image size.

Dialogue box "Account Settings" with selected tab "Profile Picture" highlighted

(c)Change language

A user can change the language settings even after having registered. Therefore go to the tab "Settings" in your account settings.

Dialogue box "Account Settings" with selected "Settings" tab highlighted

Currently SMASHDOCs supports English, German, French, Belgian French, Canadian French, Dutch, Spanish and Russian languages.

(i)Document language

A setting "Document Language" under the document options defines both:

  • Spellcheck language
  • Language by export

Setting "Document language" highlighted

Note: The setting for document language is saved per each document individually.

(d)Display Tooltips

A user can decide whether to activate or deactivate tooltips in SMASHDOCs. This can be done by un-ticking the box in account settings.

Activated tooltips tab highlighted

Display of tooltips highlighted

(e)Selection of partially selected words will be automatically expanded

Setting "Selection of partially selected words will be automatically expanded" highlighted

If the setting "Selection of partially selected words will be automatically expanded" is activated, selection only of a part of the word will be expanded by SMASHDOCs to the full name. For instance, selection of "SMASH" in the name "SMASHDOCs" will be automatically expanded to "SMASHDOCs".

Selected "SMASH" being expanded to "SMASHDOCs"

(f)Don't allow to approve all pending changes in text section with one click

Setting "Don't allow to approve all pending changes in text section with one click" highlighted

If the setting "Don't allow to approve all pending changes in text section with one click" is activated, a user can approve/discard changes partially - only selected by him out of all changes in the section.

Only selected part will be deleted from the sentence, after clicking on "Approve"

(g)Auto-collapse groups in Formatting Settings panel

Setting "Auto-collapse groups in Formatting Settings panel" highlighted

If the setting "Auto-collapse groups in Formatting Settings panel" is activated, all formatting groups are being automatically collapsed. Whereas the group that includes the paragraph style applied in a particular section will be collapsed, it`s highlighted in blue. Hence, the specific paragraph style in the collapsed group is being indicated under "Selected formatting".

"All groups automatically collapsed" highlighted

(h)Change password

(i)Change password in user profile

When you are logged into SMASHDOCs you can change your password in your account settings under "Security".

Security tab with option of changing password highlighted in account settings

When changing your password you have to enter your current password, your new password and confirm the new password again. The new password is active upon your next login.

(ii)Change or reset password when logged off

If you want to change your password without logging in before or if you forgot your password, you can request a new one via the login dialogue.

Login page with the button "Did you forget your password?" highlighted

After clicking on the link a new dialogue box appears. Enter your email address, select "Request your new password" and you will get an email with further instructions to create a new password.

Dialogue box for resetting your password highlighted

(i)Delete account

SMASHDOC's account can be deleted at any time after a successful registration. To do this, click on the avatar in the top right corner of the document list and continue with the settings. Then select the "Security" tab and click on "Delete user account" at the bottom left.

Tab "Delete account" highlighted in the settings menu

7Exporting documents

7.1Exporting as Word document (DOCX)

You can export documents as Word documents in no time and it does not matter whether the document is in draft or review mode. The export function can be found in the "Show document options" menu.

Creating documents via the option menu highlighted

Select a design template for the document output. You can choose between the templates "Standard" and "Contract". Upon request, SMASHDOCs can create and deposit predefined, custom-tailored templates. Feel free to contact smartwork solutions for further information.

Formattings such as block headings, figure and table numberings allow you to automatically create document elements such as a table of contents and lists of figures and tables. Just select the respective checkbox in the dialogue window.

Dialogue box for exporting documents highlighted

Click on create and the document downloads on your computer. You can open it with Microsoft Word or any other software, that processes Word Documents. The settings from the Word formatting templates are taken over.

User can also use a shortcut (Ctrl + E) for Windows / (COMMAND + E) for Mac.

(a)exporting WORD document with comments

You can also determine if and what comments are visible in the exported document. For this, firstly check option "Visible in export" for each comment you would like to export.

Option "Visible in export" highlighted

Only if the option "Visible in export" is activated in at least one comment will the additional setting "Export comments" come in handy while exporting to Word and sdox formats.

Option "Export comments" highlighted

Please note that if none of the comments got marked with "Visible in export" and you nevertheless activated the option "Export comments" - comments will not be exported. Therefore, the option "Export comments" has a hint in the in parentheses - "only open comments marked for export will be exported".

(b)exporting WORD document with open changes

If you have open changes in your document, the option "Export track changes" will be displayed right before exporting your document. Therefore, you can export all open changes to WORD if you activate this option before clicking the "Export" button.

Option "Export track changes" highlighted

After opening your WORD document, click "Review", then go to "Reviewing", and changes made in SMASHDOCs like insertions/deletions/comments will be displayed on the left.

Tracked changes highlighted in WORD document

(c)exporting WORD document with a pseudonym

You can export your document with pending changes and/or comments to MS WORD under the pseudonym name in case you cannot or do not want to reveal real names of documents editors.

Export with pseudonym highlighted

Please note that this option does only appear after you have checked one of the stable fields, e.g. export comments and/or track changes. Therefore, if there are neither changes nor comments in your document, export under a pseudonym will not be available.

After entering the pseudonym, all comments and changes will be displayed as if by the testing team, law firm, etc. has made them.

Comment exported under pseudonym

7.2Exporting as sdox file

SMASHDOCs documents can also be exported in the form of a sdox file, which is a unique SMASHDOCs file format. Also, in this case, it does not matter whether the document is in draft or review mode.

The export function can be found in the "Show document options" menu.

Creating documents via the option menu highlighted

Export as sdox file highlighted

You can also use a shortcut (Ctrl + E) for Windows / (COMMAND + E) for Mac.

If your document is in draft mode, exporting it as sdox file will not include section history.

Exporting draft document as sdox file

But, if your draft document contains comments that were marked for export, you can activate option "Export comments" when exporting your document as sdox file.

Option for export comments highlighted in the export of sdox file

If your document is in the review mode, meaning you have activated the tracking changes mode or shared the document with other users, the export of such a document as the sdox file will enable both options - export of comments and history.

Options "Export comments" and "Export history" highlighted by sdox export

The exported file can be imported in SMASHDOCs again as a new document.

7.3Exporting as HTML page​

SMASHDOCs documents can also be issued as HTML pages. In this case, there is a difference between draft and review mode, as there are more export possibilities available in review mode.

Dialogue box for creating different HTML documents highlighted

(a)Final

The document is displayed without redline and conversations. It corresponds to the "Clean" view of a review document. As there are no tracked changes and conversations in a draft document, it is the only mode available for both, documents in draft and review mode.

(b)News

The document is displayed including the redline and all conversations. New changes and conversation posts are highlighted with a yellow background. You can choose if you want all conversations to be displayed or only public ones.

(c)All-in-1

In addition to redline and conversation posts, this mode also shows the full history of every section, if changes have been made to the section's content. Here you can also choose between public and non-public comments.

(d)All open conversations

In this HTML mode the focus is not on the document itself anymore, but on all conversations, which have not been closed so far. This allows you to react to conversations more quickly. Because of the minimised display of the connected section, the context is still evident.

HTML export with "All open conversations" highlighted

7.4Asynchronous export of files

With the asynchronous export, downloading a file and waiting for download completion does not hinder you from continuing to work on your document. You can start editing your file shortly after clicking on the document export button.

As soon as you have clicked the export button, a new "download icon" will appear near your avatar showcasing that the download process has been started. The download icon notifies you when your download will be completed and keeps downloaded files available on the list of downloads for a specific number of days. This number is set individually per system and by default is three days. Within this period, you can still download any of those files.

Download icon and list of download files highlighted

As soon as there is an ongoing download process, a spinner and a respective message are being displayed near the download icon. The spinner will keep spinning until the download process has been fully completed.

Message about the start of export process highlighted

In contrast, if the download of some files failed, you can also track it down in the list of downloaded files.

Therefore, after clicking on the download icon, the list of downloads will be displayed containing all

  • successfully downloaded files,
  • files that are currently being downloaded and
  • files whose download has failed

You can cancel an ongoing download process in the list of downloaded files by hovering the mouse over an entry and clicking the "delete" icon. After that, the file to be downloaded will no longer be displayed in the list.

You can download a successfully downloaded file by simply clicking on the file name.

You can delete a file from the list of downloads both

  • manually

Manual deletion of files highlighted

  • via "Delete all" button or

Button "Delete all" highlighted

  • automatically, meaning you have to wait up for the set period of days till your files will be deleted automatically.

Once some of the files will be deleted from the list of downloaded files, the number near the download icon will be updated accordingly. And once there are no more entries in the list after file deletion, the download icon will disappear.