List of services: SMASHDOCs Basic - as of 29.12.2020

January 14, 2021|deleted user

Preface

SMASHDOCs is a web-based word processing application for collaborative authoring, reviewing, and producing of documents such as contracts, concepts, studies, and much more.

Creation means that users can either write a document or import content from a MS Word document or another SMASHDOCs document in sdox format.

Within the review process, authorized users can then create proposals for content changes and selectively accept or reject these. SMASHDOCs automatically logs all changes and decisions section by section, so that the complete history of each section can be traced in the document at any time. Users can also communicate on the content via comments.

The document can be exported into various formats at any time.

The following is a description of the main functions of SMASHDOCs in short form.

1Definitions of Terms

1.1Draft document

After creating a new document (see 6), the document is initially in draft mode (see 1.3).

1.2Review document

As soon as a draft document (see 1.1 ) is shared with other users and/or content changes are to be logged, the document must be switched to review mode (see 1.4).

1.3Draft mode

A draft document (see 1.1) is always in draft mode. The draft mode differs from the review mode (see 1.4) whereby the content-related changes are not logged.

1.4Review mode

As soon as a draft document (see 1.1) is shared with other users and/or content changes are to be logged, it is in review mode.

1.5Draft section

A user can create new sections, called "draft sections", in a review document (see 1.2). These are visible to all users, but they cannot be edited yet by other users and cannot be commented on in principle. This is only possible if a draft section has been released for review by the user who created it or by the document administrator, and thus it becomes a review section (see 1.6).

1.6Review section

A review section is a section in a review document (see 1.2) which, unlike the draft section (see 1.5), is released for review by all authorised users.

2User Account Functions

2.1Create user account

2.2Manage data in user account

2.3Delete user account

2.4Request a new password

2.5Set the language

2.6Control the display of tooltips

2.7Control the way words are selected

2.8Control the way changes are approved

2.9Control the way formatting groups are displayed

2.10See the users name shown if hovering over the avatar

2.11Change the password

3Login with Microsoft account

3.1Login with Microsoft account and skip signing in process in SMASHDOCs

3.2Search the document in the connected SMASHDOCs app directly from MS Teams, then add it as a tab in a channel with single-click

3.3Create a document in Microsoft Teams account

3.4Open an existing document in Microsoft Teams account

3.5Create a document via SmartDocuments Interview in Microsoft Teams account

3.6Collaborate on the document with all the team members

3.7Invite users who do not have an Office 365 account or access to the team to the document by their email

4Login with Dracoon account

4.1Login with Dracoon account and skip signing in process in SMASHDOCs

4.2Edit a document and share it with other members of Dracoon account

4.3Export SMASHDOCs document to Dracoon

5Homepage

5.1Document list

5.1.1Display in list form the documents in which the user is actively involved

5.1.2Sort document lists by columns

5.1.3Filter document lists

  • Only documents with new changes that have not yet been acknowledged by the user
  • Only documents with new contributions in comments that have not yet been acknowledged by the user

5.2Documents in the document list (see 5.1)

5.2.1Display whether a document has news for the user

5.2.2Display whether the document has not yet been opened by the user

5.2.3Open the document

5.2.4Change the metadata of a document; requires permission: Document administrator (see 8)

5.2.5Move a document

5.2.6Duplicate a document as a new draft document

5.2.7Move a document to your personal trash

5.2.8Compare a document with docx, sdox files

5.3Personal bookmark for a document

5.3.1Add a personal bookmark to a document, including due date

5.3.2Change settings for a personal document bookmark

5.3.3Delete a personal document bookmark, including due date

5.4Personal folders

5.4.1Create a personal main and/or subfolder

5.4.2Rename a personal folder

5.4.3Delete a personal folder

5.4.4Move documents to a personal folder

5.5Personal trash

5.5.1Display documents in the personal trash as a document list (see 5.1)

5.5.2Open a document

5.5.3Restore a document

5.5.4Empty the personal trash completely, whereby only the user's draft documents are completely deleted

5.6Search for documents, folders, and document tags

5.6.1Enter search terms

5.6.2Start the search process

5.6.3End the search process

5.6.4Display search results

  • Documents in which the user is actively involved that are not in the personal trash
  • Personal folders
  • Document tags
  • Documents in which the user is actively involved that are in the personal trash

5.6.5Filter search results by: Search Result

  • Document is not in the personal trash
  • Personal folders
  • Tags
  • Document is in the personal trash

5.6.6After selecting a folder, display the folder contents

5.6.7After selecting a document tag, display all documents that have that specific document tag. In addition, display all document tags that were combined with the specific document tag searched for. If necessary, select a new document tag and also all the document tags that were combined with the new document tag combination searched for, etc.

5.7List of all unopened documents

5.7.1Display a note whether there are documents that haven't been opened by the user yet and how many there are

5.7.2List of the documents still unopened by the user

5.7.3Filter list by document type:

  • draft documents
  • review documents
  • documents that have news (unseen changes and / or comments)

5.8List of documents with user bookmarks

5.8.1Display a note showing how many documents a user has bookmarked (see 5.3)

5.8.2Display a list of the documents bookmarked by the user

5.8.3Filter the list by the due date stored in the personal document's bookmark:

  • today
  • overdue
  • upcoming
  • not set

5.9List of documents with news

5.9.1Display a note whether there are documents that have news (i.e. unseen changes and comments) for the user and how many there are

5.9.2Displaying a list of the documents that have news for the user

5.10Dashboard

5.10.1Set the statuses

5.10.2Start with drafting

5.10.3Proceed with internal reviewing and negotiating of documents

5.10.4Complete or cancel

5.10.5Track the processing status of the documents as draft, internal review, negotiation, completed, cancelled

5.10.6Track the timing of the documents regarding the set deadline (on time, time-critical, overdue)

5.10.7If you edit document metadata, move the document to a particular project, change the status/due date

5.11Support ticket

5.11.1Create and send a support ticket

5.12Start the process of creating a new document

5.12.1Create a new SMASHDOCs draft document (see 6.1)

5.12.2Import a MS Word document (see 6.4)

5.12.3Import a SMASHDOCs document in sdox format (see 6.5)

5.12.4Create a new SMASHDOCs starting with SMASHDOCs template (see 6.6)

6Creating a New Document in SMASHDOCs

6.1Create a new SMASHDOCs document in draft mode

6.1.1Start the process

6.1.2Cancel the process

6.1.3Define the general document language so that it will be set for spellcheck and for exports at the same time. SMASHDOCs is available now in Englisch, German, Spanish, Russian, European French, Canadian French, Belgian French and Flamish (Belgian Dutch)

6.1.4Enter metadata of the new document

6.1.5Create a new document as a draft document in draft mode

6.1.6Delete documents in the system permanently in review mode, immediately or after a certain time.

6.2Roundtrip features

6.2.1Select documents for comparison via drag&drop, searching on a device or searching in the SMASHDOCs app

6.2.2Insert a creator

6.2.3See all the sections with changes in the separate list

6.2.4Select how many documents should be shown at once in the comparison report

6.2.5Have a clear comparison overview either of the selected or all documents, that have been chosen to be compared

6.2.6Choose an outlook for two compared documents - synoptical view or "Merged in 1" view

6.2.7Merge all changes or some of suggested changes

6.2.8Create a snapshot before the merging process to remember what has been imported

6.3Creating snapshots

6.3.1Make a snapshot of a document at different stages to remember the document's status for later comparison

6.3.2Create an unlimited amount of snapshots of one document

6.3.3Compare snapshots between each other

6.3.4Merge the necessary changes

6.3.5Select the changes you want to merge or merge everything at once

6.3.6Create a snapshot from a new document version and save the initial version of a document after merging the files

6.3.7Set up an automatic snapshot (which is a clean version of latest state of the document) creation via Word/sdox export

6.3.8Select a snapshot version in Word export, to which the changes of the latest version will be shown

6.3.9See the exact time with the date of snapshot creation

6.4Importing a WORD document

6.4.1Start the process

6.4.2Cancel the process

6.4.3Upload Word document in docx format via search on the computer, or drag & drop the document

6.4.4Display paragraph and character formats used in Word document

6.4.5For each Word format found, specify which SMASHDOCs' formatting template is to be used

6.4.6Add an indented table into the document, as it will be supported by SMASHDOCs after Word-import

6.4.7Enter metadata of the new document

6.4.8Create a new document as a draft document in draft mode

6.4.9After Word-import the Monospace style will be automatically recognized

6.5Import sdox file

6.5.1Start process

6.5.2Cancel process

6.5.3Display metadata of the sdox file to be imported

6.5.4Change metadata of the sdox document to be imported

6.5.5Create a new document as a draft document in draft mode

6.6Starting with SMASHDOCs template

The module "SMASHDOCs template" is not included in the standard version of SMASHDOCs and can be added optionally.

6.6.1Start process

6.6.2Cancel process

6.6.3Choose a SMASHDOCs template

6.6.4Display metadata of the document to be created

6.6.5Create a new document as a draft document in draft mode

7Adding documents to projects

7.1Add as many documents as it is needed into the project

7.2Choose all documents to generate those into one document

7.3Add several documents to generate them into one document

7.4Export generated document to 'WORD', 'PDF', 'New document' and 'sdox file'

7.5Use projects as a management tool by setting a due date, the status of the project (in progress/completed), etc.

8Roles and Rights Management in One Review Document

8.1Role concept

ReaderCommentator Editor Approver
Can comment on review section no yes yes yes
Can create change proposals in a review section no no yes yes
Can decide on proposed changes in a review text sectionno no no yes

Role concept

8.2Individual permissions per user (can be combined as desired)

(a)Is Document administrator

  • Can change roles and rights of other users
  • Can release draft sections in a review document that were not created by him

(b)May invite

  • User can invite other users to the document

(c)May view section history

  • User may view section history

(d)Is active

  • Active users can open the document
  • Inactive users cannot open the document

(e)May export

  • Users with this right can export and duplicate the document

8.3Display a list of all users in the document

8.3.1Last name

8.3.2First name

8.3.3Company

8.3.4Role

8.3.5Permission status "Document administrator"

8.3.6Permission status "May invite"

8.3.7Permission status "May view section history"

8.3.8Permission status "Is active"

8.3.9Permission status "May export and duplicate the document"

8.4View users active in the document at any time

8.4.1Show avatars of users who are active in the document; if the number of users is> 5, only 5 avatars will be displayed, as well as the number of other active users

8.4.2Users who have just opened the document are specially marked

8.4.3After clicking on a user's avatar: Show a list of all users in the document

8.5User list functions

8.5.1Search for users in the user list

8.5.2Filter the user list

  • Show active users only
  • Show inactive users only

8.5.3Change the roles and permissions of a user; requires authorization (see 8): "Is document administrator" = yes

8.6Invite users

8.6.1Start the invitation process; requires authorization (see 8): "May invite" = yes

8.6.2Cancel the invitation process

8.6.3Enter a user to be invited

  • Enter the name of the user to be invited; the names of other users with whom the entering user is already working are offered for selection
  • Enter the email address of the user to be invited

8.6.4Define roles and permissions

8.6.5Add users to the invitation list

8.6.6Change the role and permissions of a user on the invitation list

8.6.7Remove a user from the invitation list

8.6.8Create a personal message for the Invitation

8.6.9Go to the 'Rights' tab and leave the relevant rights for the particular invitee

8.6.10Send an invitation; the invitation will be sent by email

8.7User management

The module "User management" is not included in the standard version of SMASHDOCs and can be added optionally.

8.7.1Display "User management" page; requires authorization: "Organization admin" = yes

8.7.2Display users in an organization:

  • internal and external users - differentiated by the domain in the user’s email address
  • active/ deactivated users
  • pending invitations
  • other system admins 

8.7.3Manage users in an organization:

  • create a user
  • invite a user
  • cancel a user invitation
  • deactivate a user
  • activate a user
  • search for a certain user
  • set default language for user

9Document Editor

9.1Creating, changing, and formatting content

9.1.1Requires authorization (see 8)

  • In draft mode: none
  • In review mode: Editor, approver

9.1.2Writing text

9.1.3Image

  • Insert
  • Change
  • Delete
  • Automatic, dynamic image numbering (optional)
  • Caption (optional)
  • Display in original size in new browser tab
  • Download in original size
  • Export all original images (incl. inline images) as single Zip file

9.1.4Table

  • Insert
  • Change table content
  • Delete
  • Automatic table numbering (optional)
  • Captions (optional)

9.1.5Directories

  • Insert placeholder in the document
  • Move placeholder in the document
  • Delete placeholder in the document
  • Display directory after clicking on placeholder in the document

9.1.6Alignment of section content

  • Left-aligned
  • Right-aligned
  • Centered
  • Justified text (not for images and tables)

9.1.7Control the spacing between text and list item with "Magic Tabs"

Magic Tabs = ACTIVE automatically sets the beginning of the text in the list to the nearest indent tab

Magic Tabs "off"

Magic Tabs "on"

9.1.8Indent / outdent section

9.1.9Standard special characters; can be adapted to customer specifications

Standard special characters

9.2Tracking changes in formatting

9.2.1As well as content changes, track formatting changes both in paragraph and inline styles

9.2.2See style change in separate words in a blue frame, in a whole section - in a one-piece blue border

9.2.3Be ready to use the filter 'Only styles' for unseen changes

9.2.4Activate the filter 'Only styles' individually or combine it with either 'Users' or 'Content' filter

9.3Paragraph format template

9.3.1Standard paragraph format templates

  • Headlines without numbering 1-6
  • Numbered headings 1-6
  • Numbered text sections 1-6
  • Simple, unordered list (list characters cannot be changed)
  • Simple, ordered list (list characters cannot be changed)

9.3.2Extended paragraph format templates: available depending on the individual configuration of the editor, according to customer specifications.

9.4Additional paragraph style properties for publishing requirements

If a text section that contains an additional paragraph style is:

9.4.1a read-only "locked" section - the content of section cannot be changed

9.4.2a movable section - configure whether a section can or cannot be moved

9.4.3a section that requires content - cannot be left empty

9.5Character set styles

9.5.1Standard Character Set Styles

  • Bold
  • Italic
  • Underlined
  • Strikethrough
  • Transcript
  • Small caps
  • Superscript
  • Subscript
  • Highlighted

9.5.2Extended character set templates: depending on the individual configuration of the editor, according to customer specifications.

9.5.3Publishing-relevant special characters: available depending on the individual configuration of the editor, according to customer specifications.

9.6Perform Undo / Redo

  • Shortcut Cmd + Z for Mac / Ctrl + Z for Windows = "Undo" = deletes the last word written in the section
  • Shortcut Cmd + Shift + Z for Mac / Ctrl + Shift + Z for Windows = "Redo" (Reverse "Undo" action)
  • 'Undo' and 'Redo' buttons in the left corner at the top of the page = delete changes in the section/reverse 'Undo' action:

Undo and Redo buttons highlighted in the toolbar

9.7Keyboard commands

9.7.1Individually configurable per system for paragraph and inline formattings as well as certain functions like "Insert footnote"

9.7.2Standard settings: Online instructions: Keyboard commands in SMASHDOCs

9.8Spellcheck

9.8.1Standard check source: languagetool.org

9.8.2Enable spellcheck for a document

9.8.3Receive suggestions for correction

9.8.4Accept the suggested correction

9.8.5Prerequisite for applying correction proposals: Editor or approver role

9.9Table functions

9.9.1Requires authorization (see 8)

  • In draft mode: none
  • In review mode: Editor, approver

9.9.2Define the first row as table heading

9.9.3Define first column as table heading

9.9.4Table contents

  • Text
  • Hyperlink
  • Cross-reference (see 9.11)
  • Inline image
  • Inline formula

9.9.5Formatting options for Table of Contents

  • Bold
  • Italic
  • Underlined
  • Strikethrough
  • Superscript
  • Subscript
  • Transcript
  • Small caps
  • Nested ordered list
  • Nested unordered list

9.9.6Align content of a cell

  • Left-aligned
  • Right-aligned
  • Centered
  • Justified
  • Top aligned
  • Bottom aligned
  • Vertically-centered aligned

9.9.7Frame cell individually

9.9.8Set the intensity of the cell frame color in 4 steps

9.9.9Set font size per cell

9.9.10Colorize cell and adjust the intensity of the color in 10 steps

9.9.11Adjust table width by percent

9.9.12Use special characters in tables:

Special characters highlighted in the table

9.10Web links

9.10.1Start the creation / editing process

9.10.2Cancel the creation / editing process

9.10.3Insert web link

9.10.4Enter and change URL

9.10.5Enter and change the text for display in the document ("web link label"), if it doesn't match the URL

9.10.6Delete web link

9.10.7Open URL in new browser tab

9.10.8Requires authorization (see 8 ) for insertion (see 9.10.3), modification (see 9.10.4), and deletion (9.10.6)

  • In draft mode: none
  • In review mode: Editor, approver

9.11Cross-references

9.11.1Start the creation / editing process

9.11.2Cancel the creation / editing process

9.11.3Insert cross-reference; requires authorization (see 8): Editor, approver

9.11.4Display a list of all linkable content types according to the individual system configuration

  • Text sections
  • Images (including inline images)
  • Tables
  • Each paragraph type after corresponding configuration

9.11.5Search in list

9.11.6Select a list entry

9.11.7Select the type of display in the document

  • Display numbering
  • Display the contents of the text section
  • Display image captions
  • Display table captions

9.11.8Display cross-references in a text section

9.11.9Change cross-references

9.11.10Delete cross-references

9.11.11Click on cross-references in the document to go to referred sections

9.11.12Copy cross-references

9.11.13Paste cross-references to another SMASHDOC

9.11.14Export cross-references in Word

9.12Footnotes

9.12.1Footnotes can be created in text and table sections, but not in image and table captions or in footnotes

9.12.2Start the creation / editing process

9.12.3Cancel the creation / editing process

9.12.4Create footnotes including automatic, dynamic numbering; requires authorization (see 8): Editor, approver

9.12.5Create and modify footnote contents

  • Text
  • Web link

9.12.6Formatting options for footnote content

  • Bold
  • Italic
  • Underlined
  • Strikethrough
  • Superscript
  • Subscript
  • Transcript
  • Small caps

9.12.7Delete footnotes

9.12.8Display all footnotes in document

9.12.9Display a list of footnotes for a section

9.12.10See transformed footnote text sections right under the section they relate to

9.12.11Move the leading text section and note that the footnote text section will be also moved

9.12.12The numbering of the moved footnotes is automatically adjusted

9.13Bibliography

9.13.1Indicate where exactly in the document the list of citations should be placed

9.13.2Number of bibliographies and citations in the bibliographies is not limited

9.13.3Request any desired citation style and it will be configured by SMASHDOCs Professional Services Team

9.13.4Enter the literature entry manually or import it BibTeX file

9.13.5All citations are divided into used and not used, hence they also get the corresponding tag

9.13.6Browse the desired citation either in crossref database (general sphere) or in Pubmed database (medical sphere)

9.13.7Have an overview of citation details in separate window due to improved user interface

9.13.8While editing literature entry, fill the first and the last names of an author, instead of tags

9.13.9Notice the separate placeholders for Indices and Bibliographies

9.13.10Export bibliography in Word

9.14Inline images

9.14.1Inline images can be created in text sections and tables

9.14.2Start the creation / editing process

9.14.3Cancel the creation / editing process

9.14.4Insert inline image

9.14.5Change inline image

9.14.6View and search in list of images

9.14.7Delete inline image

9.14.8Requires authorization (see 8) for insertion (see 9.14.4), change (see 9.14.5), and deletion (9.14.7)

  • In draft mode: none
  • In review mode: Editor, approver

9.14.9After clicking on inline image in the document: enlarge the image

9.14.10Display inline images in the section history

9.15Module: Index

The module "Index" is not included in the standard version of SMASHDOCs and can be added optionally.

9.15.1Start the index creation / editing process

9.15.2Cancel the index creation / editing process

9.15.3Requires authorization (see 8) for insertion, modifying, and deletion (see 9.15.7): Editor, approver

9.15.4Create a new index

9.15.5Rename an index

9.15.6Delete an index with index entries

9.15.7Enter, change, and delete index terms

9.15.8Select an index term to insert it in the text at the previously marked position

9.15.9Display a list of index terms for an index

9.15.10Enter, change and delete the sort string for the index term

9.15.11Move index term horizontally and vertically in the term list

9.15.12Mark documents with index terms (indices)

9.15.13Search for an index term in all indices

9.15.14Create a directory for each index (automatically after each index created)

9.15.15Control which entries in the document will be indexed

  • in each case the complete index information,
  • in each case only one marker without index information, or
  • no index information at all should be displayed

9.16Side notes

The module "Side notes" is not included in the standard version of SMASHDOCs and can be added optionally.

9.16.1Select the position for side notes marking within the section

9.16.2Start the creation / editing process

9.16.3Cancel the creation / editing process

9.16.4Insert a side note

9.16.5Change the content of a side note

9.16.6Formatting options for the content of a side note

  • Bold
  • Italic
  • Underlined
  • Striked through
  • Transcript
  • Small caps
  • Superscript
  • Subscript

9.16.7Delete a side note

9.16.8Show side note in the document

9.16.9Display side notes to the section

9.16.10Control in the document whether the marker to a side note is displayed in the web editor or not

9.16.11Requires authorization (see 8) for insertion (see 9.16.4), change (see 9.16.5), and delete (9.16.7): Editor, approver

9.17Module: Inline files

The module "Inline files" is not included in the standard version of SMASHDOCs and can be added optionally.

9.17.1Select the position for inline file within the section

9.17.2Start the creation / editing process

9.17.3Cancel the creation / editing process

9.17.4Insert new inline file

9.17.5Insert inline file previously uploaded in the current document

9.17.6Download the inline file

9.17.7Change the inline file

9.17.8Delete the inline file link from the text section

9.17.9Delete the inline file from the document

9.17.10Show inline file in the document

9.17.11Display inline files to the section

9.17.12View and search in list of inline files

9.17.13Export all inline files as a single Zip file

9.17.14Export the document with inline file link to Word

9.17.15Requires authorization (see 8) for insertion (see 9.17.4), change (see 9.17.7), and deletion (9.17.9): Editor, approver

9.18Module: Formulas

The module "Formulas" is not included in the standard version of SMASHDOCs and can be added optionally.

9.18.1Select the position for formula within the text section

9.18.2Start the creation / editing process

9.18.3Cancel the creation / editing process

9.18.4Insert a formula

9.18.5Change the content of a formula

9.18.6Delete a formula

9.18.7Show formulas in the document

9.18.8View and search in list of formulas

9.18.9Requires authorization (see 8) for insertion (see 9.18.4), change (see 9.18.5), and delete (9.18.6): Editor, approver

9.18.10Import from / Export to Word

9.19Module: Inline formulas

The module "Inline formulas" is not included in the standard version of SMASHDOCs and can be added optionally.

9.19.1Select the position for inline formula within the text or table section

9.19.2Start the creation / editing process

9.19.3Cancel the creation / editing process

9.19.4Insert the inline formula

9.19.5Change the content of the inline formula

9.19.6Delete the inline formula

9.19.7Show inline formula in the document

9.19.8View and search in list of formulas

9.19.9Requires authorization (see 8) for insertion (see 9.19.4), change (see 9.19.5), and deletion (9.19.6): Editor, approver

9.19.10Import from / Export to Word

9.20Checkbox

9.20.1Checkbox can be created anywhere in text section

9.20.2Select the position for checkbox within the section

9.20.3Insert the checkbox

9.20.4Edit the checkbox

9.20.5Delete the checkbox

9.20.6Requires authorization (see 8) for insertion (see 9.20.3), change (see 9.20.4), and deletion (9.20.5): Editor, approver

9.21Zoom function

9.21.1Open the document

9.21.2Zoom in to maximum 175%

9.21.3Zoom out to a minimum of 100%

9.22Section tags

9.22.1A section tag can be assigned to text, images, formulas and table sections

9.22.2Section tag types and fields per type can be configured individually for each system

9.22.3It can be configured individually for each section tag type, whether it can be assigned only once or multiple times per section

9.22.4Start the creation / editing process

9.22.5Cancel the creation / editing process

9.22.6Insert a section tag

9.22.7Change a section tag

9.22.8Delete a section tag

9.22.9Search a section tag with an option 'Show directories'

9.22.10Requires authorization (see 8) for insertion (see 9.22.6), change (see 9.22.7), and delete (9.22.8): Editor, approver

9.22.11Show section tag in the document

9.22.12Display a list of all section tags and marked sections as entry point

9.23Quick Start Menus

9.23.1Quck Start menus include mostly-used paragraph styles fixed in the toolbar

9.23.2Quick Start Menus can be configured individually for each system

9.24General functions for content sections in a document

9.24.1Copy

9.24.2Cut; requires authorization (see 8): Editor, approver

9.24.3Paste; requires authorization (see 8): Editor, approver

9.24.4Move one or more selected sections using drag and drop; requires authorization (see 8): Editor, approver

9.24.5Display section link

9.24.6Create page break before section or delete existing page break; requires authorization (see 8): Editor, approver

9.24.7Restart or continue numbering (if configured accordingly for the paragraph formatting template used); requires authorization (see 8): Editor, approver

9.24.8Set or delete a personal section bookmark

9.24.9Display a note in review mode if the section has been changed at least 1x

  • Click on note: Display a list of all previous changes; for text sections: display of the content change of a section to the previous section; requires authorization: "May view section history" = yes (see 8)

9.24.10Display a note if cross-references are included in a section or are referring to a section.

  • Click on note: display a list of cross-references in and referring to the section

9.24.11Display a list of footnotes in the section (if the section contains them)

9.24.12Display a note if there are comments on a review section

  • After clicking on note: show list of comments on the section
  • Show note in grey if all comments are "resolved" and there are no unseen posts for the user
  • Show note in red if there are unseen posts for the user
  • Show note in blue if at least one comment is "open" and there are no unseen posts for the user

9.24.13Create comment to review section (see 10); requires authorization (see 8): Commentator, editor, approver

9.24.14Mark new changes in a review section as "seen"

9.25Special functions for text sections

9.25.1In a review document: create draft paragraph; requires authorization (see 8): Editor, approver

9.25.2In a review document: edit own draft section without logging changes; requires authorization: Is creator of the draft section

9.25.3In a review document: delete own draft section; required authorization: is creator of the draft section

9.25.4In a review document: delete another user's draft section; requires authorization (see 8): Document administrator

9.25.5In a review document: release own draft section for editing and commenting by other users; requires authorization (see 8) Is the author of the section

9.25.6In a review document: release another user's draft section for editing and commenting by other users; requires authorization (see 8): Document administrator

9.25.7In a review document: edit review paragraph in a review document and make changes to the content, including adaptation of the redline representation of the paragraph or changes to the content of the review paragraph, and save it as a new version; requires authorization (see 8): Editor, approver

9.25.8Mark entire review paragraph completely for deletion; requires authorization (see 8): Editor, approver

9.25.9Accept or reject all proposed changes for one, several, or all text sections, including logging of decisions; required authorization (see 8): Approver

9.25.10Accept or reject selected change proposals within a text section, including logging of decisions; requires authorization (see 8): Approver

9.26Filter changes by user

9.26.1Start the editing process

9.26.2Cancel the editing process

9.26.3Display avatars of all users incl. inactive and deleted users for 

  • unseen changes
  • open changes

9.26.4Deselect avatar of a user

9.26.5Display entries with changes only from selected users

9.26.6Mark changes as seen only from selected users; requires authorization (see 8): Editor, Approver

  • Mark single section as seen
  • Mark all changes as seen

9.26.7Decide on changes only from selected users; requires authorization (see 8): Editor, Approver

  • Decide on single section
  • Decide on all sections

9.27Special functions for images

9.27.1Replace draft image without logging of changes; requires authorization (see 8) for a review section: user is the creator of the sales

9.27.2Replace review image including logging of changes; required authorization (see 8) for a review section: User is the creator of the sales

9.27.3Upload PDF file as an image via search on the computer (only first page of PDF file will be displayed)

9.27.4Save uploaded images in original format (download all original images in the document as a single Zip file)

9.28Special functions for tables

9.28.1Change contents in draft table without history logging;

  • Requires authorization (see 8) in draft mode: none
  • Requires authorization (see 8) in review mode: Editor, approver

9.28.2Change contents of review table with logging of changes; requires authorization (see 8) in review mode: Editor, approver

10Comment function in a document

10.1General information

10.1.1Comments can be created both in draft and review modes of the document

10.1.2Standard comment contents

  • Paragraph content at the time of commenting if text was selected, the selection is also displayed
  • Subject
  • Main comment
  • Priority
  • Completion status (pending, resolved)
  • Visibility
  • for all active users in the document
  • only for the creating user
  • only for selected users
  • for document administrators
  • Export
  • only the field main comment will be exported

10.1.3Highlight new posts that have not yet been acknowledged by the user

10.1.4A particular comment you started with in the long comment list is highlighted for you not to lose it while scrolling the comment list up and down

10.1.5Mark new contributions that have not yet been acknowledged by the user as "acknowledged"

10.2Create a new comment

10.2.1Start the creation process; requires authorization (see 8): Commentator, editor, approver

10.2.2Cancel the creation process

10.2.3Create a comment on a paragraph

10.2.4Create a comment on previously selected text in a text section, and take the selection into the comment

10.3Create a reply to a comment

10.3.1Start the process; requires authorization (see 8): Commentator, editor, approver

10.3.2Cancel the process

10.3.3Create an reply to a comment

10.3.4Send the reply; the reply will then be displayed in the comment stream

10.4Change the completion status of a comment

10.4.1Mark a pending comment as "resolved"; requires authorization: Any user with access to the comment

10.4.2Mark a resolved comment as "pending"; requires authorization: Any user with access to the comment.

10.4.3Log status changes via automatically generated new posts in the comment

10.5Edit metadata of an existing comment

10.5.1Start process; requires authorization (see 8): Commentator, editor, approver

10.5.2Cancel process

10.5.3Display details of a comment

10.5.4Change subject, main comment and/or priority after creating the comment and automatically log changes via new comment posts

10.6Extend the visibility of a comment subsequently

10.6.1Make a comment that is not visible to all users, visible to other users

10.7Delete a comment

10.7.1Start the deletion process; requires authorization (see 8): Commentator, editor, approver

10.7.2Cancel the deletion process

10.7.3Delete a comment to the paragraph, if the following requirements are met:

  • it is a private comment
  • no user has seen it yet

10.8List of section comments

10.8.1Display a list of all section comments

10.8.2Filter the list of all section comments

  • Contains new posts which the user has not yet marked as "seen"
  • Completion status = pending
  • Completion status = resolved

10.8.3Search the list of all section comments

10.8.4Highlight comments that contain new posts that have not yet marked as "seen" by a user

11Directories in the Document

11.1Table of contents

11.1.1Display a list of the following section formats:

  • Headings 1-6
  • Numbered headings 1-6

11.1.2Search in the list

11.1.3Do not display headings 1-6 in the list

11.1.4Control the level at which content should be displayed in the list

11.1.5Click on an entry in the table of contents to select the corresponding section in the document

11.2List of figures

11.2.1Display a list of the following section types:

  • Images

11.2.2Display

  • The image
  • The image numbering (if available)
  • The caption (if available)

11.2.3Search in the list

11.2.4Click on an entry in the list of figures to select the corresponding section in the document

11.3List of tables

11.3.1Display a list of the following sectuion formats:

  • Tables

11.3.2Display

  • Table numbering (if available)
  • Table caption (if available)

11.3.3Search in the list

11.3.4Click on an entry in the table directory to select the corresponding section in the document

11.4List of footnotes

11.4.1Display a list of all footnotes in the document

11.4.2Display

  • footnote numbering
  • footnote content

11.4.3Search in the list

11.4.4Click on an entry in the footnote directory to select the corresponding section in the document and displays a list of all footnotes to the section

11.5Weblink directory

11.5.1Display a list of all web links in the document

11.5.2Display the web link label in the list

11.5.3Search in the list

11.5.4Click on an entry in the web link directory to select the corresponding section in the document

11.6List of indices

The list of indices is available if the module "Index" (see 9.15) is activated.

11.6.1Display the list of all indices in the document

11.6.2Display the indices' names

11.6.3Click on the index name to display the list of index terms

11.6.4Search in the list of index terms

11.6.5Clicking on an entry in the list of indices to select the corresponding section in the document

11.7List of section tags

The list of section tags is available if the module "Section tags" (see 9.22) is activated.

11.7.1Display the list of all section tags in the document

11.7.2Search in the list of section tags

11.7.3Click on an entry in the list of section tags to select the corresponding section in the document

11.8List of formulas

The list of formulas is available if the module "Formulas" and/or "Inline formulas" (see 9.18 and/or 9.19) is activated.

11.8.1Display the list of all formulas in the document

11.8.2Search in the list of formulas

11.8.3Click on an entry in the list of formulas to select the corresponding section in the document

11.9List of all text sections with proposed modifications

11.9.1Display a global note in the document if there are text sections in the document that still contain suggestions for changes.

11.9.2Display the number of unseen suggestions for changes in red

11.9.3Display a list of all sections in the document that have proposed changes.

11.9.4Filter list by

  • contains unseen change proposals

11.9.5Click on an entry in the list to select the corresponding section in the document; optional: always additionally show section history

11.9.6Mark unseen change proposals as "seen" in a section

11.9.7Mark all unseen proposed changes as "seen"

11.9.8Accept or reject all proposed changes in a section; requires authorization (see 8): Approver

11.10List of all user-owned draft sections in a review document

11.10.1Display a global note in the document if there are draft sections of the user in a review document that have not yet been released for review, and display the actual number of sections.

11.10.2Release a single draft section for review in a review document; requires authorization (see 8): Is the creator of the section or Document administrator

11.10.3Release all draft sections for review in a review document; requires authorization (see 8): Is the creator of the section

11.11List of all comments in a review document

11.11.1Display a global note in the document indicating if there are comments in the document that the user can see

11.11.2Display the number of comments in a document that contain new, unseen posts for the user

11.11.3Display a list of all comments in a document

11.11.4Filter the list of comments in a document

  • contains posts which the user has not yet marked as "seen"
  • completion status = pending
  • completion status = resolved

11.11.5Search list of all comments in a document.

11.11.6Highlight comments that contain new posts that have not yet been marked as "seen" by the user.

11.11.7Mark all comments with new posts not yet marked as "seen" by the user as "seen"

12Search and Replace in a Document

12.1Search and replace text in a document

12.1.1Start the process

12.1.2Cancel the process

12.1.3Enter search term(s)

  • optional: case sensitive
  • optional: consider exact notation

12.1.4Enter a replacement term

12.1.5Start search; search will only be done in text and table sections

12.1.6Search by number works for prefixes, numbering and text in the headlines

12.1.7Display a list of all search results

12.1.8Replace search result with replacement term; required authorization (see 8): editor, approver

12.1.9Replace all search results with the replacement term; required authorization (see 8): editor, approver

12.2Search and Replace styles in a document

12.2.1Start the process

12.2.2Cancel the process

12.2.3Сhoose paragraph format

12.2.4Choose the replacement paragraph format

12.2.5Start search; search will only be done in text and table sections

12.2.6Display a list of all search results

12.2.7Replace search result with the replacement style; required authorization (see 8): editor, approver

12.2.8Replace all search results with the replacement style; required authorization (see 8): editor, approver

12.3Navigate through inline styles

12.3.1Apply inline styles to the text sections

12.3.2Custom the applied inline styles (those uder the 'three dot button' in the toolbar)

12.3.3Below the inline style in the list find the link that navigates you to the section where this specific style was used

12.3.4Filter and track paragraph styles that are included into the function 'Navigate through inline styles' and are listed in the separate list

12.4Advanced search within the document

12.4.1Start the process

12.4.2Cancel the process

12.4.3Enter search term(s)

12.4.4Choose paragraph format

12.4.5Choose inline style

12.4.6Start search; search will only be done in text and table sections

12.4.7Display a list of all search results

12.4.8Choose a replacement term

12.4.9Choose a replacement paragraph format

12.4.10Choose a replacement inline style

12.4.11Choose 'Case sensitive' for the upper-lower-case letters to be considered as different symbols

12.4.12Choose 'Exact spelling' for the search results to fully correspond to the text in the search-box

12.4.13Replace search result with the replacement term, paragraph format, inline style; required authorization (see 8): editor, approver

12.4.14Replace all search results with the replacement term, paragraph format, inline style; required authorization (see 8): editor, approver

12.5Search via regular expressions

12.5.1Start the process

12.5.2Cancel the process

12.5.3Choose predefiened regular expression

12.5.4Fill in the field with the regular expression manually

12.5.5Start search; search will only be done in text and table sections

12.5.6Choose a replacement option

12.5.7Replace search result with the replacement option; required authorization (see 8): editor, approver

12.5.8Replace all search results with the replacement option; required authorization (see 8): editor, approver

12.6Cleanup routines

The module "Cleanup routines" is not included in the standard version of SMASHDOCs and can be added optionally. Such cleanup routines are available:

12.6.1Delete unnecessary spaces

12.6.2Replace multiple consecutive blank lines with one blank line

12.6.3Mark numbers with character format 'number'

12.6.4Tag capital letter with character format 'versal'

12.6.5Convert quotes to French quotes

12.6.6Three points in ellipse

12.6.7Hyphens in dashes

12.6.8Insert fixed values

12.6.9Remove hyperlinks

12.6.10Delete empty lines before headlines and indents

12.6.11Delete empty lines after headlines and indents

12.6.12Delete page breaks

Execute cleanup routines also in tables and in footnote text sections.

13Announcement of the document

13.1Start the process

13.2Cancel the process

13.3Write the announcement text

13.4Select a recipient from the list

13.5Send an announcement; it will be sent by e-mail

14General settings for the document

14.1Displaying basic information

14.1.1Role of the user in the document

14.1.2Display the personal folder of the user in which the document is located

14.1.3Display the content of the metadata field "Title on Cover Page

14.1.4Display the content of the metadata field "Subtitle on Cover Page

14.2Document metadata

14.2.1Start process for display and editing; required authorization (see 8): "is document administrator" = yes

14.2.2Cancel process

14.2.3Available fields

  • Filename
  • Optional: title on cover page
  • Optional: Subtitle on cover page
  • Optional: Description
  • Optional: tags; already existing tags are offered for selection
  • Optional: footer

14.2.4Change contents in fields

14.2.5Save metadata and overwrite previous data

14.3Display proposed changes in the document

14.3.1Yes

14.3.2No

15Exports

15.1Start and cancel the export process at any time

15.2Offer export formats

15.2.1MS Word

15.2.2Html

15.2.3sdox

15.2.4PDF All-in-One Report

15.3Process WORD export

15.3.1Start process

15.3.2Cancel process

15.3.3Select a template

  • Standard
  • Contract
  • Customer templates can be provided upon request

15.3.4Define the scope of the export

  • Create table of contents
  • Creating a list of figures
  • Creating a list of tables
  • Output image captions
  • Output table captions
  • Output open comments marked as "Visible in Export"

15.3.5Specify the language of the document

  • German
  • English
  • Russian
  • French

15.3.6Start WORD export; the file is downloaded immediately after creation.

15.4Export document to WORD under a pseudonym name

15.4.1Add pending changes and/or comments to the document

15.4.2If you cannot reveal real names of document editors, refer them as a law firm, publishing house, etc.

15.4.3This option appears only if there are either changes or comments in the document

15.5Html export

15.5.1Start process

15.5.2Cancel process

15.5.3Define the export scope by selecting a standard template

  • Final: no redline, no conversations
  • News: change view, new changes and comment posts are highlighted; optional: restriction to comments only visible to all
  • All-in-1: change view, complete history per section (changes and comments); optional: restriction to comments only visible to all
  • Suggestions for changes and pending comments: All comments with the status "pending" including all replies; optional: restriction to comments only visible to all
  • Customer templates can be provided upon request

15.5.4Selecting the output format

  • Display in bowser
  • Download as ZIP file

15.5.5Start the Html export and terminate it according to the selected output format

15.6Asynchronous export

15.6.1Click the export button

15.6.2See a new 'download icon' that will appear near your avatar showcasing that the download process has been started

15.6.3Be ready to download exported files onto your computer within a specific number of days by clicking on the 'download icon' and choosing an exported file

15.6.4Be ready to continue working on a document after clicking the export button

15.7Export comments tab

15.7.1Make all comments in the document visible in export and export them to WORD

15.7.2Go from the tab to a desired comment and take the checkbox for visible in export out

15.7.3Have a total control of what information lands in the exported document

16Electronic signature

Sign all digital communications with other users or all agreements with another counterparty with the electronic signature tool - Signaturit. The legal security of all digital transactions is guaranteed.

Regulate, who is allowed to participate in the eSign process since only the internal users have access to the function.

17Implementing the date display

The date is now displayed in such places:

  • document list
  • due date when adding to “My bookmarks”
  • in the asynchronous export window
  • history entries
  • in the detailed comments view
  • dashboard - in the result list, in the audit trail, due date in the document list, due date near documents name in the toolbar
  • under the tab “To be deleted shortly”
  • under tab “Deleted documents”
  • under tab “Trash”
  • in snapshots
  • in projects
  • in signature
  • licenses
  • EMAILs for document deletion