Document Module

Training Exercises

The following exercises provide new users with some practical experience to help gain familiarity with ModalConnect Documents.

Online Help Topics REF: Documents,Adding New Documents,Adding Entities, Editing or Deleting Document Entities and the Documents and Entities Video Series

Objective: Learn about

Adding New Documents
Adding Entities
Editing Entities
Create Entity Links
Create Notes & Tags
Add Attachments
Document Users
Find Documents

Prerequisite: You will need a sample Document (Word, PDF or Email .msg file) that includes some Entities (with at least First name and Surname and where available a unique ID).

Add a new Document:

From the Workspace menu on the left under My Work, select New Document
The Properties pop-up shows if your Organisation has set mandatory Properties - complete and save these to proceed.
Note the Workspace menu on the left can be collapsed to provide more space
Note the 3 distinct panes of the Document – The Details and Properties pane on the left, Content in the middle and the Entities pane to the right.
Starting from the top of the Details pane – complete as many Details as possible (excluding the Document number which is auto-completed on Save)
Add Document Content - try the following 4 methods (but only save on the last method)

Record directly – click into the Document content pane and enter the content using the keyboard.
Copy & Paste – from an email or a Document from your Files, highlight the required information to copy- Ctrl+C and paste Ctrl+V this into the Document Content pane.
Import content - Import a Word document, PDF or Email .msg - click the Import button and locate the required document – double click to select and import. Click Cancel and then No on the ‘Save changes prompt’
Drag & Drop content – locate the required Document from your files then drag and drop this into the Document Content pane.

Title – Note the Title is auto-completed using the file name and type, edit the Title, remove the file type extension and add your initials at the end and a ‘1’ for this exercise.
Click Save (next to the Document page menu items)
Edit content – using the Content editing ribbon (appears between the Content and Title) reformat some text and add in an Entity person type include first and last name and a birthdate (using format dd/mm/yyyy)
Pin the Document so that is saved to your Pinned Documents list in the 'Recent Document' list.
From the Document Page menu (above the Title) note that title of this page is Entity Extraction
Save the edited Document noting that a red asterisk shows against the save button when there is any unsaved content or edits.

Add Entities

Objective – Learn how to create new Entities and identify and add existing Entities.

Suggested Entities

Note – Suggested Entities are identified by their ‘Remembered Terms’ (these are from the properties of an Entity - e.g names and/or ID so only Entities that have Remembered Terms within the content will be identified as suggested entities.

Click 'View Suggested Entities'.
If there are any existing Entities that have been identified in the Document these will listed under 'View Suggested Entities'
Clicking on a Suggested Entity will highlight the Remembered Terms (used to identify them) in the Document content.
Click 'View Details' of an Entity from the Suggested Entities list to review the suggested Entity.
Note the options
1: ‘Add to Document’ – the existing Entity is added to the list of this Document’s Entities and removed from the Suggested Entities list
2: ‘Unsure’ – no action is taken and the Entity remains in the Suggested Entity List
Add Suggested Entities to the Document where appropriate.

Extract Entities

Objective – Learn how to search for existing Entities and create new Entities by extracting details from the Document content.

To extract Entity details from the Document content; select the Entity detail from within the content (e.g. name or ID) and right oppositional click – then from the ‘Add Entity’ pop-up select the appropriate Entity Type.
The Add Entity window opens over the top of the Document content (this window can be enlarged or dragged.)
The selected Document text populates the search box, and a search is automatically made for a match (for all the search terms) against Existing Entities for the type.
If existing Entity(s) are found these are listed under the search results on the left side of the Add Entity window. Click on an existing Entity to review their properties in the right pane. To add an existing Entity to the Document, click 'Add to Document'.
If no results are found, you can modify the search terms to perform further searches for existing Entities (recommended to avoid creating duplicate Entities).
If an existing Entity is not found (or on review not selected) select Yes (on the pop-up) or select Create New Entity to open the new Entity window.
The selected document text (from the search terms) are listed on the left of the new Entity window. A set of default Property fields are listed on the right. These Properties are known as the Entity identifiers and are the Properties shown wherever an Entity is shown as the Entity label.
The 'Selected Document Text' on the left can be dragged and dropped onto the relevant property. Additional properties (where available) can be viewed and added via the 'Add Property' button. Property details can be completed by the drag & drop method or directly entering details, selecting from drop-down lists or using the date control. Edits can be made to any of the details.
Note the Remembered Terms showing at the bottom of this panel which are being generated. Remembered terms are used to help identify Suggested Entities.
Edit remembered terms to keep concise. Remembered terms should be kept to key details such as main Names or Titles and or any unique IDs.
Click Finish to save and add the New Entity to the Document's Entity list.
Note how only the Entity identifier properties show as the Entity label in the list, even where additional properties have been added.

Manually Add New Entity

To manually add a new entity (that doesn't appear in the Document Content), click the New Entity button at the top of the Entity pane (or just right click on the content page without highlighting any content) and select the required Entity Type from the list.
In the search field of the New Entity panel enter the Entity name-title or ID to search for any existing Entities. If an existing Entity is found and on review is determined the correct Entity, select it then select 'Add to Document'.
Or if on review the Entities in the search results are not the right match select 'Create New Entity'.
If no existing Entity is found select Yes to add a New Entity and complete the details for the Properties and add other Properties as appropriate.
Remembered Terms (from the Properties values) can be added at the bottom of the panel.
Click Finish and the new Entity will be saved and added to the list of Entities for the Document.

Duplicate Entities

If following a search, potential duplicate Entities are found, a pop-up message shows with an option to merge the duplicate Entities.

Caution: once Entities have been merged, it is not possible to undo a merge so it is strongly recommended to have additional support and refer to the online Help on merging duplicates prior to completing any merges.

Select Yes and any potential Duplicate Entities are listed (for the given search terms).
Select an Entity from the list - this (master) Entity is pinned to the left of the bottom panel with any potential duplicates listed to the right.
Review the Duplicate Entities - click on each Entity on the right to review and compare the Properties. . Entities can be selected to merge or dismissed which sends them to the back of the list. Any Entity Properties of the potential duplicates that match those of the master Entity are highlighted blue and listed at the top. Note: further checks can be made by reviewing an Entities Profile for a more in-depth check by clicking View Profile.
Once reviewed and if any Entities are determined to be a duplicate) to the selected master entity) then click into the merge checkbox to select then click 'Merge Checked Entities' and confirm. The Entities selected to merge are then merged into the master Entity.

Edit or Delete Document Entities

From the Document Entities list, click on View Details to open the Entity Properties pane. Edit one of the Properties and/or add a new Property and click Finish.
Add in some Entity detail into the document content that can be used for an Entity Property eg a middle name. Highlight that detail and select 'View Entity' of an Entity to update - which opens the Entity in Edit mode. Add the relevant property and the selected text can be dragged and dropped to the Property. Click Finish to save.
To delete a property, with the Entity in Edit mode (View Details) click x to delete the property and then Finish.
To delete an Entity from a Document, from the Document Entity list click the X and confirm the delete. Note: Click Cancel to keep the Entity record for using for Links – or add it again.

Create Entity Links

Objective: Learn how to create Links between Entities

Select Links from the Document page menu. Note that the Document Content also shows in the left pane on the Links page..
Click the New Link button to open the create New Link form.
To create the Link
i. Select the ‘From Entity’ (can start typing their name to find)
ii. Select the ‘Link Description’ – select from the list or start typing to find it.
iii. Select the ‘To Entity’ Note the option to select multiple ‘To Entities’ (where more than 1 of the same Entity Type is available.
iv. Select the Status and or complete any Time dependencies. Note time dependencies are used for Analytics and provide valuable insights.
v. Click Save and note the Status line between the 2 Entities changes dependent on the Status selected.
vi. Click Finish to close the Link pane and note the new Link is listed.
Create at least 4 Links. Use at least 1 of the Entities in multiple Links.
Edit a Link– click on the link (status line and Link type). Note that the only editable items are the Status and/or any Time dependencies.
To delete a Link, click on the X and on the prompt, click cancel to keep the Link for further training, as selecting Yes would delete it.
Chart View – this button opens the Analytics page in a separate tab. Note the Entity links created from the Document. Any unlinked Entities (from this Document) are shown as individual (unlinked) Entities. It can take a few minutes for newly created links to show.
Charts are covered in full in the Analytics Topic

Document Notes & Tags

Objective: Learn about Notes & Tags

From the Document record select Notes & Tags from the Document page menu. Observe that the Document Content shows in the left pane.
Create a New Note by highlighting some text from the Content pane then click the New Note button. The Create New Document Note panel opens and the highlighted text is copied into the note text field. Select the Note Type. The note can also be linked to any of the Document Entities listed to the right - select an Entity to link to the Note.
Add a Note Tag -optional - then click Finish to save the Note and close the panel.
Manually add a new Note - click the New Note button to open the ‘Create New Document Note’ panel, select the note Type then add/enter some text. Note that the text area can be enlarged by dragging down the right corner of the text field. The note can also be linked to any Entities that are listed on the right.
Add a Note Tag (optional) - then click Finish to save the Note and close the panel.
Once the new Note is saved - note that the border is colour coded based on the Note Type selected.
Edit a Note by
a: clicking on ‘View Full Note’ - manual edits can be made by selecting a different Note Type, editing the text or selecting or de-selecting Entities. Remove the existing Tag and add another Tag. Click Finish to save changes.
b: Or highlight some Document content and select the green Add Selected Text on the Note. Observe how the Note opens with the additional detail added to the bottom of the original note content and is editable. Click Finish to save.
Notes can be deleted by clicking x against the note and confirming. (keep a note with Entities selected to view in the Entity profile).

Document Tags

Add a Tag to the Document – click into the top of the pane under Document Tags and select a Tag to add. This is automatically saved.
Note that more than 1 Tag can be added.
Delete/remove a Tag by clicking the X.

Document Attachments

Objective: Learn how to add Attachments

From the Document page menu select Attachments.
Note that the original Document content is automatically saved as an attachment (unless content was added via copy and paste or directly entered) and can be viewed in the Attachment Preview pane.
Click the Import button – navigate to Files and select a file to upload. Or open your files and drag and drop a file onto the Attachment listing pane
Once added, edit details by clicking the edit button (pen) and update the title and add a description.
Select a/some Document Entities to append to the attachment and click Finish. The attachment is shared with and added to the appended Entities Profile.
Click on the attachment to view it in the Preview.
Note how the Expand button opens the attachment (that's showing in the preview pane) in a new tab. Note the attachment can also be downloaded.
To select an Attachment as the default - so that it automatically populates in the Preview, click the star which highlights orange.
An Attachment can be deleted by clicking the X and confirming the action.

Document Users

Objective: Learn about Document Users and Rules

From the Document page menu select Users
Note how the user who created the Document has been automatically added and has the rule ‘Allow’
Click the Add User button and select a User (other than yourself) from the list – Note the Rules are Allow or Deny – select Allow or Deny then Finish.
Remove Rule. Click the X to remove the added Rule for the user just added.
Note that it is generally not required to add Document users as your File user-role determines your permissions to access content.

Mark Document as Complete

Click into the checkbox to mark the document as complete and note the pop-up information.
Select No (as we will be using this detail later).

Suggested Next Topics: Searching Module,Entity Profile Module, LiNK Forms Module

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