Publishing and managing documents
Akuiteo enables you to publish and remove documents at anytime.
Documents are published and managed from the Application Desktop. You can also publish documents directly from the Customer Portal.

Reminder: Make sure your customers are linked to the relevant DMFs. For more information, refer to Setting up the Customer Portal.

When you create or add a document from the Application Desktop, you can publish and categorize it in the Customer Portal, or remove it from the Portal.
From a document record sheet
1 | Open a document record sheet and switch to the modification mode. |
2 | In the Publication section, enter the publication period during which the document will be available in the Customer Portal. If you do not set the dates, the document will remain visible until you remove it from the Customer Portal. |
3 | In the Filed under field, enter the name of the category and the sub-category if needed. |
4 | In the Linked third parties section, add the customer(s) who will be able to access the document from the Customer Portal. |
5 | Save then go to Edit > Publish the document. |
From the Linked documents tab
1 | Open a list of documents from the Linked documents tab, in a customer record sheet, project record sheet, and so on. |
2 | Right-click on one or several documents in the list and select Publish/Remove. |
From a search result
1 | Start a search for documents. |
2 | Right-click on one or several documents in the list and select Publish/Remove. |
Filing a document under a category
1 | Open a list of documents: |
- Either from the Linked documents tab of a customer record sheet, a project record sheet, and so on.,
- Or from a document search results.
2 | Right-click on a document in the list and select Filed under. |
3 | In the Classify documents window, enter the name of the category and sub-category, then click on Validate. |
The update is done automatically in the Customer Portal. The content of duplicate items is automatically overwritten when you recreate categories and sub-categories.
Important
The fields in the Classify documents window are case-sensitive. Therefore, be consistent in the way you use uppercase and lowercase letters.
Removing a document
1 | Open a list of documents: |
- Either from the Linked documents tab of a customer record sheet, a project record sheet, and so on.,
- Or from a document record sheet,
- Or from a document search results.
2 | Right-click on a document in the list then select Publish/Remove. |

The documents management screen is accessed from the Documents menu.
Reminder
- It is recommended to set a size limit for documents that can be uploaded and specify the authorized file extensions. To do so, you must modify the following Tomcat parameters in the setup files: t9gest.uploadmaxsize, t9gest.allowext et t9gest.disallowext. For more information, refer to the documentation on Tomcat parameters.
- By default, a document is published with no end date.
- A document added from the Customer Portal can be found at the same location in the Application Desktop.
Adding a file from the computer
1 | Select the file following the method of your choice: |
- Drag and drop the document onto the Drop a document area.
- Click on the Drop a document area and select the file.
- Above the Drop a document area, click on
> File then select the file.
2 | In the New document window, enter a title and select a category and a sub-category. |
3 | Validate by clicking on Save. |
Adding a web address
1 | Click on |
2 | In the New document window, enter the website's address and select a category and a sub-category. |
3 | Validate by clicking on Save. |
Adding a file from Dropbox
1 | Click on |
2 | In the Dropbox page that opens, log into your account and select the file. Do not forget to enable documents sharing. |
3 | In the New document window, enter a title and select a category and a sub-category. The document URL is shared. |
Managing the list display
The following icons are displayed at the bottom of the page:
-
: enables you to export the list in Excel format. A file is automatically downloaded on your computer.
-
: opens a window that helps you set up the columns that are displayed on the screen.
-
: enables you to reload the list.
Deleting a document
To delete a document published from the Customer Portal, click on in the ACTIONS column.
When you delete a document in the Customer Portal, the document is automatically deleted from the Application Desktop as well. You can only delete the documents you have published.

You can search for published documents in the Application Desktop or directly in the Customer Portal.

Employees can access documents in the Customer Portal depending on their rights.
1 | Go to Tools > Documents. |
2 | Start the search based on third-parties, publication dates, keywords, owners, and so on. |
Published documents can be identified in the search results screen with the icon.

To quickly find a document in the Customer Portal, you can:
- Enter a text in the search field at the top right of the screen: the search is performed on the text displayed on the screen (document or file name, name of the publisher, etc.) and not on the document's content.
- Filter documents: filter fields are displayed on the left side of the screen. You can filter the results by read/unread documents, categories, sub-categories, contacts who published the document or publication periods.
- Navigate through the table by clicking on the arrows at the bottom of the page.

To download a document published by you or another contact from the Customer Portal:
- Click on the document's title or the file's name in the table.
- Click on
.
The file is downloaded on your hard drive and the operation is automatically saved in the history tab of the document record sheet in the Application Desktop.