Knowledge Base

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===== Documents inside a folder =====

Documents are the core elements of My Workspace.
The document list is the fast-action area of My Folders. Use it to search for a file, preview it, download it, or open its full detail page. This lets you stay in context while moving from a folder-level view into a specific research object.

Each document can include:

  * metadata
  * version history
  * sharing settings
  * discussions (depending on context)

{{:hortus:workspace:documentlistinsideafolder.jpg?600|}}
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===== Create a new document =====
Use Create Document when you want your document to be more than a loose file. The wizard lets you attach metadata and references from the start. Depending on the route you choose, you may work from a GROBID-assisted path, a manual path, a multiple-upload path, or a DOI/metadata route.




{{:hortus:workspace:createdocumento.jpg?600|}}
^ Wizard stage ^ What you do there ^ Why it matters ^
| **Entry point / source choice** | Choose how the document should be created or ingested. | The path determines how much metadata can be extracted automatically. |
| **Metadata selection** | Choose the metadata structure that will describe the document. | This supports later discovery, reuse, and publication. |
| **Metadata input** | Complete the required descriptive fields. | The document becomes a better research object rather than a generic file. |
| **Success state** | Finish the wizard and confirm the created document. | The item can then be opened, shared, discussed, versioned, or later published. |

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===== Document detail page and version control=====

Each document has a structured detail page.

Typical elements include:

  * file preview or access
  * metadata information
  * version history
  * actions (share, edit, delete)

The detail page is where the document stops behaving like a simple file and starts behaving like a managed research object. The detail page collects the Overview, Metadata, Documents, Discussions, References, version list, and public-link controls in one place.

{{:hortus:workspace:documentdetailpage.jpg?600|}}

^ Document detail action ^ Typical use ^ Outcome ^
| **Upload new version** | When the document has changed but should remain the same evolving object. | A new version is added while previous ones remain part of the record. |
| **Create public link / get URL** | When you need a stable shareable pointer rather than a manual navigation explanation. | The platform generates a link you can copy and reuse. |
| **Open Discussions** | When the document itself needs contextual comments or clarifications. | Discussion remains attached to the object instead of becoming detached email traffic. |
| **Open References** | When you want to keep external or related references in one place. | The document stays connected to its scholarly context. |

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===== Version control =====

HORTUS supports document versioning.

==== What versioning allows ====

  * track changes over time
  * keep previous versions
  * avoid data loss
  * support collaborative editing

{{:hortus:workspace:version_list_in_document_detailppage.jpg?400|}}


==== Best practices ====

  * update documents instead of duplicating
  * keep meaningful version notes
  * avoid unnecessary versions

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