How to manage documents in Elbuz

Documents in Elbuz is a tool for creating and storing important text files directly in the system, similar to the familiar Word or Google Docs. Here you can write, edit and save various documents related to your business and more.

With the help of documents you can:

• ✅ Create detailed instructions for employees
• 📚 Store important regulations and rules of the company
• 🤝 Share documents with other system users
• ✏️ Format text (bold, italic, create lists)
• 📑 Create templates for frequently used documents
• 🗂️ Organize documents into folders
• 🔍 Quickly find the information you need through search
• 🖨️ Print documents when necessary
• 📤 Export documents to popular formats

Main advantage: all important documents are stored in one place and available to all users with appropriate access rights.

Difference between documents and notes:

• Documents are detailed, structured texts of an official or work nature, which usually have a specific format and are used repeatedly by different employees. They are more formal and often require text formatting.
• Notes are short, quick entries for personal use or small reminders. For example: “Call the supplier on Thursday” or “Check the remaining stock of item No. 245.”

Let's start working with documents

Open documents using a shortcut on the desktop or through the main menu .
To open projects through the main menu:

1. In the main menu, select the "Organizer" section
2. In the menu that opens, select "Documents"

Overview of the document management interface

At the top of the window there are document management buttons, such as:

• Create a document
• Document categories
• Calendar categories
• Document statuses
• Visual connection graph
• Search by statuses and other parameters

Below the control buttons there is a list of documents with the ability to search by keywords . Documents can be displayed either in the form of a list or in the form of cards.

You can work with documents in editing or viewing mode.
For editing mode, you need to click on the “Pencil” icon, for viewing mode, you need to click on the “Eye” icon.

An approximate view of the document editing mode.

Also, some fields can be edited directly in the list without opening the document card.

Approximate view of the document viewing mode

Creating a document

Each document contains the main fields:

• Title (to understand what the document is about).
• Description of (details).

How to create a document

1. Click the "+" button in the top menu. If necessary, you can immediately select a category where a new document will be created
   
2. Fill in the text in the visual editor
   
   💡 Useful: dictate the text of a document using a microphone, adjust and correct the text using AI, add pictures to a document using the AI generator.
3. Enter the title of the document (if the title is empty, then it will be filled in automatically after closing the window).
   
4. Select an artist from the list of employees
   
5. Set priority (low, medium, high)
6. If necessary, link the document to the project
7. Add tags for categorization
8. Attach additional files

Document text formatting

Use the formatting buttons on the toolbar to:

• Set headings (H1, H2, H3)
• Make text bold, italic, underlined or strikethrough
• Change text color and background
• Create lists (numbered and bulleted)
• Insert links, images, videos, tables
• Add code blocks or quotes
• Add text documents by voice (dictation)
• Change text using artificial intelligence

Useful keyboard shortcuts for working with text

Keyboard shortcuts are provided to make text formatting easier. Here are the most useful ones:

Basic keyboard shortcuts:

• Ctrl+B — Bold text.
• Ctrl+I — Italic (Italic).
• Ctrl+U - Underline.
• Ctrl+Shift+S — Strikethrough text.

Insert:

• Ctrl+Shift+V — Paste without formatting (as text).
• Ctrl+K — Insert or edit a link (Link).
• Ctrl+Shift+K - Delete a link.
• Ctrl+L - Insert an image.

Undo/redo:

• Ctrl+Z - Undo.
• Ctrl+Y - Repeat (Redo).

Use AI to change and supplement document text

By default, the following AI actions are available: :

• Chat AI
  What it does: Helps to conduct a conversation or search for answers to questions in a dialogue format.
  What you need it for: Used to receive advice, clarification or real-time help, whether searching for information or solving problems.
• Contents at a glance
  What it does: Condenses text to highlight key points and main ideas.
  What you need it for: Convenient for quickly reading a long text in order to understand the essence without studying all the details.
• Correction and improvement of text style
  What it does: Corrects spelling and grammatical errors and improves text style.
  What you need it for: Suitable for improving the quality of text, making it more readable, professional, or tailored to the target audience.
• Short text expansion
  What it does: Develops concise texts by adding details, examples and explanations.
  What you need it for: Useful for creating more informative content, adding context, or enriching text with new ideas.
• Translate text into another language
  What it does: Translates text from one language to another, preserving the original meaning.
  What you need: Used to create multilingual content, communicate with people from different countries, or learn languages.

You can add other actions, to do this you need to add a new template indicating the documents (prompt) for AI, after which it will appear in the list for selection .

How to use the AI assistant to work with a document

Step 1 - Select text

1. Select the desired text (optional)
2. Click the right mouse button over the selected text
3. Select the required action

Step 2 - Launch AI

An AI assistant window will open containing the selected text.

1. Change the text before sending to AI (if required)
2. Click the "Submit" button "
3. Below will be the response from the AI in the visual editor
4. Change the AI text (if necessary)
5. Copy the text to the clipboard to paste into the document
6. Or paste new text directly into the visual document editor to replace the previously selected text, to do this, click on the button "To the left."

In this example, the selected text was expanded to provide more detail in the document.

Document statuses

Each document can have one of the statuses:

• 🆕 New
• ⚡ In progress
• ✅ Completed
• ⏸️ Suspended
• ❌ Canceled
• ➕Create your own statuses if what you need is not in the list

How to change the status of a document

1. Click on the current status
2. Select a new status from the dropdown list

Categories documents and tags

Categories and tags help you group and quickly find the documents you need.

To add a category or tag:

1. Select the desired category from the list. If the category is not in the list, you can create a new one through the document category directory.
   
2. Provide a tag name and press Enter to add. If a tag has been added previously, then it will appear in the list for selection.

Document search

To quickly search for documents, use:

• Search bar at the top of the page - searches by title and description
• Filters by categories, tags, statuses
• You can sort and search by any fields in the "List" display mode

Start typing a search term to quickly find the documents you need. 🔍

Set flags for documents

Each flag has its own purpose. Activate flags that suit your purposes:

Activity

• What it does: Flags a document as relevant to you.
• When to use: For documents that you work with and are relevant to you.

Favorites

• What it does: Places the document in the list favorites for quick access.
• When to use: For frequently used documents.

Pinned to top

• What it does: Pins the document to top of the list.
• When to use: For important documents that should always be at hand.

Archive

• What it does: Moves the document to the archive .
• When to use: For completed documents that need to be retained but removed from active use.

Trash

• What it does: Moves the document to the Trash for later removal.
• When to use: For documents that are no longer needed.

Template

• What it does: Marks a document as a template for reuse.
• When to use: To create basic blanks that can be copied.

Encrypted

• What it does: Encrypts text documents with using a password.
• When to use: For sensitive data.

Visual Editor

• What it does: Includes advanced tools text formatting.
• When to use: For documents where you need to use styling, such as text highlighting, tables, or lists.

Adding files to a document

The adding files feature allows you to attach additional materials to a document, such as like images or other documents. This is useful for expanding information and storing related content in one place.

Follow the steps below to successfully add files.

Step #1 – Open the "Files" tab

There are two ways to add files:

• From local disk
• Via link

Addition file from local disk:

1. Click the "Select file" button.
2. A window will open to select files on your computer.
3. Select the desired file.
   • Images, documents and other popular formats are supported.
4. Click "Open" , after that the file will be attached to the document.

Adding a file via the link:

1. Click the "Add file via link" button.
2. Enter the file URL in the field that appears.
   • Make sure the link is to a downloadable file.
3. Click "Add" so that the file is uploaded and attached to the document.

Step #2 – Verify that the file was successfully added

1. Once added, the file will appear in the list of attached files.
2. Check that the file is displayed correctly:
   • Images will show a preview of them.
   • For documents, the file name will be displayed.

Setting up document reminders and notifications

You can set reminders for documents so you don't forget about important things.

How to set up a reminder

1. Open the "Reminders" tab 🔔
2. Select date and time or enter manually.
3. Set the frequency (if the document is repeated), the following modes are available: once, daily, weekly, monthly, annually.

Now the system will send you notifications according to the specified schedule until the document is completed. ⏰

If necessary, you can specify a reminder category, this will allow you to more efficiently use an event calendar in which your notifications will be distributed into folders.

Collaborate on documents

Share documents with colleagues and assign responsibility. By default, the document is visible only to the person who created it; if you want another user to see it, then give him access.

How to share a document

1. Open the user list
2. Select users by checking them

Document templates

Use ready-made templates to quickly create standard documents.

How to create a document based on a template

1. Next to the "Create Document" button, click to the "Select template" item.
2. A list of templates to choose from will appear.

How to create a new document template

1. Create a new document.
2. Fill in the required fields.
3. Check the "Template" flag in the "Flags" tab.

Your template will then appear in the selection list templates To make the template available to all users, select the required ones when editing the document.

Document text encryption

The encryption feature allows you to protect the text description of a document so that only you can view or edit them using a password . The data is encrypted using the strong AES algorithm, and the password is stored exclusively in the local storage of your browser and is not accessible to third parties. This feature ensures reliable protection of your information.

How to protect document text

1. Open the “Flags” tab.
2. In the list of available flags, check the box next to “Encryption”.
   
3. After activating the “Encryption” flag, a window for entering a password will appear.
   Enter a strong password. Password Recommendations: Length of at least 8 characters. Use letters, numbers and special characters.
   Confirm your password by clicking the “OK” button.
   
   💡 Important: The password is saved in your browser's local storage. If you change browser or delete data from the cache, access to the text documents will not be possible without re-entering the password. If you forget your password, the text of the document will remain encrypted and access to the content will be impossible. There is no way to recover your password. We recommend that you keep your password in a safe place.

Encryption for new documents

You can enable default encryption when creating new documents located in a certain category, for example, these could be the categories “Personal”, “Reflections” and others.
To activate this mode, open the document category directory and change the setting of the category you need by setting the "Encryption" flag

Adding links to a document

The adding links feature allows you to attach other elements to a document, such as notes, other documents, projects, tasks, documents, presentations, forms and tables. This simplifies data management and creates visual connections between elements in a graph.

Follow the step-by-step instructions to set up connections.

Step #1 – Go to the “Connections” tab

You will see a list of already added connections, or an empty area if no connections have been created yet.

Step #2 – Create a connection

1. At the top, find the button with the icon "+" .
2. Click this button to open a list of available items.

Step #3 – Select an item to link

In the list that appears, you will see the available item types:

• Notes – to communicate with another note.
• Documents – for linking to another document.
• Projects – for attaching to a project.
• Tasks – to add an important task.
• Presentations – to add a connection to the presentation.
• Forms – for communication with the form.
• Tables – for connecting a table.

In the list of elements that opens, its type will first be indicated, then its ID and name. You can use the search bar to quickly find an item.

Step #4 – Add a connection

1. After selecting an item, press the Select button.
2. The connection will appear in the list of connections.

Step #5 – Check the connections are correct

1. Make sure that the selected items appear in the links list.
2. If necessary, click on the "Pencil" icon to open the associated element for editing.
3. Include a note about the connection in the Description column.

How to view connections in a visual graph

Related items will be displayed in a visual graph for simplicity working with interrelated data. The graph makes it easy to see the relationships between documents and projects, mark related elements and edit them directly from the graph. To do this, open the additional menu and select "Graph"

An intuitive visual a form in which abstract information will be linked, you can zoom in or out, as well as open elements for editing directly from the graph.

Glossary

• Document is a digital storage medium created for recording, transmitting and storing data, which has practical value.
• Tags - labels for grouping documents.
• Priority - the degree of importance of the document.
• Executor - responsible for execution.
• Status - the current state of the document.
• Kanban is a visual way to manage documents.
• The flag is a special document mark.
• Link - connecting documents with other elements.
• Reminder - notification of deadlines.
• Encryption - protect confidential information.
• Visual editor is a text formatting tool.
• Archive - repository of completed documents.
• Category - the group to which the document belongs by topic or direction.
• Sharing - the ability to give colleagues access to a document.
• AI (Artificial Intelligence) - Artificial intelligence, a built-in assistant for editing, improving and analyzing document text.
• AES (Advanced Encryption Standard) - An encryption algorithm used to protect document text.
• Visual connection graph - A tool for visually displaying the relationships between documents and other elements of the system.
• Visual Editor - A convenient tool for formatting text with functions for adding images, tables, links, etc.
• "Links" tab - Section where you can attach related elements to a document (notes, tasks, projects, tables etc.).
• Files Tab - Place to attach images, files, and other materials to your document.
• "Flags" tab - Section where special labels for documents are set, such as "Archive", "Favorites" " or "Encrypted".
• Graph - A visual form of representing relationships between elements, facilitating data management.
• Dictation - Speech-to-text function for creating documents by voice.
• Kanban board - A table divided into columns that helps visually track the progress of work on documents.
• Document category - A group of documents united by topic for easy management and search.
• Shortcut keys - Keyboard shortcuts for quickly performing actions (for example, Ctrl+ B for bold text).
• At a Glance - AI feature to highlight key points in text.
• Reminders - Tool for setting notifications about documents.
• Linking statuses to Kanban - Automatically move documents between columns based on their statuses.
• Text Expansion - AI function for adding details to short text.
• Sorting - A tool for organizing documents by categories, tags, statuses or other parameters.
• Document Status - Reflects the current status of the document (for example, "Important", "In progress", "Done" ).
• Tag - A tag that makes it easier to group and search for documents.
• Document template - A template that can be used to create standard documents.
• Encryption - The process of protecting documents with a password to maintain confidentiality.
• Link Item - An object associated with a document (for example, a task, project, or table).

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