The Document Editor

Documents in RSpace are both readable and editable by the document’s creator, and can have ‘Read’ or ‘Edit’ permission given to any user the document is shared with. Documents you have permission to edit open by default in view mode, and you can can read through the content but also easily begin editing. The Document Editor both displays the document for reading and, if you have permission, opens it for editing. It also facilitates making changes to the document’s status such as renaming or adding tags. View mode appears slightly differently if you are viewing stand alone structured or basic documents, or if they are contained as elements of a Notebook. The available buttons in the Document Editor toolbar also change when in view or edit mode, and when in stand-alone documents or Notebooks.

When working in a stand-alone structured document, the structure of the document is defined in a series of fields containing specific types of data or content, shown in view mode as slightly-tinted blocks with a defined outline and a defined header. These fields are individually editable: double click within the field to start editing:


Working in basic documents, there is only one field. The default view when opening is a single tinted block, which can be double-clicked to start editing.

Notebook entries in view mode do not show the separate blocks of structure. This is so they can be more easily read as a sequence of pages before any decision to edit. Double clicking on the page of any view mode notebook entry will initiate editing: if the entry is a single field basic document, the text editor will open the field for immediate editing; if the entry is a structured document, the document’s field structure will be displayed and any individual field can then be selected for editing.

The Document Editor Toolbar

Whether you are in view mode or edit mode, in a document or a notebook, any resource opened into the document editor has a top toolbar containing a set of main buttons and an area underneath the toolbar to contain status and identification information about the open document and, in the case of a notebook, mechanisms to navigate within the notebook.

The top toolbar buttons are main operations you might want to do in the document. Single buttons such as Delete are for one-purpose operations; operations with a more than  one option are presented in drop-down menus indicated by a downward arrow in the button. The options for Saving documents are always available in this toolbar when editing, and are covered in detail here. At the far right of the toolbar, a Create Message icon is always available to allow sending an RSpace message without leaving the document editing process.

Beneath the toolbar is a grey block containing two rows of information about the open document. The top row always contains two essential pieces of information: to the left is a breadcrumb trail showing the path to the current document from the ‘home’ location of the top level Workspace, with clickable links to the steps; to the right is an icon and text definition of the document’s current edit status This status changes when viewing and editing, and also indicates when the document is not currently editable (such as if it is shared and someone else is already editing) or is never editable (such as if the document has been signed and closed for further edits).

The second row of the status block changes between stand-alone documents and notebooks. In stand-alone structured and basic documents, the row again contains a left and a right element. To the left is the current document name, which can be clicked to edit at any time. To the right is a header for ‘Tags’ which, again, can be clicked to open a pop-up and edit the content, and which displays any entered content in the space after the header. Find out more about tags and tagging here.

Notebooks also have a name area to the left of this row, but the display will include more complexity as it shows both the name of the current entry, and also the notebook it belongs to and information about the entry within the notebook. The right side once again has tags available (though this time hidden and accessed by a click of the ‘Tags’ button), but also has several other mechanisms available for moving around and finding content within the notebook. The far-right arrow keys, labelled < and >, can be clicked to move incrementally forward and back through the notebook. The ‘Entries’ button adds another level of navigation, calling up a scrolling menu with the existing entries in the notebook displayed sequentially as icons with the current entry selected. The user can scroll through the list to view all entries, and can click on any icon to open that entry. Further, there is a search box to search for terms used within the document: the search returns a list of matching entries in the scrolling list, which can then be browsed and opened as before.

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