hotComm User Guide
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Document number: hc.70
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hotDoc

hotDoc is a system for storing documents on a hotComm server and accessing them through a hotComm room.

Note: the room must be hotDoc-enabled by the CRM Administrator in order for you to use this feature. See Room Setup.

Recording: To play a recording describing hotDoc, click here: hotDoc.hcr. (Note: playback requires hotComm CL, hotComm Lite or hotComm Standard/Pro.)

About hotDoc

Documents that can be stored
Most Windows file types are supported along with hotComm's recorded session files (.hcr)

Who can do what
User Type Capabilities
CL users Can not use hotDoc.
Standard/Pro users
Lite users
CL presenters		 Can receive documents. When they request hotDoc, the server will push the folder to them.
CL moderators, Standard/Pro moderators Can download, upload, get doc, and can manage hotDoc folders.
Standard/Pro moderators Auto-update available for HC moderators (not CL) for any folders except the T'SCRIPTS and UPLOADS folders.

Version Control
hotDoc archives multiple versions. You can get whichever version you want.

File Information
Files are compressed for storage on the server. The server stores compressed files with a .hza extension. The files are decompressed when you download or get them.

Each file will have associated information such as: name, size, type, date modified, status, by, and comment.

How to use hotdoc

You must be connected to a room that is hotDoc-enabled to use this feature. If the room is not enabled for hotDoc, the hotDoc icon does not appear.

hotDoc icon The hotDoc icon is located in your hotComm toolbar (a white folder with a blue and red arrow, labeled hotDoc.) Click on this icon to open the hotDoc panel.

When the panel is open, you see a list of folders. Left-click on a folder to expand it and see the folders and files it contains.

Right-click on any file or folder to see the hotDoc menu of options.

To view a document:

  1. Click the hotDoc icon to open the hotDoc panel.
  2. Left-click on a folder to open it.
  3. Right-click on a file and select View.

To Check Out or Get a document:

  1. Click the hotDoc icon to open the hotDoc panel.
  2. Left-click on a folder to open it.
  3. Right-click on a file and select Check Out or Version Get.
  4. You are prompted for where to save the downloaded file.
  5. To return the file, select Check In. You will be prompted for where the file is currently located on your computer.
  6. To cancel the checkout, select Check Out Undo.

To upload a document:

  1. Click the hotDoc icon to open the hotDoc panel.
  2. Left-click on a folder to open it.
  3. Right-click on the folder and select Upload File.
  4. You will be prompted for the file location on your computer.
  5. To refresh the display, disconnect from the room and reconnect.

hotDoc Menu

Right-click on a file or folder to see the hotDoc menu. Note that some options may not be available for the file or folder you clicked.

Option Description
Comment Comment allows for file notations
Check-Out Check-Out to download the file to our local drive. While checked out, it is only in the view mode for other users, other users cannot check out or make changes to the file. This provides some level of version control (to deselect, click on check-out undo).
Check-In Upload the file back to the server. It is now available for others to edit.
Check-Out Undo Release the check-out hold on the file. It is now available for others to edit. Typically, you would do this if you decided not to edit the file after all.
Delete Delete allows a newly created folder or files to be deleted (Calendar, DocShare, Public, T'Scripts, and Uploads folders cannot be deleted)
Version Get Version Get allows users access to file versions, date modified, date uploaded, size, by, and comments (in this window you can also click on CheckOut, GetOnly, Cancel)
View Click on the "view" option to view or change the file.
View History View history is a quick snapshot for file info i.e. created and checkouts
New Folder New Folders can be created with a right click in the hotDoc window area or in an existing folder.
Upload File Select "upload" to upload a file from your local pc.



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