How To Use Content Gate
Opening Content Gate
To open Content Gate, select the record and click the Content Gate button.
The dialog can be resized using the resize button.
If you prefer to open Content Gate in a separate browser tab, you can use the button “Open in Content Gate”.
Note that sometimes an additional browser tab is opened for authentication when opening Content Gate.
Viewing a document
Click on a document to open the preview of the document.
On the tab “Properties”, the basic properties of the document are shown.
On the “System” tab, the system properties of the document are shown.
The section “Content” shows more information about the stored content.
The section “History” shows information about who created the file and when the file was uploaded and/or modified.
The section “Storage” shows which storage location is used for the file.
On the “Business entities” tab, the user can see to which entity and entity type the document is related.
Use filters
The filter panel can be shown or hidden as required by the user. Filters can be applied by checking the relevant checkboxes.
Uploading a document
To upload a document, users can click the “Add” button to open the “Add content” dialog.
Another option to open the “Add content” dialog is to simply drag-and-drop a file into the user interface of Content Gate.
In this dialog, the user can change the title of the document and select the corresponding category at the “Set Content Item Properties” section. The “Advanced” section can be used change the default storage location (not recommended).
Uploading a new version of a document
If a document needs to be replace a document with a new version of the document, the user can open the document by clicking on the line. In the dialog box that appears, the button “Update” can be used to upload new version.
In the dialog that appears, users can upload a new version of the document.
If the documents are stored in a SharePoint Online library where versioning is enabled, the new file will be added as a new version to the original file, and version history will be available.
If the documents are stored in Azure Blob storage, or in a SharePoint Online library without versioning enabled, the original document will be replaced with the new document.
Note that a document can only be replaced by a document in the same file format. For example: a PDF file can only be replaced or added as another PDF document.
Removing a document
A document can be removed by hovering over the document and click the “Remove” button.
Downloading documents
If a user wants to download one single document, the user can hover over the document and click the “Download” button
If a user wants to download multiple files at once, the user can select the checkmarks before each document and click the “Download” button. The selected files will be downloaded in one single compressed file.
Adding a web link
Content Gate can also be used to store links to other (external) websites.
To add a link to Content Gate, click the “Add” button to open the “Add Content” dialog. In the dialog that appears, select the radio button “Web links” and enter URL to the website.
