This article outlines what you need to do in Next Project to get started with Next Docs.
To fully work with NEXT Docs, you need to activate a user so that they have the right to use NEXT Docs and access the app, etc. This is described in this article.
The user also needs access to NEXT Docs for the projects they will be working on, and this is called activating a project for NEXT Docs. This is described in a separate article.
Activate Next Docs for Users
Set the Right Permissions for the Administrator
To invite new users to Next Docs, you need to be a member of the Next Docs Admin group and have the administrative permission to invite to Next Docs.
Set the Right Permissions for a User
Go to Admin - User/ Permissions - Groups/Permissions and select the group with users who should view and work with documents in Next Project.
Set the following permissions under Module Permissions and Administrative Permissions:
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Module Permissions: "Document" - Needed to create and delete documents.
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Administration Permissions: "View document tree" - Allows users to see the folder structure in the form of a tree in the Document module.
Save and reload Next Project.
Company's Email Address
Your company needs to have an email address in Administration - Settings - Office/Company.
The user to be invited also needs to have an email address in the user register in Next Project, where the invitation can be sent.
How to Invite a New User to Next Docs
Go to Administration - Users/Permissions - Users and select the user to be invited.
Select the user and click "Invite to Next Docs." Also, confirm that you approve the registration of a new license.
The invitation is sent in the form of an email that lands in the user's inbox, and the user must now complete the activation of Next Docs themselves.
Activate and Download Next Docs
If the invitation has been sent out but the email does not arrive, check that it has not ended up in the spam folder!
When you receive the email, click on the link or copy it into your browser.
The link leads to a login page where you log in with the same credentials as for Next Project. This step is to accept the invitation to Next Docs and verify that it is the correct user who received the invitation. Click "Accept."
Now you need to download the Next Docs application to your computer.
Click on the link to download the application. If you are using a PC, it should be downloaded from the Microsoft Store; if you are using a Mac, it should be downloaded from the AppStore.
If you cannot access the Microsoft Store by clicking the link, you can go directly to the Microsoft Store and search for "Next Docs."
Download the application. If you have trouble installing the application, contact your IT provider as your computer permissions may be restricted.
The following system requirements apply:
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Windows
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Mac - macOS 10.8 or later
Next Docs cannot be installed in a pure Terminal Server environment (for example, if you have a client-based solution that includes a browser, etc., in Terminal Server). This is because Microsoft Store apps cannot be used in this way.
Once the application is downloaded, open it and go to a login window. There, you should log in with the email address to which the invitation was sent and your Next password.
If the login is correct, you will go to a window without content titled "Checked-out files." Here, you will see the files that are checked out for editing.
The only setting you need to make in the app is to (if you want) set where files you check out should be temporarily saved, called "Path for storage of local files." You can access this by clicking on settings at the bottom left.
Note: It is not recommended to open and edit files from File Explorer in Windows, as this can easily lead to sync problems with Next Project. Instead, always use the app to open checked-out files.
Changing Password in Next Project and Next Docs
In Next Project, only those with permissions to the User Register can change a user's password. For security reasons, passwords are not automatically synchronised to Next Project and Next Docs; you must first change the password in Next Project and then also change it in Next Docs:
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Go to Administration - Users/Permissions - Users.
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Select the user for whom you want to change the password and choose "Change Password."
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Enter the new password and save.
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The user now automatically receives an email confirmation that the password has been changed and is asked to click on a link to confirm the password in Next Docs.
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Follow the link and confirm the username and password for Next Project.
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Done! You can now use your new password.