contentACCESS Portal documentation – version 6.4

  1. What is contentACCESS Portal?
  2. Main contentACCESS Portal functions:
  3. Requirements
    1. Hardware requirements
    2. Software requirements
    3. Other requirements
    4. Supported browsers
  4. Installation
  5. Logging into contentACCESS Portal
  6. contentACCESS Portal user interface
    1. “Connect to” menu
    2. contentACCESS Portal’s navigation pane
    3. Item list and item preview
    4. Layout selector
    5. Download from the item list/item preview in contentACCESS Portal
    6. Hide/show function
    7. Sorting in contentACCESS Portal
    8. User profile page
    9. User interface settings
  7. Search functions in contentACCESS Portal: “Connect to search”, quick search, advanced search, GDPR search
    1. Search query language
    2. “Connect to” search
    3. Quick search
    4. Fulltext search
    5. Advanced search
    6. Periodical search
    7. GDPR search
    8. Editing Quick, Basic and Advanced search criteria
    9. eDiscovery process
  8. Folder selection methods
    1. Multi-selection
    2. Recursive folder selection
  9. Tasks supported by entities (models)
    1. Enabling/disabling tasks
    2. Create report
    3. Share item(s)
    4. Legal hold
    5. Tasks list
    6. Tasks page
    7. Download of export actions
    8. Manifest file and its settings
  10. File System Archive
    1. File versions
    2. File Archive tasks
  11. Email Archive
    1. Email Archive tasks
  12. GDPR Application
    1. GDPR Application tasks
  13. GDPR Exchange
    1. GDPR Exchange tasks
  14. GDPR File system
    1. GDPR File system tasks
  15. SharePoint Archive
    1. Item versions in SharePoint Archive
    2. SharePoint archive tasks
    3. Opening shortcuts from SharePoint
  16. OneDrive Archive
    1. Item versions in OneDrive Archive
    2. OneDrive Archive tasks
    3. Opening shortcuts from OneDrive
  17. Sharing
    1. Sharing tasks
  18. Teams archive
    1. Item versions in Teams archive
    2. Teams archive tasks
    3. Teams chat archive tasks
    4. Opening shortcuts from Teams

18.4.Opening shortcuts from Teams

The user can convert the archived files to shortcuts in the Teams archive. This option is generally used for archived items older than 1 or 2 years (it changes from company to company).
During the process, the Administrator can decide which shortcut type he wishes to use: “Keep original” or “HTML shortcut“. (For more information about the archive job and the convert archived files to shortcuts option, please refer to this chapter of the contentACCESS documentation.)
If he uses the “Keep original” option, the files will be converted into shortcuts, but in the Teams and on the Team-related SharePoint site (unless the shortcut can manage the version history), the files will be keeping the original format, and the user will be able to open them easily.
On the other hand, when the Administrator uses the “HTML shortcut” type to convert the archived files into shortcuts, the Teams items (and custom SharePoint data) will be replaced with HTML files in the Teams and on the Team-related SharePoint site. In this case, the whole version history is deleted, and the following actions are available when the user wants to open a file in Teams (or in SharePoint):

Opening HTML shortcuts from Teams/Team-related SharePoint site
1. Open the file by clicking on the title

2. The selected file will be opened on the same tab – here, the user can open, share, copy, download (etc..) the file, close this tab, or carry out the activities related to the shortcut opening.

3. In this tab, the following shortcut opening-related options are available for the user with some basic information as well – archivation date, file URL (location of the item on Teams), and size:

  1. Preview – the file’s preview can be opened by clicking the Preview button or the right mouse button (recommended to use this method) and the option “Open link in a new tab”. The user will be redirected to the Preview service page, where the original file will be shown. From here, the user can download the original file or save it as PDF.
  2. Download – this button allows the user to download the original file (instead of the shortcut) to the local machine. if the user does not use the right mouse button and the “Open link in a new tab” option, he needs to go back to the previous page manually when the item is downloaded by clicking the Back button.
  3. Open in Portal – this option allows the user to check the archived item in the contentACCESS Portal. In the Portal, the user can see the version history of the selected file, check the item and/or file preview, download the document, or see all other items from the same folder. For more information about the item preview in Portal, refer to the Item list and item preview section of the manual.
  4. Restore original – it is also possible to restore the shortcut to the original file from here. In this case, the selected item is opened in the Portal, and the restoring process appears in a pop-up window. When the process is finished, the user can open the restored file in SharePoint (opened in a new tab) or cancel the action and stay on the Portal. This option works similarly to the Recover selected item(s) function in the Portal.


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