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USER MANUAL - Was ist doculife

1. 157 eS Favourites 2 2 171 R INDOX _ 2 22 elec eee eee ee eee 177 PAG ASE ce ee ne es 445 Manage cached data 176 Read write access 145 Network pen a ne E Recycle bin _ 2 2 26 129 Profiles 2 2 22eeeeee22 163 Permanently deleting a docu Search hia oo vor System configuration _ 173 MEN nnana eeeeeeeeeeeeeeeeeeees ee Status 90 Restoring a document oO ee ee Register Status bar 2 2 22 22222 28 Stop words 98 Creating 2 2 2 31 43 freer eSpace gan entyeaniat Moving 2 0 ee eens 45 User Manual doculife Desktop 7 TaSkS 2 0 2 2 aoaaa cece eee eee eee 26 U Update from File 2 0000000000000 60 User interface 24 V Vendor information 90 Version Deleting 222 22 2 137 Printing 22 137 Printing saving the display list 137 Properties 2 138 Restoring 136 Saving inthe filesystem _ 136 Sending 2 02 0 137 Viewing 2 22 135 What are versions _ 135 Version conflict 153 FIXING 2 cece cece eee eee ee 153 Viewing 2 22 153 V EW _ 2 22 cece eee eee cece cess 131 Compact view 132 Customizing 131 D
2. 22 2 2 ee ee 2 File register Deleting 2 22222222 44 Opening 44 Forwarding 74 Forwarding documents 14 Tracking 22 76 Full text recognition 63 124 Full access 0222 2 22 eee eee 145 Full text search 92 G Group indexing 71 73 196 34 Index User Manual doculife Desktop Reminder I Creating 22222000 200 117 Importing computer files 70 a nee Lae Group indexing 73 Oveno coe ot 117 Individual indexing 71 Searching o 120 INDOX 2 seen cence ee eee eee eeees 26 Viewing 22 2 119 Individual indexing 71 Rich ToolTip 185 L S Library e eeeeeeeeesererse tees a Saving as a link 2 0 0 0 47 122 LINK 2 2 eee cece ee ee eee eect cece eee 69 Scanning Creating EEE 69 Activating the scanning function 124 Deleting E 70 Distributing documents 127 Opening Serepdidep densas 122 Overview oaaao aaao 124 _ Sending by e mail 121 Scanning documents 126 Linking items 2 2 121 Setting a default scan input fol MoS OF seenen tee eee ens 125 Search Mixed search 95 In selected folders 107 Modified on this computer Search bar 2 22 22 29 IN progre
3. 2 222222 158 Desktop in its own separate win GOW 22 22 2 e eee eee 19 Diagnosis 22 2 185 Document Adding 2 89 34 Index 195 Checkingin 2 88 Document outside the DMS os esvorncieavceusduades 60 Without reminder 57 Checking out 88 Copying 2 22 2 61 Creating 2 51 Deleting 2 2222222 61 Distributing 2 127 Forwarding 74 Microsoft Office document 51 Moving 60 Opening 53 Opening in original file 62 Printing 2 62 Properties 64 Publishing as a PDF 89 Scanning 126 Searching 35 Document pane 27 docusearch 2222 93 Dossier properties _ 65 Drag amp drop 67 73 80 82 E E mail Importing from Outlook 113 Error report 155 Generating 00000000000000 155 F Favourite Adding 2 0 39 Opening 2 39 Removing 39 171 What is a favourite _ 39 File Creating 30 42 Searching 2 34 File note 2 22 2222222 45 File pane
4. Ji e BE j a Ja a io T S a E Si ae Document Future AG 03 2015 Document Future AG holds the copyright to this documentation No part of this documentation may be reproduced regardless of the method used e g printing photocopy microfilm without previous written consent from Document Future AG No part of this documentation may be processed copied or distributed with the use of electronic systems without previous written consent from Document Future AG http www documentfuture com User Manual doculife Desktop Inhaltsverzeichnis ill Table of contents 3 1 3 2 3 3 7 1 7 2 7 3 7A 1 5 7 6 8 1 8 2 9 1 9 2 10 10 1 AIi Koo Uloj iLe p M 11 Formatting and layout used throughout this documentation 12 General security information _ _ 2 2 02 22 cece eee ee eee cee cee ceeceeees 13 Anti virus protection 0000000000000000 ccc ce cece ee cece eee eee ccceeeeccceeees 13 Saving passwordS ici ce eeree nda cadde tien cteaseaccabanedeuaeuscowesdtectaddsitususeacts 13 Using mobile devices _ 02 22 eee ccc cee cece cece cece cence eecceeccecccecccecees 13 Installation requirements _ 2 00 2 c cece cece ccc e cece e cee ceceeeeceeeeeees 14 VS new each rs A se oa ee ee eee eeeebeaees 15 What is doculife _ 2 22 22 l ec c ee aa eee eee arnor rron 18 Getting started with doculife Desktop _ 0 02 22 c eee ee cee eee eee 19 WEICON
5. To remove an e mail address click on Remove Email Securty List i explicitly allowed senders Email Address lisa maierh jane miller Add Remove Carca User Manual doculife Desktop 29 Configuring settings 183 29 11 Advanced 29 11 1 Overview The following sections go over the various options Common e Advanced options for working with var ApplicationTitle Synchronization Liga Maier Profiles Choice lists Sort choice lists in alphabetical order Solution Management Searches Organize Favorites Reminders Activities System Configuration Disable checian reminders Heak _ Show checkin reminder as tooltip Manage Cached Data Show tooltips for background operations Inbox Play sound notifications for background j C Play sound notfications for background operations Import Default setting for Delete original File option Use template setting Defaut setting for Delete original Email option Use template setting Automatically add new File to as preconfigured Activate fulltext recognition for scan and fax documents Lnks _ Open item when link is opened Diagnostics Diagnosis Normal Maximum allowed diagnose level Detailed Confirmations Enable file size limit confirmation for download and checkout Download checkout file size limit 10 0 MB Search C Show Dossier items directly if only one has been found Rich ToolTip Sel
6. Date Status Keywords Reminder B Settings Originally created 14 01 2015 16 14 23 Delete original File Email Advanced 4 Enter the document s properties If you want the original file to be deleted once you are done enable the Delete original File Email option 5 You can use one of the following methods OK Imports the current file and shows the properties for the next file OK all Imports the current file with the properties you defined The remaining files will be imported with the filename Click on Yes in the following prompt Do you want skip indexing of the remaining documents The remaining documents get imported only with basic information like their filenames Do not show again Nem Cancel all Cancels the import process for all the files that have not yet been imported Cancel Cancels the import process for the current file and shows the properties for the next one User Manual doculife Desktop 11 Working with documents 73 11 15 3 Importing computer files group indexing Use group indexing if you want to import multiple computer files from the Windows file system and use the exact same properties for all of them 1 Right click inside the document pane and then click on Import Bulk Import Files 2 Select the computer files you want to import to select multiple files click on t
7. Duplicate File folder structure and permissions Ey Copy Ctrl C Reminder Cross References x Delete Del Rename Ctrl R Properties Alt Enter User Manual doculife Desktop Version Size Checked out h New product file for a supplier Invoice file for a supplier Product for a supplier All invoices f r a supplier 3 Enter the file s document s properties and then click on OK Viewing cross referenced files documents You can view all cross referenced files and documents from a file or document The program will run an internal search that for example will search for all the files documents with cer tain matching property values supplier ID 4711 for example or with a certain type files of type Invoice for example Please note The types of cross references that can be viewed are defined by the doculife Solution Desi gner in the system configuration 1 Right click on the file document for which you want to see the cross references and then click on Cross References 2 Select the cross reference you want product for a supplier for instance cr Remove from My Workplace New Attachment Add File Note bi Attachments Send to Duplicate File folder structure and permissions BS Copy Ctrl C Reminder Cross References X Delete Del Rename Ctrl R Properties Alt Enter Version Size Checked out by New product file for a supplier Invoice file for a sup
8. P Click onthe Cancel Checkout icon GN Cancel Checkout Important If you have made any changes to the document a prompt will appear and warn you that these changes will be lost if you confirm The checkout will be cancelled and the document will be closed 11 3 3 4 Viewing checked out documents Please note The specific steps required in order to view checked out documents will depend on the solu tion being used and on how the search folders for checked out documents are configured User Manual doculife Desktop 11 Working with documents 57 To view checked out documents go to My Workplace and Modified on this computer My Workplace 2 4 Tasks iii Recycle Bin My recenth scanned documents lm Modified on this computer 1 Inbox 1 Vitosol 200 F T Froject Organization Searchresults for vit 2 l Vitoclima 3045 o Vitosol 20H a t Modified on this computer Mame a G Vitoclima 300 5 1 025 Offer 11 3 4 Checking in a document 11 3 4 1 Check in without a reminder This is the default setting In other words you will be expected to close an edited document and check it in later on or check it in before closing it by using the Office add in Please note Check in reminders can be enabled and disabled using the Disable checkin reminders option under Settings Advanced Reminders 1 Save the document e g Save icon in Microsoft Word 2 Close the document The checked out docume
9. 29 11 7 29 11 8 29 11 9 User Manual doculife Desktop 29 Configuring settings 185 Activate fulltext recognition for scan and fax documents If this option is enabled and PDFs or image files jpg or tif are imported the program will check whether these files contain full text and will run full text OCR processing if necessary Links Open item when link is opened Enable this option if you want the document for a link to be opened when you double click on the link If the option is not enabled the document will first be selected in the document pane only after which you can open it by double clicking on it again Diagnostics Diagnosis Used to select the diagnostic program setting for error logging in the log file This setting will have an impact on the log file s size and the level of detail The default setting is Default Please note Do not change this setting without consulting with your solution vendor first Confirmations Enable file size limit confirmation for download and checkout If this option is enabled and a document exceeds a specific file size the system will actively ask you whether you are sure you want to check out or download the document The cor responding prompt will allow you to cancel the checkout download process if you want Download checkout file size limit Used to specify the file size starting at which the system will show the prompt Search Show Dossier items direc
10. If you click on a file or register the file register will be opened and the document pane will show the corresponding contents If you click on a document the file or register in which the document is stored will be ope ned and the document will be shown in the document pane 9 1 4 Removing favourites You can remove favourites that you no longer want from your list of favourites 1 Click onthe vic Favoriten Favourites icon and then on Organize Favourites The Settings dialog box will appear 2 Click on the favourite you want to remove from the list To select multiple favourites hold down the CTRL key as you click on them 40 9 Quickly accessing files and documents User Manual doculife Desktop 3 Right click and then click on Remove or press the DELETE key Common z Manage Favorites amp Recent lists Synchronization Lisa Maier Profiles Solution Management Documents and folders Searches Title Organize Favorites Timetable System Configuration Project Documentation June 2014 fi Requirements docx Network 9 2 My Recent History of most recently used items 9 2 1 What does My Recent show The My Recent list is automatically filled as you work and will contain the files registers documents and or e mails that you have opened most recently In fact it works much like the History function on your web browser You can use the My Recent list to quickly open an item and can a
11. This is a tip Examples Examples of individual functions are indicated as follows Example This is an example Instructions When there are multiple instructions step by step instructions they will be numbered in ascending order Instructions that only require one single action are indicated with the icon 3 1 3 2 3 3 User Manual doculife Desktop 3 General security information 13 General security information This section contains general security information concerning the use of doculife Make sure to read it carefully Anti virus protection doculife does not provide any additional anti virus protection This means that documents and e mails transferred todoculife will not be checked for mal ware in doculife Make sure to check all documents and e mails for malicious code on the computer before sto ring them in doculife Attention Risk of data loss Use an anti virus product that monitors your data e mail and Internet communications and protects your computer from attacks Saving passwords Due to security reasons users have to enter their password every time they log in to their doculife account i e connect to the system It is possible to configure the system in such a way that users will be able to save their pass word for a doculife account Attention Risk of misuse of data Saving login information can enable unauthorized users to access your data Please make absolutely sure
12. Applying filters By using afilter you can filter search results or items in your workplace based on specific cri teria Make sure that the filter is visible 1 Click onthe arrow in the column header 2 Doone of the following User Manual doculife Desktop 16 Working with filters 111 Select a value from the list of index values in order to use it as a filter Important Values will then be offered for filtering if the index values in the column are based on a choice list e g Status index value Example Filtering documents by status so that only those with the Approved status will be shown EA hai I Clear filter Empty 2 None empty 14 Approved 1 In Process 2 Under Examination 2 Enter the value you want to use for filtering and press the ENTER key Important Wildcards or are not permitted in the value The wildcard for any number of characters will be placed automatically at the beginning and end of the filter term before applying the filter Example Filtering documents so that only those with vitosol in their name willbe shown 7 vitosol E Kurzprospekt vitosol 200 F 300 F pat 7 Produktorospekt vitosal oct TH Vitosol Resource Planning pdf 16 4 Resetting filters You can clear the filters for a specific column or all the filters in a pane Clearing a filter for a column P Click on the arrow in the column header and then click o
13. Rescources Date Modified 16 06 2014 08 32 34 Viewing editing properties You can view and modify the properties for a file or register 1 Right click on the file or register and then click on Properties The Properties dialog box will appear 2 Modify the properties as necessary and save the changes you made by clicking on OK Shortcut Click on the file register and press ALT ENTER Moving registers You can move a register together with its contents documents and other registers to ano ther register within a file Please note Files cannot be moved as they are already the topmost level in the storage hierarchy 1 Right click on the register and then click on Cutor use the CTRL X shortcut 2 Right click on the target location and then click on Pasteor use the CTRL V shortcut Shortcut While in the document pane Hold down the left mouse button and let the register fall into its target location drag and drop it The cursor will show a tool tip saying Move to with the target location s name Adding a file note You can add additional information the results from an agreement reached on the phone for example to a file or register in the form of a note The file note will be stored as a Word docu ment at the relevant level File notes are identified with a pin icon al Note from 24 06 2014 10 42 To search for file notes use the document search like you would for any other document 4
14. The cache will be cleared upon request Cleanup after fixed time interval The cache will be cleared automatically at the interval specified in Cache Lifetime Interval This is the recommended default setting Cache Lifetime Interval The cache lifetime interval can be used to define the interval at which the cache will be auto matically cleared The default setting is 48 hours Manual cleanup You can clear the cache manually at any time Cleanup Data now Cached data will be deleted as soon as you click on this button Include Modified Data manual cleanup only If this option is enabled modified documents that have not yet been checked in will be dele ted as well Before the action is carried out you will get a prompt asking you whether you are Sure you want to continue Inbox Overview The following sections go over the various options 178 29 Configuring settings User Manual doculife Desktop Common P Inbox Management Synchronization Lisa Maier Profiles Solution Management Searches Ad Remove PA Organize Favorites E Mail Address System Configuration Network Manage Cached Data Acdvanced 29 10 2 Add Click on this button to add an additional inbox to your workplace e Group Inbox Group inboxes contain documents that have been forwarded to a group so that they can be worked with see the Forward function In order to be able to edit the corresponding contents you need to be
15. docutife Desktop P Help Start Qutlook Client Ctrl F3 Stop Outlook Chent Ctrl F3 start doculife Desktop in a separate window Ctrl Shitt Fa Important The add in for Microsoft Outlook will be closed automatically when you exit Outlook 7 3 2 Showing and hiding the add in for Microsoft Outlook If the Outlook add in is open you can easily hide and show it as necessary in order to tem porarily make the Outlook window bigger Inthe Home ribbon click on the doculife Desktop icon The Outlook add in will be hidden If you click on the icon again the Outlook add in will be shown again 7 3 3 Opening and closing in a separate window 1 To start doculife Desktop in a separate dialog box use one of the following methods Double click on the doculife Desktop icon on your Windows Desktop Important Make sure that the Outlook add in is not running Click on Start All Programs doculife Desktop Important Make sure that the Outlook add in is not running Inthe Outlook add in click on the doculife Desktop icon and then select Open in separate window or press CTRL SHIFT F3 In the prompt asking whether you want to run doculife Desktop in a separate win dow click on Yes The Outlook add in will be closed automatically 2 Exit doculife Desktop by clicking on File Exit or on the Close icon at the top right of the title bar 7 4 Office integration 7 4 1 What does Office integration mean O
16. m New folder Mew Rename Black Square Without Black Dot Black Circle Refresh Ctrl R Export Blue Square Blue Dot TOOTE Tip To change the order of folders simply drag and drop them Sorting in libraries You can sort a library s contents alphabetically in ascending or descending order 1 Right click on the structure element with the contents you want to sort 2 Select Sort alphabetically and then click on Ascending or Descending New Rename Set category Remove Refresh CtriR Sort alphabetically Removing a library folder You can delete a library folder from the folder view at any time The files registers or fol ders under the library folder being deleted will also be removed from the view Since the libraries folders are virtual structures the actual files and registers as well as the documents they contain will remain in the DMS in their original storage location P Right click on the library folder and then click on Remove or press the DELETE key Confirm the deletion prompt Removing a file register You can remove files and registers from the folder view at any time Since the folder view is a virtual structure the actual files and registers as well as the documents they contain will 12 9 12 10 User Manual doculife Desktop 12 Working with libraries folder view 83 remain in the DMS in their original storage location If you delete any files or regist
17. vr Favorites gly oe Name a My Workplace 5 Ey Modified on this computer Full text search for all Documents Files and E Mails My Documents My recently scanned documents 4 Tasks E Organize searches 2 Enter one or more terms from the document s name or contents Important The search is not case sensitive 3 Click onthe Search icon or press the ENTER key The documents found will be shown in the document pane Search terms found in the document s contents will be highlighted in yellow based on the way the program is con figured 36 7 Getting started with doculife Desktop User Manual doculife Desktop we Favorites Wr D 5 S Ar mred A My Workplace 6 G inbox Modified on this computer E i My Documents My recently scanned documents Recycle Bin Tasks Searchresults for req 2 Project Waga 11 44 Vitosol 200 F 25 08 2013 15 18 Requirements docx Projekt Dokumentation Version 2 3 REquie mente hag Uiements dondReqliremenis don Resource planning xisx Tabelie1A 1 Requirements Available Resour Tip To limit the search to specific files select the files you want first use the CTRL key to select multiple files and then right click on them and use the search box in the context menu View Add to My Workplace Send to Duplicate File folder structure and permissions Ea Copy 8 2 User Manual doculife Desktop 8 Organizing repositories 37 Organizing repositories
18. yr Favorites a My Library 4 A My library My Workplace 8 A Organization ih Inbox i Projects Eg Modified on this computer 4 Team Library A My Documents A Presentation 2e My recently scanned documents A Team Meetings f Recycle Bin Taa M Project a Project Organization Searchresults for project 1 p Froject T b 4 Quality Name ID ml 49 AW Project Meeting July 2014 Importaince Norma Sensitivity None Subject AW Pmijee Meeting July 2014 Caiegones 0x0000000MAIL_ALTERN 16 Project Documentation June 2014 docex POER Documentation June z0 14 FEA Docu menisiontune2074 dome 16 Prgect Documentation June 2014 pat 200 F Project Docured 5 lune 2014AMEA Documentationdunea 2074 p 200 F 4 search results Duration 2 13 sec 7 5 2 1 Toolbar The following image shows the toolbar s individual functions 1 T iy f 8 vr Favorites y F oly Al Documents Data Ales and E Mais 1 Opens the list of favourites and most recently used items 2 New file workmap 3 Scan 4 Send as e mail 5 Print 6 Shows My Workplace and used to select a search if configured 7 Used to select a search and enter a search term 8 Used to select views filters and sorting and configure the folder view 26 7 Getting started with doculife Desktop User Manual doculife Desktop 7 5 3 2 My Workplace My Workplace is your personal workspace in doculife Desktop mu
19. 1 As an attachment You can send a copy of a document as an e mail attachment Please note lf the document is checked out the latest checked in version will be sent automatically d Right click on the document and then click on Send to Email Recipient As New Email The Microsoft Outlook message form will be opened and the document will be added as an attachment Shortcut Click onthe gt Send as Email icon in the toolbar and then click on Email Recipient As New Email or drag and drop the document onto the Outlook window or onto an open e mail window Tip To add the attachment to an e mail that you have already written select the e mail from the choice list All newly created e mails will be available for selection as will be all the ones for which you clicked on Reply Et Resource Planning To Stern Christina 4J Resource Availability To Stern Sebastian 68 11 Working with documents User Manual doculife Desktop 11 13 2 Asa link You can send a link to a document in the DMS by e mail When the recipient clicks on the attachment the document from the DMS will be shown or opened based on how the corresponding settings are configured Please note Please note that the recipient must have the required access permissions for the document in order to be able to open the corresponding link Right click on the document you want and then click on Send to Email Recipient as Link As New Emai
20. 162 29 2 3 29 2 4 29 2 5 29 Configuring settings User Manual doculife Desktop This can be a useful option when a library is created for a team and will not be subject to any more changes in which case you would disable automatic updates for the library Notification activities allowed when application is inactive If this option is enabled background activities will be performed even if doculife Desktop is not the active window Outlook integration Synchronize reminders and terms with Outlook If you enable this option reminders will be automatically added to the Outlook calendar as an appointment with an appointment reminder If you want to use your personal Outlook calendar then no additional settings need to be con figured Use following calendar Can be used to integrate additional Exchange calendars For more information please con tact your administrator Use doculife Desktop Outlook s built in address book dialog Depending on the solution being used the program can be configured in such a way that a contact person from the Outlook contacts can must be assigned when properties are being entered This option determines whether the normal Outlook default dialog box or the docu life specific one will be shown in this case Office Integration Start office program with focussed doculife toolbar If you enable this option the doculife Desktop ribbon will be automatically enabled when you open a checked out
21. 29 Configuring settings User Manual doculife Desktop Please enter your login information Account MyAccount hostname com User name C Store login information Login Activate a new account Click on Activate a new account and select the activation file iadc file for the account 29 3 3 Changing account settings Name Account Credentials User name and password User name Password Store login information Change password Scan Activation loaded Load Scanning login data os Cancel Changing the display name for an account In the Name field enter the name you want for your account Make sure the name is written the way you want the doculife Desktop status bar to show it User Manual doculife Desktop 29 Configuring settings 165 Store login information If this option is enabled the login password will be saved so that it does not have to be ente red the next time doculife Desktop starts Please note Whether this option can be enabled to begin with will depend on the configuration you are using and on your company s security requirements Scan Activation loaded If this option is enabled you will be able to use the scanning function If the scanning function has not yet been activated click on Load Scanning login data and select the scanning activation file iasc file you received from your administrator for more information ple
22. About Opening the online help function If you have any questions regarding doculife Desktop you can check the online help pages P Inthe doculife Desktop ribbon click on the Help icon Pe Help 14 14 1 14 2 User Manual doculife Desktop 14 Searches reliably finding documents and files 91 Searches reliably finding documents and files Introduction One of the advantages of using a DMS is that all documents and files can be easily and quickly found in a matter of seconds by running a search And in order to make these sear ches as effective and convenient as possible the solution comes with a series of available default searches that are based on proven search criteria For example there may be preset searches that can be run immediately without requiring you to enter any search terms e g searches for a very specific type of file Moreover you will still be able to search for documents and files conventionally i e by using the specific search terms you want The way this is done will depend on the type of search being used as some will require you to enter your search terms into the search bar and others into a search template Moreover you will be able to create and save your own custom searches The following are the main types of searches available Full text search Used to search through a document s contents full text and important properties docusearch Used to search throu
23. All Documents Data Files and E Mails ET Requirements h l Ei Rescources ET Timetable D Team Library Presentations Openselected search New Organize searches 2 Enter the file s name or part of it Viess to search for Viessmann for example Important You can enter an incomplete search term by using the asterisk wildcard so that the program will complete the term automatically 3 Click onthe P Search icon or press the ENTER key The files found will be shown in the file pane wr Favorites My Workplace 5 Gy inbox Ha Modified on this computer My Documents My recently scanned documents X 4 Tasks Searchresults for p l Project 04 07 2014 11 44 Project Organization 16 06 2014 07 33 7 6 5 User Manual doculife Desktop 7 Getting started with doculife Desktop 35 Searching for a document Say you have stored a document in the DMS and want to view it To find the document sim ply use the All Documents Data Files and E Mails full text search You can search for the document by name or by content full text The following applies in general To be able to find a document using a search you will need to have access permissions for the document When you search for documents only the documents that match your search criteria and for which you have access permissions will be shown 1 Inthe search box select the All Documents Data Files and E Mails full text search option
24. Apply A prompt will appear saying that the changes you have made will not be applied until the Microsoft program is restarted Shortcut Click on Settings Common Configure Microsoft Office Integration Please note If any problems occur with the automatic registration process for the DLLs you can run the registration process again by clicking on the Repair installation button 24 7 9 7 59 1 7 Getting started with doculife Desktop User Manual doculife Desktop User interface overview Becoming familiar with the user interface The screenshot below uses the add in for Microsoft Outlook to illustrate the user interface for doculife Desktop and the way it is subdivided into various panes These panes are described in greater detail below The functions for doculife Desktop are found on the far right of the Microsoft Outlook ribbon s Home tab MES SAT ty E 7 Ay 8 in Beitr 1 i 2 Mose to IS To heage J A Firle Dg hng Th greet Pas a Sa meing q p k E i ry 1 z Ti al Emal Ti Te p E M Orationis ri GP hio Junks BEEBE Sepi Popy Prw SE iore leoh fkeOedee F Erene hew i uy Schors EHA All iaisia Emperi iiri Veen m hiirer dnruije heck Tekkan Sgr Help 3 Fate doculife Desktop features the following panes 1 Toolbar 2 My Workplace 3 File pane 4 Document pane 5 Status bar 6 Folder view User Manual doculife Desktop 7 Getting started with doculife Desktop 25
25. Enable this option if you want the program to play a sound notification when a background operation is completed Import Default setting for Delete original File Email option Used to set the default setting for this option when importing documents or e mails from the filesystem No Disables the option Documents e mails will be retained in the filesystem after being imported Yes Enables the option Documents e mails will be deleted from the filesystem after being imported Special e mail behaviour E mails sent from the DMS will automatically be deleted from the Sent Items folder in Outlook after being sent Use template setting Uses the template s setting The configuration for doculife Desktop will determine what the template s setting will be the default setting in the template will be No for documents and for e mails Automatically add new file to A file can be automatically added to the workplace and or library when created This option is used to define which option will be offered when a file is created off The function will be disabled and will not be offered My Workplace amp My Library It will be possible to add the file to the workplace and the library My Workplace It will be possible to add the file to the workplace My Library It will be possible to add the file to the library Use configured setting Uses the template s setting 29 11 5 29 11 6
26. Excel format En A C D E 1 File Title Name Quality ID Size Status 2 Project Project Documentation June 2014 pdt 16 200 F 83 KB 8 200 5 13 KB Under Examination 13 KB 3 Inbox Project Kick Off Planning 4 Project Requirements docx g 5 1 Right click on a line in the search results 2 Thenclick on Send to Send Hitlist to 3 Select CSV To save the search results as a CSV file HTML Tosave the search results as an HTML file Excel To save the search results as an XLS file List Printer To print out the search results 102 15 15 1 15 1 1 15 Optimizing searches User Manual doculife Desktop Optimizing searches Working with personal search templates What is a personal search template Is there a search query that you use particularly often If so you can easily create a new per sonal search template with your own custom search criteria and add it to the search choice Figure Personal search template in choice list ts Dafa Ges and Mads 7 Alle Files All Documents Data Files and E Mails A All E Mails Files with reminders Documents with reminders Archrved Files Archived Documents Data Files and E Mails Propect Documents Open selected search Organize searches 15 1 2 Creating personal search templates If you want you can create a personal search template with custom search criteria and add it to the searches available for selection Open the search choice lis
27. How do you importa computer file 0 0 00000 70 11 15 2 Importing computer files individual indexing 2 2 2 22 2 71 11 16 12 12 1 12 2 12 3 12 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 13 13 1 13 2 13 3 13 4 13 5 13 6 13 7 13 8 13 9 14 14 1 14 2 14 3 14 4 14 5 14 6 14 7 14 8 15 15 1 User Manual doculife Desktop Inhaltsverzeichnis V 11 15 3 Importing computer files group indexing _ 2 22 2 eee eee eee eee 73 Forwarding documents agile workflow 2 222 o cece cee eee eee eee eee eee 14 11 16 1 Whatis forwarding 0 02 eee cece ee cece eee eee 14 11 16 2 Forwarding documents _ 22 cece ee cee cee cee cece cee eececceeeceees 14 11 16 3 Tracking forwarded documents 22 22 c eee eee ee cece e cece ee eeeee 76 Working with libraries folder view _ 2 2 22 22 o eee eee eee cece e eee 78 What are libraries nce cal ie ee eet aclu sse keer ee ees ei oaaao aoaaa 78 Showing hiding libraries cnc ndcsececuotddeeceuseccccucccadeicdesscvsdetadavesastiideseds 19 Adding files and registers to a library 0 0 00002 80 Adding and categorizing libraries 00 c cee cece cece ee ecceeceeeeee 80 Creating and categorizing folders __ _ 1 2 22 le lee ee cece eee cece eee eee eeeeees 81 SOMMOMMMMD TAN CS octane ot acces anes is E EE 82 Removing a library folder 0
28. Library Use the library to select the document 3 Toolbar Search for the document ily Al Documents Data Alles and E Mails My Favorites E My Library B ie b E Project W WOrKpIace Dy 4 a oO Team Library 4 Tasks My Recent A Presentations Recycle Bin E Team Meetings ke My recently scanned documents Presentations My Documents I Team Meetings ih g Modified on this computer a D Testlibrary Inbox A Testfolder Other Vitosol 200 F D F Vitosol 200 F Mame 7 Status Product Information User Manuel 20131002 0031 000001 Veron 1 0 Lest modted 15 12 2013 16 55by Systen Sener er yatenda mva z File type Al supported Formats docx doc tt atf xml 3 Click on the document you want and select View Only if you only want to read the document Checkout and Edit if you want to edit the document 88 13 Using the Office add in User Manual doculife Desktop Shortcut If you open the document by double clicking on it it will automatically be checked out and you will be able to edit it 13 2 Checking in a document When you use the function below with a checked out document the document will be checked in as a new version and closed afterwards 1 Inthe doculife Desktop ribbon click on the Check In icon T Check In The dialog box for entering a version comment will appear 2 Enter a version comment or leave it blank 3 Click on OK 13 3 Checking out a document
29. Modified on this computer 4 Team Library My Documents H Presentation My recently scanned documents Tasks T Project Ri Project Organization Searchresults for project 7 Project TE Quality Name ID ag ag AW Project Meeting July 2014 Imponeance Nome Sensitwiy None Subwect AVY Meeting July 2014 Cetegones 0x0000000 MAIL ALTERN 16 Project Documentation June 2014 docx Emet Docu menistionlune 2014 Project Do cumentatontune2014 doc 16 Project Documentation June 2014 pdf Prpjest Docu mentationJune 20 i JEDE Documentstio nJune 2014 pdf 200 F gt Lisa Maier 4 search results Duration 2 13 sec doculife Desktop as an Office add in for Word Excel PowerPoint or Visio The Office integration functionality provides all DMS functionalities with its own ribbon EE EAI INSER CH PAGE Layo RETR NCES PAL ICS HWE VW desktop ilent b amp i t E Hap Accom Lice bleier Proqest Documentation bune Pil dreg F l ee j P g Abet lke ise Plaier iim Ipen SH heck Check Tance Publish Suto im Checkout a POF Situ sw gredin rill Vasant lube a2seuiil Dirien cred oneal User Manual doculife Desktop 7 Getting started with doculife Desktop 21 7 2 Accessibility doculife Desktop has been developed with accessibility in mind and can also be used by peo ple with visual or motor impairments In order to do so the corresponding accessibility opti ons need to be enabled This will make the following functionalities
30. Office document provided Office integration is enabled De Mail integration am a De Mail User De Mail makes it possible to send and receive messages and documents through the Inter net in a confidential secure and verifiable manner If you use the De Mail service make sure to enable this option User Manual doculife Desktop 29 Configuring settings 163 29 3 Profiles 29 3 1 Overview The following sections go over the various options Common Manage your accounts Synchronization Lisa Maier Solution Management Accounts Searches Add Change Organize Favorites Nome Account System Configuration lisa Maier Current mwi Network Manage Cached Data Inbox Advanced 29 3 2 Adding an account In addition to your initial user account you can also activate additional user accounts You will either need the corresponding activation file iadc file or the complete login information for the user account username and password When you first activate the account you will be asked to set a new password Please note This function is relevant for instance to administrators who use a normal user account for their company s normal business operations and limit themselves to using the administrator account for administrative purposes only 1 Click on Add 2 Follow one of the steps below Enter your login information account username and password and click on Login 164
31. Recycle Bin Documents deleted by accident can be viewed in the recycle bin and can be easily restored to their original storage location Please note The recycle bin is not emptied automatically Because of this make sure to check your recy cle bin and empty it from time to time If you delete a complete file and or register only the documents in it will be moved to the recy cle bin The file structure will be permanently deleted as will be any links to documents The recycle bin will show both the original storage location Origin and the time when the item was deleted Figure Recycle bin contents m Recycle Bin H Resource planning xlsx 1 Project Timetable M Project Documentation June 4014 docx Project Timetable H Billing Information Project Timetable 21 2 Restoring a document from the recycle bin Deleted documents in the recycle bin can be restored to their original storage location 1 Double click on the recycle bin to open it 2 Right click on the document you want and then click on Restore m t Recycle Bin aa Name Origin 2 Reso urce planning sds r l vE Project Documentation EA Billing Information send To Delete Properties Alt Enter The document will be removed from the recycle bin and moved to its original storage 130 21 3 21 4 21 Your personal recycle bin User Manual doculife Desktop location Of course the original storage location must still exist
32. Views affect how the contents in the document pane are shown and define the columns that should be shown as well as their order Please note The views that are available will depend on the solution being used You can select a view for each file The selected view will be saved with the file Moreover you can select different views for each file and for each sublevel in a file Since the views depend on the solution being used the way they work will be explained using the following default views as a basis Presetting view Compact view E mail view Task view Journal view Default view The view that is used the most in the solution will be set as the default view You can customize the columns that should be shown for each individual view The following sections go over the various views 22 2 Selecting a view 1 Select one of the following options Right click on a file in the file pane Right click on an empty area inside the document pane Click on the Show view or filters icon 2 Click onthe View command and select the view you want The view configured for the corresponding display will be selected by default The view selected will be for the level currently being shown 22 3 Customizing a view You can customize views and add remove additional details to from them as well as change the order of these details 1 Use one of the following methods Right click on a fi
33. Viosol 200F File verified Replace linked Documents with copies These reported issues have to be fixed before selected items can be archi Delete Document Links options to fix the issue Delete Placeholder Once you have fixed all conflicts click on Next 3 Inthe Completeness of the Dossier dialog box confirm that the item you want to archive is complete and then click on Next 4 Inthe Removal of Unnecessary Documents dialog box confirm that you have checked the item to make sure that any documents that you do not want to archive have been removed Click on Next 5 Inthe Confirmation dialog box confirm that all the required steps for proper archiving have been followed 6 Click on Archive now to start archiving the item The program will log your username and the date when the item was archived Once the archiving process is complete the Archiving Items dialog box will show the results from the archiving verification as well as the results for the archiving process itself Title Status Eror reason Last Modified Last Modifier Path Vitosol 200 F File verified 25 08 2013 15 18 Lisa Maier Vitosol 21 F 4 Vitosol 200 F Successtully archived 1 01 2015 17 40 System Service Vitosol 2H F L is gt All items archived successfully save Archive Report 7 Click on Save Archive Report if you want to save the results from the archiving veri fication and for the actual archiving process in a CSV file for you
34. Working with files and registers User Manual doculife Desktop 10 Working with files and registers 10 1 Creating files A file is the topmost level in a repository structure Please note The file types available will depend on your user permissions and on the solution being used 1 Click on the New File 4 icon or right click on an empty area in the file pane and then click on the New option Select the file type you want e g file or personnel file The New dialog box will appear 2 Enter a name for the file This is a mandatory field The name you enter must be unique The remaining properties are all optional Fie Access Standard Reminder Year 14 wv ft Add to My Workplace and Library Important The following characters are not permitted in the name lt gt Important The properties will depend on the file type If the corresponding setting is configured a file can be automatically added to the work place and or library when created In the example above the Add to My Workplace and Library option will add the file both to My Workplace and My Library folder view Important You can manage this option as required for your specific needs by User Manual doculife Desktop 10 Working with files and registers 43 configuring the corresponding setting please refer to the Settings configuring settings Advanced Import section Depending on the solution being u
35. ___ 2 eee eee ee cee ee ce eee cee ee cee eee e eee en annro 132 22 4 2 Email MIOW geen ne ceceuotesod ce wescekeees sous a a iee e 132 22 4 3 TAS VOW cs at res ts wee es See ee eas 133 22 4 4 Journal view 2 0 citer cee oeaeesaceeiuenesectieerecttooesudecse cusauuieesesdeeeouce 133 22 4 5 Default view _ 222 llc ccc cece ee ee eee eee eee 133 23 23 1 23 2 23 3 23 4 23 5 23 6 23 7 23 8 23 9 24 24 1 24 2 24 3 24 4 24 5 24 6 25 25 1 25 2 25 3 25 4 25 5 25 6 25 7 25 8 25 9 26 26 1 26 2 26 3 27 27 1 27 2 27 3 28 28 1 28 2 29 29 1 29 2 User Manual doculife Desktop Inhaltsverzeichnis Vil All versions of a document at a glance 2 02 2 e eee eee 135 What Are VETSIO Sis ote oe ao See cote eceenesee ates cues aeescealoseceeens 135 Viewing VErSIONS aa 2 ieee eee cece cece ec ee eee eee e cece eee eeeeeeeeeeeeeees 135 Restoring VEISIONS ne de caimeccotiente ences neecle ms laeeeesnenaece steels cedeweedeeesteaseees 136 Saving versions in the filesystem 0 0 0 02 l eee ee cee eee eee 136 Sending VETSIONS cc cacetince deosadbccetdbasacebietenscssuduneeeducdoedesscasesaeeeweeene 137 Printing VEISIONS o 20 2 scence ceeeueddac aes ee eekedieuensseetediedendusacdeesseseueeeeucsses 137 Deleting versions 2 eee cee cee ce ee ce eee cece eee e nese ee eeeee 137 Printing or saving the version overvieW 22 222 c eee eee ec eee cee cece cece eens 137 V
36. a member of the group in question e Standard Error Inbox This is the inbox for scanned documents that cannot be deli vered Just as with the previous case you need to be a member of the group in order to be able to edit the corresponding contents Click on Search to view the selection of available inboxes and then double click on the inbox you want to add it The inbox will be added to your workplace Add an existing an Group or User Inbox to your workplace Groups Lisers Name Information BR Standard Users John Doe User Manual doculife Desktop 29 Configuring settings 179 Please note The Standard inbox group inbox is no longer relevant It only continues to exist in order to ensure compatibility with earlier program versions Please note The overview will also list user inboxes However you will not be able to access any other users user inbox 29 10 3 Remove Click on this button to remove inboxes that have been added previously Tip To remove a group inbox from your workplace right click on it and select the Remove from My Workplace option 180 29 Configuring settings User Manual doculife Desktop 29 10 4 E mail settings 29 10 4 1 E mail Activate Inbox to receive emails Your Name Email Address john doe Activate Inbox for extemal forwarding List of Forward senders Remove Activate Inbox to receive emails Enabling this option will enable your person
37. active reminders will be shown i e reminders for today or earlier To view future reminders as well you will need to use the search for reminders The task list will show all the information regarding the reminder date and reason 120 18 Reminders as the key to being perfectly organized User Manual doculife Desktop E Conditions pdf 13 danuary 201 16 01 2015 15 12 Reminderdste 19 01 2015 Reminderfor Torben Sulga Reason New Relesse ve Resource availability docx 15 May 2015 TET 2075 15 12 Reriunderdsta Remunderfor Resson 18 5 Searching for reminders The Files with reminders and Documents with reminders searches can be used to sys tematically search for reminders P Select the search you want in the toolbar enter the date values that you want and click on Search Modify Show type All Dossiers Max Results Default Reminder M is less or equal to Reminder M is greater or equal to Reminder for M is like Following fields are used for quick search Mame Ml File number M 18 6 Deleting a reminder Using the function below will delete the reminder for the document file in the DMS as well as the corresponding appointment in the Outlook calendar if any P Right click on the document file and click on Reminder Delete Reminder Date 19 19 1 19 2 19 3 User Manual doculife Desktop 19 Using links 121 Using links General information A link short for hyperlink
38. and the file register must not have been deleted in order for this to be possible Important If the document s original storage location does not exist anymore you can simply drag and drop the document to its new storage location Permanently deleting a document in the recycle bin When you delete a document it will be moved to the recycle bin so that it can be restored later on if necessary If you want the document to be permanently deleted so that the space it occupies in the DMS will be freed up you will need to delete the document from the recycle bin 1 Double click on the recycle bin to open it 2 Follow one of the steps below Click on the document you want to delete and press the DELETE key Confirm the deletion prompt Right click on the document and then click on Delete Confirm the deletion prompt Tip To delete all the documents in the recycle bin press CTRL A Select All and then press the DELETE key Emptying the recycle bin You can empty the recycle bin and delete all its contents When you do this all the docu ments in the recycle bin will be permanently deleted and it will no longer be possible to restore them P Right click on the recycle bin under My Workplace click on Empty Recycle Bin and then click on Yes in the prompt asking whether you are sure you want to delete the docu ments User Manual doculife Desktop 22 Views for files 131 22 Views for files 22 1 What is a view
39. at which point you can select the printer you want to use Tip Click onthe Print icon in the toolbar 11 8 Opening a document in its original file After a document search the documents found will be shown in the document pane and the files in the file pane By using this function you can specifically open the file or register in which a document is stored P Right click on the document in the document pane and then click on Open in Parent File 11 9 Link into workmap By using this function you can store a link to a document in a workmap in your workplace or in anew file This way you can conveniently place documents in a working file without the documents being stored multiple times in the DMS 1 Right click on the document and then click on Link into workmap 11 10 User Manual doculife Desktop 11 Working with documents 63 Link into workmap Project Organization Vitosol 200 F File 2 Youwill have the following options Select the file you want All the files that you have added to your workplace will be available Important Added files will be shown in the choice list on top and will be identified by means of an arrow icon To create a new file select the file type you want and enter the file s properties Full text recognition on dragged and dropped files In order to be able to use this function the scanning integration feature must be enabled please refer to the Scanning
40. audio editor that you can use to record your audio note will appear Audio Note E Moern 190120152 mm imm mm ba ma User Manual doculife Desktop 24 Attachments supplementing documents 141 Click on Start recording and record your audio note To pause or finish recording click on Pause recording To listen to your recording click on Play a PF O N Click on OK to save your audio note 24 3 Opening an attachment You can view and open the attachments for a document 1 Right click on the document and then click on the Attachments option The Properties dialog box will appear with an overview of the corresponding attach ments General Security Versions Attachments Follow Up E2 Attachments are other documents which are related to this item Attachments Added at Addedby forVersion Note from 17 06 2014 12 25 1 12 25 John Doe WA Note from 17 06 2014 12 25 John Doe Add Text Note Add Attachment from File Add Audio Note 2 Double click on an attachment to open it 24 4 Deleting an attachment 1 Right click on the document and then click on the Attachments option The Properties dialog box will appear with an overview of the corresponding attach ments 2 Right click on the attachment you want to delete and then click on the Delete option or press the DELETE key 24 5 Saving an attachment in the filesystem You can save
41. available All controls and texts will be accessible with the Tab key I t will be possible to use a screen reader to acoustically reproduce all controls and texts with speech output The Windows settings for visually impaired users will be applied e g front size con trast To enable the accessibility options for visually impaired users follow the steps below Open the Settings and under Common select the For users with vision impair ments option Common F Adjust general settings Synchronization Lisa Maier Profiles Language and integration features Solution Management Searches Language English English ae Organize Favorites Nate Changing the language only appear after the restart oft System Configuration Network Manage Cached Data Inbox Advanced Default view in document panel Use online help as a primary resource Contigure Microsoft Office Integration 7 3 The Outlook add in 7 3 1 Opening and closing the add in for Microsoft Outlook The add in for Outlook needs to be opened every time you run Microsoft Outlook P To open the add in for Microsoft Outlook go to the Home ribbon and click on the docu life Desktop icon or press CTRL F3 doculife Desktop P To close the add in for Microsoft Outlook click on the doculife Desktop icon and then click on Close or press CTRL F3 22 7 Getting started with doculife Desktop User Manual doculife Desktop Pa Settings ee About
42. being used Cross references are configurable actions available in the context menu for files and docu ments Basically speaking cross references establish relationships between files and documents Cross references are established by using specific property values Such as the supplier ID in the example below that are inherited when a cross reference is created as well as by using file types Cross references can be used to create new files and documents and connect them to the starting item with the inheritance of property values for example Cross references can be used to easily and quickly show connected files and documents Please note The types of cross references that will be available are defined by the doculife Solution Desi gner in the system configuration Example Say you need a file for all of a supplier s invoices and another one for every single one of a supplier s products This setup could be mapped as follows in a traditional hierarchical storage structure Example Hierarchical storage structure with file and registers Viessmann Supplier Cross references provide an alternative to hierarchical storage structures From the sup pliers main file you could use across reference to create a file of type product for each product and a file of type invoice for each invoice year All files would be located at the same storage level in the DMS and would be related to each oth
43. documents section This function is an extension of the conventional scanning function and enables users for instance to import PDFs and run full text recognition on them normally full text recognition would only be run when using conventional physical scanning Please note Whether or not this function is available will depend on the configuration for your tenant If you have any questions please ask your administrator If you import a document into the DMS by dragging and dropping it and the document s file for mat is PDF JPG or TIF the system will check whether the document contains text infor mation and if there is none will ask if you want to run full text recognition on it 1 Select the document hold down the left mouse button and drag amp drop the docu ment onto the document pane If the document does not contain any text information as is often the case with scanned PDF files the system will ask whether you want to run full text recognition on the docu ment Otherwise the dialog box used to enter the document s properties will appear immediately 64 11 Working with documents User Manual doculife Desktop some documents do not contain text information Do you wantto send them to the OCR process This process may take a several minutes All documents will be assign to their destination folders after processing Meanwhile you can continue your work Name Size Project Documentation jpg
44. ete 157 29 1 2 Language and integration features 0 0200222 eee 157 29 1 3 Default view in document panel 2 22 e eee eee ee cee eee ceeeee 158 29 1 4 Default search _ 0 0 2 lec ccc cee cee cece cece cece oorno 159 29 1 5 PRONG CRS occ ctie eee ee cee eseata r cep aceiscunceawseuaseenee 159 29 1 6 Dialog behaviour _ 00 2 eee eee eee eee 159 29 1 7 Applicaton dala oon cence deses sevens ve ondseeessheceradacecuaseseseeedensauceee 160 SVMCMVONIZANON of ccc ne toe ee 2d oo ee eee cee Seen eueede eee ask becue ese 161 vill Inhaltsverzeichnis User Manual doculife Desktop 29 2 1 OV IVI te oe eis ye ee eee E eee See eeeeae ee coe eee 161 29 2 2 Synchronization settings _ 0 0 lee eee ee eee 161 29 2 3 Outlook integration 0 022 eee eee eee 162 29 2 4 OmGe IMC OTanlOW osc oeaeeeteuose sokeenus son EA r EEA 162 29 2 5 De Mail integration 20 2 ee ee eee cece cece eee eeeeee 162 PO ee et gt es ees 163 29 3 1 OVErViCW _ 1 2 2 eee cee ee ee cece cee cee eee cece cece eee eeeeeeeeeeeeeeeees 163 29 3 2 Adding an account 222 eee eee cee cece cee ec ee ec ee ecerecerecenees 163 29 3 3 Changing account settings _ 22 le ieee ee cece cee eee eeeeee 164 29 3 4 Deleting an account _ 2 eee eee ee eee 165 294 Solution MANAGCIMCIW o2 2 2 52s2deuewsdeceeseesesddaeeduce tedden ateeenewseuseebadeeeeee 166 29 4 1 WEENIE eee aes teens saeeenececeses eee a a a 16
45. feature ensures that you will have all DMS functionalities available in Word Excel and PowerPoint doculife Desktop as an add in for Microsoft Outlook doculife Desktop is seamlessly integrated into Microsoft Outlook and will be shown on the right side of the screen doculife Desktop s functions will be added to the Home ribbon Figure doculife Desktop as an Outlook add in EP r Porringang ChrHnnt H Fl x MESSE a i i Ta Waren nF Es ee Tigro Pas j Fe Misting nates eae re ta a Sai 7 1 Temra Pou a Toe at ee Mote B junk Dame Feny eph Femy A More a Benker Se Delete F Trasie blew Mons T hekarie T lalata Respond eer ee kiz a9 Wockra H D harctuchs W Hahi AO Ay ue 0 Preededen i My eeiiy onei Core Ei Breet bonis snes Foods Be i West SMH i Tea E Heka Too Wina ME DH pre F Prei orai Tsearche doculife Desktop in its own separate window doculife Desktop can be run in its own separate window and can also be used without Micro soft Outlook Important However please note that Microsoft Outlook must be running in order for you to be able to use the e mail functions 20 7 Getting started with doculife Desktop User Manual doculife Desktop Figure doculife Desktop in its own separate window File Settings Help wr Favorites t a7 ES fo ly project D a E My Library Name 1D 4 My library My Workplace 8 A Organization h ia iA Projects En
46. found The following figure uses search results in the document pane in order to illustrate the various relevant elements Figure Search result elements Project Documentation June 2014 pdf BU AW Project Meeting July 2014 1 Item icon document format e mail or register 2 Additional information on the item e g amp icon for checked out 3 The item s properties e g name and date modified You can configure which columns should be shown as well as the order in which they will be shown please refer to the Showing additional columns section If you run a full text search the search results will also show in the text summaries the pla ces where the search term was found and highlight them in yellow 1 Important The yellow highlighting may be disabled depending on how the solution being used is configured In addition the relative hit quality of each document will be shown 2 This hit quality pro vides an indication of the exactitude of the search result of how closely the search result matches the search query 100 14 Searches reliably finding documents and files User Manual doculife Desktop Figure Search results for fulltext search with highlighted terms EJ AW Project Meeting July 2014 Mone Subject A Wi Projeet Me etngJuy2o14 ai iai iA M Project Kick OF Planning docx 16 Project kick Of Pienningd osx Project ck LAT Planningdoc 14 8 2 Sorting search results You can
47. from the Windows filesystem Delete Use this function to delete personal search templates Default searches can not be deleted Home search tab The selected searches will be offered as searches with pre configured search parameters in T the choice list forthe Home icon When the search is run the search used as a basis will be triggered with the preconfigured search parameters and the corresponding search results will then be shown in the file and or document pane In other words no search criteria are required to run these searches 168 29 Configuring settings User Manual doculife Desktop Tea Home search p Searchbox Search Folders Autocomplet molete tems mununnnnnnnnnnnnnn nnnnnnnnnnnnnAnnnnnn nnnnna Sections Search template Description E All Documents Data Files and E Mails All Documents Data Files and E Mails Al E Mails All E Mails Alle Files Alle Files Archived Documents Data Files and E Mails Archived Documents Data Files and E Mails Searchbox tab The selected searches will be offered in the search box Search template Description Files and Workmaps Files and Workmaps My recently scanned documents My recently scanned documents Alle Files Alle Files All Documents Data Files and E Mails All Documents Data Files and E Mails All E Mails All E Mails Files with reminders Files with reminders Search Folders tab Search folders which can be used to group multiple sear
48. has been stored as version 1 0 Would you like to check the document out for further work will appear 4 Select Yes if you want to keep the document checked out No if you want to check in the document and close it 13 6 Publishing a document as a PDF You can publish Save a copy of a document directly as aPDF inthe DMS 1 Inthe doculife Desktop ribbon click on the Publish as PDF icon lt a E e a S a Publish as PDF The Publish dialog box will appear 2 Select the storage location for the document and confirm by clicking on Save 3 Enter the properties for the PDF and click on OK 13 7 13 8 13 9 13 Using the Office add in User Manual doculife Desktop Refreshing the connection status The program will automatically check and refresh the connection status at specific time inter vals If you need to however you can also check and refresh it manually P Click on the Status icon once The status will be refreshed Account Lisa Mater User Lisa Maier lr Status Signed In Account Any one of the following statuses may be shown Signed in You are logged in Offline You have not yet logged in or the status has not been refreshed yet Locked The account is locked On SECPlus SEC mezzanine only Viewing vendor information You can view the vendor s address and the add in s version number as follows P Inthe doculife Desktop ribbon click on the About icon Let
49. is a reference that makes it possible to jump directly to an item in the DMS On the Internet links are used to link websites to each other and to navigate bet ween pages for example You can create a link for any item in the DMS and send it by e mail or save it in the Windows filesystem In addition items can be linked to each other For example you can store a link to a file in a different file making it possible to quickly jump to the information for the first file Linking items Documents files and registers can be linked to each other in a cross file manner For exam ple you can store a link to a file in a different file making it possible to quickly jump to the information for the first file 1 Right click on the item you want and then click on Copy or use the CTRL C shortcut 2 Right click on the target item and then click on Paste Shortcut A link will be shown in one of the following ways based on the relevant scenario Cross file links will be identified separately Documents Document icon with an arrow on the bottom left corner ae Files or registers icon Links within the same file The link will not be identified separately as the linked object is located within the same file structure Sending a link by e mail You can send a link to an item in the DMS by e mail file register document e mail This link will be enclosed with the e mail in the form of an attachment When the recipient clicks
50. on the attachment the link the item from the DMS will be shown or opened based on how the corresponding settings are configured Please note Please note that the recipient must have the required access permissions for the item in order to be able to open the corresponding link Right click on the item you want and then click on Send to Email Recipient as Link As New Email The link will be added to the e mail as an attachment ilnk 122 19 4 19 5 19 Using links User Manual doculife Desktop FE An Lisa Maier E senden Betrett Angefuat Shortcut Click on the ES Send as Email icon in the toolbar and then click on Email Recipient as Link As New Email Tip To add the link to an e mail that you have already written select the e mail from the choice list All newly created e mails will be available for selection as will be all the ones for which you clicked on Reply As New Email as Resource Planning To Stern Christina J Resource Availability To Stern Sebastian File as link This function saves a link to an item file register document e mail in the Windows folder structure as an ilnk file outside the DMS Double clicking on the ilnk file will open the item in doculife Desktop 1 Right click on the item you want and click onSend to File as link 2 Select the location for the link and click on OK Opening a link Please note Please no
51. one person at the same time In other words only the person who has checked out the document will be able to edit it Checked out documents are identified with the El icon arrow on green background Figure Checked out document x me source planning xlsx For other users a checked out document will be identified with the E icon arrow on red back ground If you move your cursor over the document a tool tip showing which user checked out the document will appear Please note A document s properties will also show who has checked out the document Checked out documents can be viewed in a variety of ways depending on the specific solu tion being used For example you can view documents that you have checked out and that are in progress in My Workplace under Modified on this computer and checked out docu ments that are not in progress under Tasks Once you check out a document you will be able to edit it and will then have to check it back into the DMS as anew version The modified documents will not be available as a new version to other users in the DMS until you complete these steps The program features a version history functionality that is used to log all changes to a docu ment in a detailed manner and that makes it possible to track who changed a specific docu ment and when In other words the following steps need to be carried out in order to edit a document 1 Check out the document from the DMS 2 Edit the docum
52. processes for exam ple Background processes include but are not limited to deleting documents files copying file structures and importing e mails and documents User Manual doculife Desktop 7 Getting started with doculife Desktop 29 4 Background process Clicking on this icon will open a dialog box with more details on the background Processes Options Operations Erom Stoned Ended of TWIZRDM SASL LUBE 1a jsa Me J Athanasii itiaaod 12 96 38 Liss Maier Ti IPT 1209 38 THAIS 179 65 Laa Mauer Desde 3 ibms Profle Laa Maver Gahe Competed Sme 1112014 22 e571 Ended TRIBE 4ATS4Eh Dunoon GEU 7 5 7 6 Folder view You can use the folder view to create a virtual tree structure a view that will enable you to clearly lay out files and registers in order to make it easier to manage them please refer to the Working with libraries section Moreover you can quickly add files and registers to the folder view by dragging and dropping them 4 Team Library Presentations E Team Meetings 30 7 Getting started with doculife Desktop User Manual doculife Desktop 7 6 Getting started with your work 7 6 1 Creating files A file is the topmost level in a repository structure Please note The file types available will depend on your user permissions and on the solution being used 1 Click on the New File Le icon or right click on an empty area in the file pane and then click on the
53. rouse dhebeseaoencsesadexsegeulscscesen 122 Opening a nK are eh ete eit EE 122 Scanning documents 2 222 222 cece cece eee eee eee eee e ee ee ees 124 ONGIVICW hee ease e ee ceeeen eset eee ee ra eas oe ee ee eee ete ae eeseuee 124 Activating the scanning function 0 0 002 eee ee eee 124 Setting a default scan input folder 2 eee cece eee ee ceeeeee 125 Scanning documents __ 22 2 cece cece cee eee eee cece eee eee e ee eeeeeeeeeeeee 126 Distributing moving documents from the inbox 2 2 22 22 22222222 22 eee 127 Your personal recycle bin 000 0200 2 occ cece cece cece eens 129 How does the recycle bin work _ 0 222 o eee ee ee eee eee ee 129 Restoring a document from the recycle bin 00 0202 eee eee eee eee 129 Permanently deleting a document in the recycle bin 2 22 eee eee ee eee 130 Emptying the recycle bin ___ _ 22 2 2 ie ieee eee ce eee eee e eee aooaa nonna 130 Views for files _ 2 22 22 2 ole aa aaao a000 aoao a00 aaoo eee eee ceeceeeeeceeeeeee 131 WhatiS a view oaaao ie ieee cee cece ec cc ee eee eee eee eee e eee eeeeeeeeeeeeree 131 Selecing a VIEW 26 coeccrantoecuedadcsasseussuuecs ncleacundtenndeeceunooiacease cee ine 131 Customizing a VIOW _ 222 eee cc ccc cc eee cece eee cence ee ceeeceeecees 131 Which view is used for what 02 22 cee ee cee cee cee ec ee cee cence ee eeeceeees 132 22 4 1 Compact view
54. setting None The reminder will be a one time only reminder All Select the interval Days Weeks Months or Years You can also select one of the following additional sub intervals Only Wor kingdays Mo Fr Not on Sundays Mo Sa or All days Mo So The first occurrence for the reminder will be shown Click on Apply for every additional occurrence Repeation O None Al 1 Years Mv ee s Mee automatic occurence 19 01 4016 User Manual doculife Desktop 18 Reminders as the key to being perfectly organized 119 6 If you want the reminder to be added to the Outlook calendar as an appointment enable the Create appointment in Outlook option Important This option will only be shown if the Synchronize reminders and terms with Outlook option is enabled in Settings Synchronization 7 Confirm all your settings by clicking on OK 18 3 Editing a reminder You can edit all the settings for a reminder even after the reminder has already been created 1 Right click on the document file and click on Properties 2 Inthe properties change the reminder s date or click on Settings to view all settings General Security Versions Attachments Follow Up Type Document Advanced Reason New Rel 18 4 Viewing active reminders You can view active reminders if you want Open the Tasks folder in your workplace The task folder will show all personal reminders Important Only
55. show the date sender From and recipient To as well as the title of the forwarding action In addition it will show the forwarding steps through which the document has already gone each line is a forwarding step General Security versions Attachments Follow Up Follow up on processed task steps ies Follow Up Date Fram 14 01 2015 17 39 Lisa Maler Date 14 01 2015 17 39 Status gt In Process Tite Forwarded on 14 01 2015 5 38 Details Description User Manual doculife Desktop 11 Working with documents T7 2 To see the description that the sender entered for the forwarding action click on the for warding action in the list The description will be shown inside the Details field below the list Tip You can remove an edited document from the inbox by cuttingand pasting it to a file or regis ter in order to store it in the latter 78 12 Working with libraries folder view User Manual doculife Desktop 12 Working with libraries folder view 12 1 What are libraries You can use libraries to organize and virtually structure your repository much like with the libraries used in Microsoft Windows 7 You can use these libraries to group storage locations and show them in a tree structure In other words you can map hierarchical structures just like the ones commonly used in Windows Explorer When using libraries all files registers and documents will be left in their original storag
56. sort search results in ascending or descending order Youcan use one of the following methods Click on the column header for the column that you want to use as a basis for sor ting The arrow icon next to the column header will show whether entries are being sor ted in ascending or descending order Click on the Customize document view Sort by icon option and then select the type of sorting you want Show filters Show filters always Reset all filters Folder type Libraries Ctri Alt B E 3 Name ID Last Modified Please note The columns sorting will be saved and automatically used the next time you start doculife Desktop 14 8 3 Showing additional columns You can define which columns properties will be shown in the search results as well as the order in which they will appear 1 Right click on a column in the search results 2 Click on View Customize 3 Enable disable the columns you want and if necessary change their order by using the Move Up Move Down buttons User Manual doculife Desktop 14 Searches reliably finding documents and files 101 Select the columns you want to display in this view Details i Quality ID Status Size Last modified 14 8 4 Exporting search results You can export and save search results in a variety of formats in order to analyze them with Excel for example All visible properties columns will be exported Figure Search results in
57. unchanged Restore previous Version The Version Comment field will show the comment that was entered when checking in the corresponding document version To open and view a version simply double click on it Viewing versions You can show and open all the old versions of a document However old versions cannot be modified retroactively 136 23 All versions of a document at a glance User Manual doculife Desktop P Right click on the document and then click on Show versions All versions of the document will be shown in ascending order If you have checked out the document the checked out version will be identified with an arrow on a grey instead of green background General Security Versions Attachments E Previous versions come from cheg Document versions a Version Created 16 06 2014 13 57 17 06 2014 07518 17 06 2014 10 42 17 06 2014 12 26 Open the old version you want by double clicking on it Tip To view all the versions of a document view the corresponding file in the journal view 23 3 Restoring versions In case of emergency you can access an old version of a document and restore any old ver sion you want 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions 2 Select the old version you want and click on Restore previous version or right click and then click on Revert t
58. whitelist an entire domain e g companyx com will not work Forwarding Enabling forwarding is a good idea in the following cases When all users within a company need to be able to communicate with each other using their doculife e mail addresses When you want to be able to forward e mails to your own doculife e mail address This is helpful when you do not want to disclose your doculife e mail address officially out side the organization In this case you can simply forward e mails as attachments in msg format either individually or using sets of rules The e mail will then reach your inbox and be handled as though it were the original i e the e mail s original sender will be shown in the inbox In both cases you will need to store your normal company e mail address as a forwarding address Every forwarding address will be internally added to the whitelist and the server will allow it to send you messages In other words this will make these forwarding addresses valid sender addresses 182 29 10 4 2 29 Configuring settings User Manual doculife Desktop Security The doculife inbox can only receive e mails from senders who have been added to the list of explicitly allowed senders The purpose of this is to prevent spam from being delivered to the doculife inbox The sender addresses will be automatically whitelisted on the server This may take some time To add an e mail address click on Add
59. will be those that are relevant to your company and that have been set up Enable the Replace linked Documents with copies automatically option This will replace links with copies of the corresponding documents so that you can archive the documents Vitosol 00 F Last Modified 79 08 2013 15 18 Last Modifier Lisa Maier 9 Choose how this item should be archived Archiving for 10 minutes Files and documents are archrved for 10 minutes Replace linked Documents with copies automatically As soon as you select a retention period the program will check whether the item can be archived If there are no conflicts preventing the item from being archived three additional dialog boxes will be shown in succession If an error occurs the Results pane will show the corresponding conflicts In the example below the file contains a document that is checked out User Manual doculife Desktop 30 Archiving files and documents optional 189 Title status Error reason 01 12 2014 o Vitosol 200F Fle verified 29 08 2013 15 18 To fix the conflict right click on it Then click on the appropriate option in the context menu Cancel checked out Documents for example Important The options shown in the context menu will depend on the type of conflict To generate a list of all the conflicts in CSV format click on Save List Cee ere nee ee estes cee Status Eror reason Last Modified Last Modifier Path
60. you have already written select the e mail from the choice list All newly created e mails will be available for selection as will be all the ones for which you clicked on Reply As New Email au Resource Planning To Stern Christina J Resource Availability To Stern Sebastian 10 10 2 Asa weblink You can send a weblink to an item by e mail When the e mail s recipient double clicks on the weblink doculife WebClient will first be ope ned in their web browser Before the recipient can view the item however they will have to log in to doculife WebClient Please note Please note that the recipient must have the required access permissions for the item in order to be able to open the corresponding weblink P Right click on the item you want and then click on Send to Email Recipient as Weblink As New Email The weblink will be inserted in a new e mail Senden 4e55 49ec e043 031111accf25 amp action noopen Tip To add the weblink to an e mail that you have already written select the e mail from the choice list All newly created e mails will be available for selection as will be all the ones for which you clicked on Reply As New Email Et Resource Planning To Stern Christina J Resource Availability To Stern Sebastian 50 10 Working with files and registers User Manual doculife Desktop 10 11 Copying a file structure 10 11 1 What happens when you copy a file stru
61. 0 cece cece ec eee cece cece eee eeeeeee 82 Removing a file register 22 c ccc ccc cece cence ee cceecceeceeeces 82 Hiding registers _ _ 2 222 eee cece cc cc ec cece cece eee e eee e cece eceeeceeeceeeees 83 Creating files registers and documents 2 222 e eee eee eee eee 83 Updating a library _ 00 lec ec ec ec ee ec ee eee eee eee eee eeee 84 Using a library it ateam 222 4522 4ccaiecceniaeacesecdcdceticcocssteccetecausadesecsiesanc 84 12 121 Sharingalbrary eee aiia 84 12 12 2 Exporting importing a library 00 022 86 Using the Office add in __ 22 2 2 22 2 cece cece eee cee eee cess 87 Opening a document from the DMS 22 ee eee ee 87 Checking in a document 222 eee eee eee cee cee cece cee eee eeeeeee 88 Checking outa GOCUMOENE i n2 53 ernest okereedockiotcieaduseeideneveced oss ieandcdedsoeussenes 88 Cancelling a checkout __ 22 22 eee cece cc ccc eee cee cece aonana 88 Adding a documentto the DMS 02 le eee ee eee 89 Publishing a documentasaPDF 2020 89 Refreshing the connection status _ 02 lle ec ec ee ccee ecee ec eee eeeceeeceeees 90 Viewing vendor information __ _ 2 22 2 2 eee eee eee eee cece eee ce cece eee eeeeeeeees 90 Opening the online help function 00 000 e eee 90 Searches reliably finding documents and files _ 22 2 91 MOGUC ION estes oooh ease Se sgn cise ota ee 8 acac
62. 1 Working with documents 71 If you import multiple files at once you can choose to either define the properties for each one individually individual indexing or for all the files in general group indexing Import using individual indexing Properties need to be defined for each file individually The filenames are used automatically Import using group indexing The properties are defined once for all files The filenames are used automatically This is the method that will be used if you import multiple files from Windows File Explorer by dragging and dropping them Please note The maximum number of documents that can be imported is 100 The maximum total file size that can be imported is 100 MB 11 15 2 Importing computer files individual indexing Use individual indexing if you want to import multiple computer files from the Windows file system and define the properties for each one individually 1 Right click inside the document pane and then click on Import Documents from File 2 Select the computer files you want to import to select multiple files click on them while holding down the CTRL key 3 Click on Open The dialog box used to define properties will appear The filename will be used as the title for the document by default 72 11 Working with documents User Manual doculife Desktop Type Document Documents car be ipogeo and stored in es ve Requirements docx Mite yer ID
63. 393 KB OCR Profile Scanning of Documents single pages as PDF Change Yes 2 Youcan use one of the following methods Click on Yes to run the full text recognition function The system will show a mes sage saying that full text recognition is running in the background and that the docu ment will be available in the DMS once the recognition process is complete Click on Noto skip full text recognition The dialog box for defining the document s properties will appear Click on Cancel to cancel the import process 11 11 Properties 11 11 1 What is a property Every document has a number of properties that are used to uniquely identify the document inthe DMS These properties make it possible to find a document in the DMS A document s general properties are defined when the document is created and can be modi fied later on Properties set by the system such as the author the date of creation and the date when the document was last modified cannot be edited Each document s specific properties will depend on the document s type In addition to general properties the dialog box for a document s properties features tabs that can be used to manage the following Access permissions Security Versions Attachments Tracking Follow Up User Manual doculife Desktop 11 Working with documents 65 Figure Properties and additional settings Type Document Advanced Decnmenrnts can De lag
64. 6 10 Working with files and registers User Manual doculife Desktop 1 Right click on the file and then click on Add File Note Use the editor to write the note You will be able to use the usual text formatting func tions when typing your note Text Note Note from 14 01 2015 11 05 Xan 9 B 7 UE A Once the order is received and completed you will receive email notification of the date of shipping and the total amount IC Jones 2 Click on OK The dialog box used to enter properties will appear 3 Enter any additional properties you want Then click on OK 10 8 Adding to my workplace You can take the files you use on a regular basis and add them to your workplace in the form of links shortcuts This way you can have important files and documents on hand without having to search for them P Right click on the file in the file pane and then click on Add to My Workplace An arrow icon on the lower left corner together with the use of blue as a font colour will indicate that the new item is a link ig Modified on this computer My Documents Recycle Bin Tasks Vitoclima 300 5 Vitosol 200 F Tip User Manual doculife Desktop 10 Working with files and registers 47 To delete the link simply right click on it and then click on Remove from My Workplace 10 9 Saving externally 10 9 1 Saving in the filesystem The function below saves a copy of a file or register to
65. 6 29 4 2 Solutions management 2 2 2 eee eee eee cece cece eee ceeee 166 295 Searches sack cevedceensdoctcceveuccdahetddsonsecanbaekesassenadenediexcsetbebeoueuusewacies 167 29 5 1 OY a Se ae ee net 167 29 5 2 Manage search maskS 22 0 ieee cee cee cece cece cece ceeeceeeceees 167 29 5 3 Order of searches ___ 2 2 2 i e eee cece cee cee cece eee eeeeeeees 169 29 5 4 VVING CANO Stossel aed ate oomese bas cee ceded ceeleeus 169 29 5 5 Oher setings oe sees ese cetera eee ee wee sesakoeueeseseccseeenes 170 290 F VOUN eeaeee Ere rE R 171 29 6 1 AVC A 171 29 6 2 REMOVING favourites occ nocd vec ouyceucencenssd topar eede uE eE E aeia 171 29 6 3 Clearing the My Recent list 0 00 0000 e ee 171 29 6 4 Users and actions 1 00 occ ec eee ee ccc ec eee cee eceeeceeeceees 171 29 7 System configuration cece tse cee ceeds bad au ent eden bies otlenceeceneevesgesuces 173 29 7 1 OVE VIEW eee eee dee eee ees doe E E sae E 173 29 7 2 Templates and user management 2 222 2 eee eee eee eee eee 174 29 7 3 Common update settings ole eee eee cee cece cece ceeecees 175 29 7 4 Display and manage add ins _ _ 2 2 eee ee eee eee eee eee eeee 175 29 8 Network _ 2222 eee eee eee ee cece ee eee eee cece cece eee eee ee eeeeeeeeeeees 175 29 8 1 OVW ae he ee i ee ee eee 175 29 8 2 Proxy Seins yetsede en se nose eae o essen oe sebessdeh ees EEEE EEEREN EREE 176 29 9 Manage cached da
66. 66a oe een ee ee nee ee ee Se eee eaeoe 19 POC SS SOW oa cease ors rs coi a cio a BS sa pe ee te sees Oe eee eee eeeees 21 THe UOC add in wee es es ee Sea ee Se eens ee eeaueseeeeee 21 7 3 1 Opening and closing the add in for Microsoft Outlook 0 00 22002 21 7 3 2 Showing and hiding the add in for Microsoft Outlook _ 2 22 2 222 22 7 3 3 Opening and closing in a separate window 2 22 22 22 Office integration 2 ec cccce ceeceeecee ec ee eee e eee e eee eeeeees 22 74 1 What does Office integration mean _ 2 eee eee eee eee eee 22 74 2 Setting up customizing the Office integration feature 2 2 23 User interface overview _ 2 2 2 ee ee ee ee eee eee eee 24 7 5 1 Becoming familiar with the user interface 0 20 22 2 22 222 24 10 2 Cl WOODED 226 aie ses cee eee cee ae cade ase T soa E S 25 7 5 3 2 My Workplace ___ 22 222 ee eee ce cece ccc cee cece cece ee eeeeeees 26 7 5 4 3 File pane 5 5 nto vee cman cnerererercecdosekcbunesesetanesddccskowemeitecese eines 2 1 55 4 DOCUMENT DANG s i 243 cscs ccs codadesuentenueieradeducmenduewusenhatentodancses 2 7 5 6 S Satus DaT ashe cases See i a E E Eer EESE 28 7 5 7 6 Folder VIEW oo occ detours eee neeendoeeh oyeeeudbeddnekndeswececsediieedeenedas 29 Getting started with your work 20 lee cece cece ee eee ec eee cece cence 30 76 1 CTS AU CS pica ee at Se O 30 7 6 2 Cre
67. Cursa 3 5 Application adapter inCursa4 Search engine ConceptualSearch Installation Path iy C Program Files 626 Swiss Post Solutions De C Program Files 6c86 Swiss Post Solutions Des C Program Files 26 Swiss Post Solutions Des C Program Files c86 Swiss Post Solutions Des C Program Files lt 26 Swiss Post Solutions Des C Program Files 26 Swiss Post Solutions Des m monak m lt Install Add In Templates and user management Info section The info section will show the following information The name of the profile with which you are currently logged in Published Update from The date and time of the latest published template update Last complete update The date and time of the most recent complete update Refresh All This function will update all templates and all choice lists with the program still running 29 7 3 29 7 4 29 8 29 8 1 User Manual doculife Desktop 29 Configuring settings 175 Please note It is recommended to have the program run updates automatically see Common Update Settings and to manually synchronize the templates and choice lists only when necessary Common update settings Update mode Every time doculife Desktop starts the program will check whether there are any new upda tes on the server than need to be transferred and installed The following options are available Automatic The program will automatically check
68. Desktop 12 Working with libraries folder view 79 Categorizing optional Depending on the solution being used it may be possible to use categories icons colours to highlight and visually organize libraries and library folders Library and folder with category icon a gt My Library a Bils UK A Dokumentation Creating files registers and documents The folder view can be used to create new objects in the DMS 12 2 Showing hiding libraries You can use libraries to organize your files and registers and manage them in a hierarchical structure Libraries can be displayed on the upper left or to the left of My Workplace 1 Click on the a Customize folder view icon in the toolbar 2 Goto Libraries and select the position you want TopLeft or Left or select Off to hide the libraries Show filters Show filters always Reset all filters Tip PressCTRL ALT B to quickly show and hide the libraries 80 12 3 12 4 12 Working with libraries folder view User Manual doculife Desktop Adding files and registers to a library You can add entire files and registers to a library adding standalone documents is not sup ported A library can be organized using libraries and library folders There are various options for adding a file register to the library New file When you create a new file enable the Add to My Workplace and Library option The file will
69. IEWING properties o ncc ocesacwecesecdeeb seddwedseetedeeualecesnelceusesesewoesndaceemsdese 138 Attachments supplementing documents 0 22 eee eee eee eee 139 Whatis an attachment c2sciccnes ace sauessomsseeus eee aaSuenecieuecuhs ebeescesaceenes 139 Adding attachments 2 oy 05454420526 cc dbesc ew beideestoeecstcudtasseslodddescuausecbesees 139 24 2 1 Adding a computer file as an attachment 2 02 00 000 2 20002 139 24 2 2 Adding a text note as an attachment 0 02002022 139 24 2 3 Adding an audio note as an attachment 2 202 140 Opening an attachment _ __ 22 222 cee ec ence eee ceeeceeecees 141 Deleting an attachment 0 00 oe ec cc cee cee cece cece ce eeeeeee 141 Saving an attachment in the filesystem 000 00 0 022 e eee eee eee eee 141 Printing or saving the attachment overview 2 2 eee eee cee cee cece eee eee 142 Customizing access permissions 2 22 0 cece cece cece cece ccecceceees 143 UO GUICT OUD ote cee eer ct oe oc EEE 143 How are access permissions managed __ _ 2 2 2 eee eee eee ee cee ccc cece eeeeeee 143 Access permissions OVervieW _ 2 2 ee cece eee c ce eee eee e cece eee eeeeeeceeces 145 Viewing access permiSSIONS _ 2 2 eee ce ce ce eee cc eee cc e ence eee e eee 145 Showing all users with access to an item 2 eee cece cece e cece cence 146 Showing group members o oaaao aoaaa ee eee e
70. If you need to you can check out a document that you opened previously for viewing Important Any changes that have been made to the document will be lost P Inthe doculife Desktop ribbon click on the Check Out icon E Check Out Click on Yes in the prompt that appears warning that the changes to the document will be lost 13 4 Cancelling a checkout If you need to you can cancel a checkout and close the corresponding document When you do this you will lose all the changes you have made Inthe doculife Desktop ribbon click on the Cancel Checkout icon Cancel Checkout Confirm the prompt that appears to warn you that the checkout will be cancelled and that all changes will be lost The document will be closed User Manual doculife Desktop 13 Using the Office add in 89 13 5 Adding a document to the DMS You can add a new Microsoft Office document to the DMS or save an existing document in the DMS as anew document much like how the Save as option works in Word 1 Inthe doculife Desktop ribbon click on the Add icon Ty Lsi Add If the document already exists in the DMS a prompt saying Document is already sto red on server Would you like to add it as new document will appear Click on Yes The Save dialog box will appear 2 Select the storage location for the document and confirm by clicking on Save Enter the properties for the document and click onOK A prompt saying Document
71. L Te ceed be tagel a ISNOTNULL There is a Value for To search for documents for which the Refe Field rence id property field is not blank ime W ESOT ceed bet ohne Hl Searching in selected files You can limit your search to selected files or folders under My Workplace 1 Select the files you want to search to select multiple files hold down the CTRL key Right click Enter the search term into the context menu s search box and confirm by pressing ENTER T Vitoclima 300 5 i Vitosol 2000F dice Add to My Workplace Send to Duplicate File folder structure and permissions S35 Copy Search options You can configure the settings to customize the search according to your specific needs The following settings are important in particular 108 15 Optimizing searches User Manual doculife Desktop Wildcards for searches Please refer to the Customizing settings Searches Wild cards section Limiting the number of search results Please refer to the Customizing settings Com mon Default search section Order of searches Please refer to the Customizing settings Searches Manage search masks section 16 16 1 16 2 User Manual doculife Desktop 16 Working with filters 109 Working with filters What is a filter Say you just ran a search and you got too may search results You can use a filter to further limit the results you are getting Fil
72. New option Select the file type you want e g file or personnel file The New dialog box will appear 2 Enter a name for the file This is a mandatory field The name you enter must be unique The remaining properties are all optional File Access Standard mmm pmj i GLa ore al Settings Year W14 wv t Add to My Workplace and Library Important The following characters are not permitted in the name lt gt Important The properties will depend on the file type If the corresponding setting is configured a file can be automatically added to the work place and or library when created In the example above the Add to My Workplace and Library option will add the file both to My Workplace and My Library folder view Important You can manage this option as required for your specific needs by User Manual doculife Desktop 7 Getting started with doculife Desktop 31 configuring the corresponding setting please refer to the Settings configuring settings Advanced Import section Depending on the solution being used this setting can be used to select the action you want e g adding the file to My Workplace only to My Library only or to both or to disable the option entirely Important My Library will only be shown if the folder view is turned on 3 If necessary change the Access setting for the file The following options will be availa b
73. Ol py Modified on this computer 3e My recently scanned documents Recycle Bin 4 Tasks Searchresults for Project 2 l Project Project Organization lt Project Timetable File type Word Document docx The current storage location will already be selected 4 Click on Save The dialog box for defining the document s properties will appear 5 Enter the document s name at least and then click on OK The document will be checked in as Version 1 0 If you want to keep editing the document keep it checked out by clicking on Yes If you want to close the document and check it in instead click on No Document Dokument1 has been stored as version 1 0 Would you like to check the document out for further work 11 1 3 New e mail You can write and send a new e mail directly in the DMS User Manual doculife Desktop 11 Working with documents 53 Please note If you are running doculife Desktop in its own separate window make sure that Outlook is also running 1 Open afile or register right click inside the document pane and then click on New E Mail The Microsoft Outlook message form will appear 2 Write your e mail and send it Once the e mail is sent a copy will be stored in the file register you selected Depending on the settings configured the sent e mail may then be deleted from the Sent Items folder in Outlook 11 2 Opening documents Documents are
74. Old versions cannot be sent as links or weblinks Links and weblinks will always point to the document s latest version 23 6 Printing versions The function below can be used to print out any version of a document 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions 2 Right click on the version you want and then click on Send to Printer The printer selection dialog box will appear at which point you can select the printer you want to use 23 7 Deleting versions You can delete versions that are no longer needed from the version history Please note that doing so will also delete all notes and follow up information if any for the corresponding docu ment version 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions 2 Right click on the version you want to delete and then click on the Delete option or press the DELETE key In the prompt that appears click on OK Click on Yes in the next prompt that appears 23 8 Printing or saving the version overview You can use the function below to print the version overview or save it in a variety of formats Excel for example 138 23 All versions of a document at a glance User Manual doculife Desktop 1 Right click on the document and then click on the Versions o
75. QUNGS 2 cecces dase aer R EEE ERE 42 iV Inhaltsverzeichnis User Manual doculife Desktop 10 2 10 3 10 4 10 5 10 6 10 7 10 8 10 9 10 10 10 11 11 11 1 11 2 11 3 11 4 11 5 11 6 11 7 11 8 11 9 11 10 11 11 11 12 11 13 11 14 11 15 Creating registers _ _ 0 2222 lee cece cece ce eee cence eee ee eceeeceeeeeees 43 Opening a file register L 0000000000000000 0000000000000000 c eee eee eens 44 Deleting a file register _ 0 lec ec ee cece cee eee eee e cece eeeeeee 44 Viewing editing properties 2 eee cece eee cece cece eceeceeceeeeeeceee 45 Moving registers _ 2 2 2 lee eee cece ec ee cee eee cece eee e eee ooann oono 45 Adding a file note scccwcccthtndntschadaaasoewadiounsewidadine beaobGuednaseeutesdedseekdasdea 45 Adding to my workplace 2 222i 0000000000000000 aoao oaoa ororo 46 Saving externally l a 0000000000000000 cc cee cc cece cece ccc e ccc eeceeecceecececeeecenes 47 10 9 1 Saving in the filesystem _ 2 22 lee cee cee cee cee ccc cece eeeeee 47 10 9 2 File aS link _ 22 lel ee ee cc cc cee eee eee ee eee eeeceeeeeees 47 10 9 3 Saving as a link to the clipboard 0 2 0022 e eee eee eee 48 Sending OY e Mail cso d chess eave cevedcuneaceanceesendesuusscoucdssteisenecetacasousseaeaeeds 48 10 10 141 Asalink er ren eee rs ee a222 48 10 10 2 Asaweblink 20 ll lle ee cece cc ec oaaao nonn 49 Copying a file structure _ 0
76. Recycle Bin wf Tasks 8 Inbox of Lisa Maier Searchresults for project june 1 C Project Project Decumentation June 4014 doce PEH Documentstio June zo i4 Project Docume nistiordume 2 M4 doa Poed jocume ntatio ine 20 14 dom o Project Documentation June 2014p 2H Froject Documentatio rimma 20 1 4 Project Documentstior June 2014 oof 200 F BA Billing Information Ox00000000 MAIL_MSG_EDITOR FORMATOx0000000 PEEM Documentatonldne 20 14 docx Billing Information 3 search results Duration 1 29 sec Searching for words in an exact order text phrases If you want to search for exact text phrases place quotation marks around the phrases 98 14 Searches reliably finding documents and files User Manual doculife Desktop Example Searching for fasten the mounting plate will return all documents in which these four words appear in exactly this order and combination File Settings Help dy Favorites t gt My Workplace 7 inbox Eg Modified on this computer G My Documents Sa My recently scanned documents Recycle Bin 4 Tasks JB Inbox of Lisa Maier Searchresults for proyect documentation 1 Project Project Decumentation June 2014 doce June 20 14 PiojectDoouimentstion une z roject Decumentation June 2014 paf 200 F PipjectDoementation June 20 14 PrpjestDieedmentsien June 2014 pi 200 F Billing Information Ox0D000000 MAIL _MGG_E p 3 search results Dur
77. Spezifikation Vitosol 200 F docx S75 KH OF O07 20 Liss Maier Technische Soezitk stor Witsoe 200 F docx 0 Techni 14KB O1 12 20 2h Under Examinati Technische Spezifikation Wiiesai 200 F Technische Daten Typ SV2A4 fir senkrechte lt lt _ gt gt Waermnedammungr 105g Technche Spe zifika ior hese 200 F 14 4 docusearch Please note gt 8 search results Duration 4 26 sec The way in which docusearch works will depend on the solution being used docusearch is an advanced full text search that in addition groups search results based on their property values document type author etc Moreover it allows for search results to be limited to specific item types files documents and or e mails Torun a docusearch start by selecting the full text search you want in the toolbar and then click on the icon at the beginning of the toolbar Figure Running a docusearch daie At feumendts D 94 14 Searches reliably finding documents and files User Manual doculife Desktop Figure Searching for project instructions with a docusearch Al Documents Data Fikes and E hiaes ra Searcn for preyect ann J Mew seanch Heodifed Diza i all Frohe i Mize jarl fichan Dacuments 0 Results 124 Seconds Emad e eS Eee ere Bee a E i ANS Project Meeting July 201s Modties ESANA 111 rdilkee to Document yga SuthorIohn Dee cine Ap id Mizpa i Snare Alnor Sermairdays hone Eobpirki Aah aa Meot
78. What are the components that make up a repository The repository structure in the DMS is flexible and can be customized as necessary This means that there are no generalized rules as every user has their own way of working and their own preferred structures The topmost level of a repository structure basically consists of files Each of these files can then be subdivided as much as necessary by using registers Documents computer files and e mails can be stored both in files and in registers The My Documents folder under My Workplace is intended for your personal documents computer files and e mails You will not be able to add any additional subdivisions to it Please note Repository structures are designed to make it easier for you to find your way in the DMS And thanks to the program s comprehensive powerful and intelligent search functions these structures can be kept simple How do I navigate through a repository Navigating through the repository basically works the same way as in Windows Explorer The navigation bar is located at the top of the document pane and will show your current loca tion Figure Navigation bar a Project Timetable M Resource availability docx A Resource planning xlsx Selecting a register within the file You can click on a link to go to a specific register you have already visited To select a register of your choice within the file click on the right arrow Fi
79. aier Profiles Synchronization settings Solution Management A a Searches Share pinned workplace items with other applications Organize Favorites All 15 E minutes min 15min system Configuration Notification activities allowed when application is inactive Network Manage Cached Data Inbox Synchronize reminders and terms with Outlook Advanced Jsefolowing calendar Change settings Use Desktop Client address book dialog O Use Outlook s builtin address book dialog Office Integration Start office programs with focussed Desktop Client toolbar DE Mail Integration C tam a DE Mail User Synchronization settings Share pinned workplace items with other applications If this option is enabled default settings the pinned files and folders under My Workplace will also be shown in doculife MobileClient or on another computer if you log in to them using your user information If the option is disabled the pinned files and folders will only be visible on the computer you are currently on under My Workplace All X minutes This setting applies to My Workplace and to the Libraries Used to specify the interval at which My Workplace and Libraries will be automatically checked for changes and updated The default setting is 60 minutes If this function is enabled you can configure for each individual library whether it should be synchronized or not This can be used to freeze the current version of a library
80. ails will be iden tified with the od red medal icon while encrypted e mails will be identified with the a blue padlock icon When adding these e mails to the DMS they can be stored either encrypted or decrypted Please keep in mind that if you store encrypted e mails in the DMS only users who have the proper key will be able to read them In contrast anyone will be able to read decrypted e mails provided they have the necessary access permissions Please note If the system is unable to decrypt an e mail because the required key is missing or the key provided is incorrect for example it will only be possible to store the e mail in encrypted for mat inthe DMS P Select the e mail s in Microsoft Outlook and drag them while holding down the left mouse button to the document pane or to a file register in the file pane or in the folder pane The following dialog box will appear Encrypted emails detected Do you want to store the emails in decrypted format if possible Encrypted There are two options available Click on Decrypted if you want the e mail to first be decrypted and then stored If you select this option the signature will be removed from the e mail as well Click on Encrypted if you want the e mail to be stored in its encrypted format 114 17 Working with e mails User Manual doculife Desktop 17 5 Storing an e mail and its attachments separately You can store e mails and atta
81. al doculife inbox to receive e mails User Information In the Email Address field enter the username that you want to use to receive e mails in your inbox The program will check whether the username you enter is valid Important The mail server and the domain are preset and cannot be changed Important The username must be unique and must not include any spaces umlauts or spe cial characters The full e mail address will be username doculife MailDomain e g jane doe re001013 companyx com User Manual doculife Desktop 29 Configuring settings 181 The e mail address will be automatically enabled on the server This may take a few minutes You can check the inbox overview to see whether the address has already been enabled As soon as the status says Verified the e mail address will be up and working Important In addition you will get an e mail in your inbox as soon as the e mail address is enabled Common Inbox Management Synchronization Lisa Maier Profiles Inboxes Solution Management Searches Ag settir Remove Organize Favorites i E Mail Address System Configuration Network Important All senders from whom you want to receive e mails must be added to the list of explicitly allowed senders in the Security tab These senders will be internally added to a whi telist and the server will allow them to send you messages Please note that only full addres ses are allowed and that attempting to
82. an attachment as a computer file or as a compressed ZIP file in the filesystem 1 Right click on the document and then click on the Attachments option The Properties dialog box will appear with an overview of the corresponding attach ments 142 24 Attachments supplementing documents User Manual doculife Desktop 2 Right click on the attachment you want and then click on Send to Folder or save it as a Zipped File 3 Select a storage location and a filename and click on OK 24 6 Printing or saving the attachment overview You can use this method to print the attachment overview or save it in a variety of formats Excel for example 1 Right click on the document and then click on the Attachments option The Properties dialog box will appear with an overview of the corresponding attach ments Right click on the attachment and then click on Send to Send Hitlist to Select CSV To save the list as a CSV file HTML To save the list as an HTML file Excel Tosave thelist as an XLS file List Printer To print out the list 25 25 1 25 2 User Manual doculife Desktop 25 Customizing access permissions 143 Customizing access permissions Introduction doculife features an easy to understand fine grained group based permissions concept for files registers and documents that is designed with real life applications in mind Access permissions for editing files registers and documen
83. ase refer to the Scanning documents Activating the scanning function sec tion Change password Click to change the password for the user who is logged in Enter the old password once and the new password twice The new password will only be accepted if it meets the security guidelines for strong pass words and the password in the New password and Repeat password fields match To look at the security guidelines click on How to create secure passwords Set ee eae ear for user Login bop Old password New password Bto 50 characters needed Repeat password _ Show password characters How to create secure passwords 29 3 4 Deleting an account You can delete an account provided it is not the account that is currently active Click on the Remove button to delete an existing account 166 29 4 29 4 1 29 4 2 29 Configuring settings User Manual doculife Desktop Solution management Overview The following sections go over the various options Common oo Manage active solutions Synchronization CLs Maier Profiles z Solution Management Sees E Searches Organize Favorites System Configuration Network Manage Cached Data Inbox Advanced Solutions management A solution is a pre configured setup of doculife that is based on the latter s standard software but is also optimized for specific applications and or industries and supports typical work flows There are specific solutions for th
84. ating registers 2 02 eee cee ce ccc ec ee ec eect eeeceeecerecenee 31 76 3 Adding documents and folders drag amp drop 2 2 22 eee eee eee eee 32 7 6 4 Searching Ior a ME 6 seeccetn cosa cee recast Suoria EE oaweraseedsecceuedles 34 7 6 5 Searching fora document 22 2 eee eee ee eee 35 Organizing repositories 02 2 o cece cece cee cee cece eee e cece eeeee 37 What are the components that make up a repository 20 22 2 22 eee eee 37 How do I navigate through a repository _ 0 2 eee ce cee cee eee e cece eeeeees 37 Quickly accessing files and documents 0 00 0 02 c cece ee eee ee eee eee 39 USMO TAVOUICS ee ae koe ede dees a REEERE 39 9 1 1 What is a favourite 2 000000000 cece eee cece cece eeeceeee 39 9 1 2 Adding TAvo rnteS ecco cates ste or Eerde beresna naseho 39 9 1 3 Opening favourites 0000 0000000000000000 000000000000 39 9 1 4 Removing favourites 0 eee eee ccc cee ccc ec eee ce cece ncceeccences 39 My Recent History of most recently used items 0 0 00 0 0 2222 40 9 2 1 What does My Recent show __ 0 0 2 222 e eee eee eee eee eee 40 9 2 2 Opening an item in My Recent 22 22 eeeeeeeeeeeeeeeeeeeeee 40 9 2 3 Clearing the My Recent list 00 2 ole eee cee ec eee cece cence eees 41 Working with files and registers 0 002 c cece cece eee cece cee ceeceecees 42 CICAUNO
85. ation 1 44 sec 14 7 2 3 Stop words Stop words are words that are ignored in full text searches because they appear very fre quently and are not important in terms of document content Searching for a stop word will not return any hits Please refer to the Additional information List of stop words section for a list of the default stop words Examples of stop words Definite articles the Indefinite articles a an Conjunctions and or 14 7 2 4 Cancelling a search Please note Whether or not this function is available will depend on the ways the settings for your solu tion are configured 14 8 14 8 1 User Manual doculife Desktop 14 Searches reliably finding documents and files 99 A search that is not precise enough will be ineffective as too many search results will be found and the search will accordingly take a very long time This applies especially to full text and mixed searches in which the full text of documents is searched through In this type of case you can cancel the search by clicking on the 2 magnifying glass icon in the search bar As long as the search is running there will be a red X on the bottom right of the icon indicating that you can cancel the search After cancelling a search make sure to run the next one using more appropriate search cri teria Search results Overview Search results show the files and or the documents computer files and e mails that have been
86. be automatically added to your default library Important The solution configuration being used and the settings you configure will determine whether this option will be available Drag amp drop Drag the file register to the library you want Sending to libraries Right click on the file register and then click on Send to Libraries The file register will be automatically added to the My Library library Tip To change the order of files registers within the library or move the files registers to a dif ferent library simply drag and drop them Tip As usual you can also store documents in a file register by dragging and dropping them onto the file register in the library view Tip In addition to files and registers you can also add special objects such as My Documents Inboxes and Search Folders to the library Adding and categorizing libraries You can use a library to organize your repository with a tree structure Depending on the solu tion you are using there may already be default libraries available On top of this you can create your own libraries If the corresponding settings are configured as required you will be able to assign categories colours icons to libraries depending on the solution being used 1 Right click on an empty area inside the folder pane and then click on New library 2 Enter the name for the library and press ENTER 3 If configured Now right click on the lib
87. braries are updated and checked for changes in the DMS when doculife Desktop is started as well as automatically at specific intervals This interval can be configured in a solution specific manner The library can also be refreshed manually making it possible to view chan ges immediately Update automatically For each individual library you can configure whether it should be updated automatically or not This can be used to freeze the current version of a library This can be a useful option when a library is created for a team and will not be subject to any more changes in which case you would disable automatic updates for the library Important The way this function works will also depend on the synchronization settings con figured under Settings To disable automatic updates right click on the library and then click on Update auto matically The checkmark will be removed and the function will be disabled eo New folder Mew b Rename F2 Set category b Remove Refresh Ctrl R Sort alphabetically Export Update automatically New library Import Manual updates To show a hidden register again you can click on Refresh P Right click on the library and then click on Refresh Using a library in a team 12 12 1 Sharing a library Please note You will need specific permissions in order to be able to use this function If you have any questions please ask your administrator User Manual d
88. ceeceeceeces 112 General information _ 2 eee eee cc ee cc ccc cece cece cece ecceecceecceccceecees 112 New email 33 2oee see can eee es se Se ee ee eee 112 Adding e mails from Outlook 22 2 2 eee eee eee 113 Adding encrypted and signed e mails 0 02 0 222 eee eee ee 113 Storing an e mail and its attachments separately 0 0 0 0002 e eee eee eee eee 114 Viewing related documents _ 222 eee cee cee cee ec ee ec eee cece cee eeeeeeeeeee 115 Reminders as the key to being perfectly organized _ _ 2 117 Whatis a reminder ___ 22 2 2 ieee cee cece ce eee cece eee e eee eeceeeeeeeeeeee 117 Creating a reminder _ 0 2 loc ec ec ec eee cee ec eee cece cece eeeeeeeees 117 Editing areminder 22205565 55ecceenescndessSodidcenssmesecs bauddwauedeleeieebeldcesebecss 119 Viewing active reminders _ 222 ee cece ec eee ee ccc ccc e ec eee eeecececereceneee 119 Searching for reminders _ _ 2 222 cece eee cee cee cece cee cece eee eeeeeceerees 120 Deleting a reminder 0 lee ee cee cee cee ec cee e cece eee eeeeee 120 Using US ene a es a ee 121 General informati n scccecc uted eaiedowsesbicccratenaouaucounsstddetecdenceseideicetdadeac 121 CRNO S ace cote So sete useceae ces eaceeeeeeeneeeeaauuee er aceeuus E 121 Sending a link by e mail 00 eee cee cc eee ec ee ccc ccc eecceccceeces 121 PIGS NIN 22 hoo chseecaceceseensdeces besa bees daabbne
89. ch like your desk at the office Only you have access to your workplace ear Modified on this computer 1 My Documents My recently scanned documents Recycle Bin Tasks Project Organization Depending on the solution and configuration you are using your workplace may contain a number of different objects such as Modified on this computer Shows all documents that are checked out and in pro gress Tasks The items shown in Tasks will depend on the solution configuration being used By default Tasks will show all files and documents with a reminder for you scheduled within the next seven days as well as all checked out documents My Documents A secure storage location in the DMS for your own documents You can use this folder to store your own personal documents if you do not want any other users to have access to them much like with the My Documents folder in Win dows Explorer My recently scanned documents Contains the documents that you scanned most recently Important The solution s specific configuration will determine how long scanned docu ments will be shown here Recycle Bin Contains the documents computer files and e mails you have deleted Important The recycle bin is a function that can be configured individually for each ten ant Inbox Contains documents that have been forwarded to you for editing This inbox also serves as the inbox for your doculife e mail addre
90. ches are provided through the solu tion being used The solution s configuration also determines which searches will be in which folders The Tasks and My recently scanned documents folder in My Workplace are examples of search folders This register shows which searches will be run when you click on the corresponding search folder You can also use it to enable and disable searches and or search folders it Home search Searchbox Search Folders Autocomplete tems Search Description Tasks Files with Reminders Documents with Reminders Documents with Reminders pE MyCheckedOutDocuments MyCheckedOut Documents iw My recently scanned documents My recently scanned documents My recently scanned documents Autocomplete Items tab The Autocomplete Items function stores all the search terms that you have entered into the search box and will suggest them automatically the next time you are entering information into the box autocomplete This means that frequently used search terms only need to be entered once and can simply be autocompleted afterwards 29 5 3 29 5 4 User Manual doculife Desktop 29 Configuring settings 169 The Clear autocomplete items function will delete all the contents in this list ici Home search Searchbox Search Folders Autocomplete tems cases IDP 2 cases IDF 2 19 Test cases IDP 2 194 xml IDES Cleanup Workplace Clear autocomplete
91. chments separately One advantage of doing this is that you will then be able to search for the attachments themselves in the DMS as they will be main tained as independent documents there Please note In the case of encrypted e mails you will only be able to do this if you clicked on the Decryptbutton when transferring the e mails from Outlook An e mail and its attachments will be identified as a group by blue bars as soon as you click on an element in the group The association between the e mail and the attachments will be retained even if you store them in separate locations please refer to the Show related docu ments section AW Project Meeting February 2015 Preisliste_ 06 2012 pdf Vitocal 34343 jpg 1 1 Hold down the CTRL key and drag and drop the e mail onto the document pane or onto a file in the file pane The e mail and the attachments will be listed separately in the dialog box that appears By default the e mail and the attachments will be selected and stored together Define how the email s should be archived Decide which parts of the email to index as a blob separately or prevent from AW Propect Meeting February 2015 a AVY Project Meeting February 2015 VQ Resource planning xisx 6 92 KB C Resource planning sis 6 924 If you want to store the attachment separately as well leave the check marks at 1 and also enable the check box for the attachment at 2 User Manual doculi
92. cture You can use this function to quickly and easily duplicate an existing file structure This is an excellent way to save time and effort especially if the file structure in question is very com plex The file s entire structure will be copied and a new file with the same registers and properties will be generated The following elements are duplicated when copying a file structure All of the file s properties and access permissions All of the registers properties and access permissions 10 11 2 Copying a file structure You can create a new file that uses the structure and the access permissions of an existing file by duplicating the latter 1 Right click on the file with the structure you want to copy 2 Click onthe Duplicate var DossierNameUpper folder structure and per missions option The file s properties will be shown A suffix with the word copy and the date and time will be appended to the name General Security Attachments Type Fle Access User defined Advanced Pa ee a PC T e e EEN are EEEN OF a Beppe nel re TS Gee Oi Ones ang Larner al Vitosol 200 F copy 14_01_2015 11_30_53 File number Keywords 3 Add or edit file properties as necessary 4 Click on OK The new file will be created and will then be shown in the file pane under Other User Manual doculife Desktop 11 Working with documents 51 11 Working with documents 11 1 Creating a new
93. d Trhevited RightOrestechdd Riga gt 3 Search for the user and or group you want and add them by double clicking or clicking on OK The user will be automatically assigned read write access permissions To change these permissions click on them and select the right ones from the choice list 148 25 Customizing access permissions User Manual doculife Desktop Gener ral Security Versions Attachmen Con nts Follow Up Change permissions to this item Allow or deny other users to access this Name Access Rights Hans M ller Owner Administrator Inherited RightCreat Hans M ller RightCreatechild Righ Priviliged Users Haico Restricted Users rae eee eeit tices Read Write Delete Read Write Read Add User Or Group Advanced Security Settings 4 Click on OK and confirm that you changed the access permissions Please note Additional security settings can be configured in WebClient click on Advanced Security Settings WebClient will start 25 8 Denying access permissions You can explicitly deny access permissions Example Say you grant user group B read write access to a file However employee M whois a member of the group should not have any access to the file so you explicitly withdraw their access permissions 1 Right click on the item you want and then click on Properties Access Rights 2 Click on Add User or Group 3 Search for the user and or group you want and a
94. dd them by double clicking or clicking on OK The user will be automatically assigned read write access permissions To change these permissions click on them and select Deny from the choice list User Manual doculife Desktop 25 Customizing access permissions 149 General Security Versions Attachments Follow Up p Change permissions to this item Allow or deny other users to access this Allow Hans M ller Allow Inherited Priviliged Users Allow Inherited Restricted Users Allow Inherited Standard Users Full Access Read Write Delete Read Write Read Add User Or Group Advanced Security Settings Take Ownership 4 Click on OK and confirm that you changed the access permissions 25 9 Revoking access permissions You can revoke access permissions for an object provided you have the required per missions to do so Important The user group will no longer have any access to the item afterwards 1 Right click on the item you want and then click on Properties 2 Click on the Security tab Right click on the entry you want to delete and then click on Delete User or Group Important Inherited access permissions cannot be revoked 150 26 26 1 26 Cross references to files and documents User Manual doculife Desktop Cross references to files and documents What is a cross reference Please note The cross references available will depend on the solution
95. dified D Fulltext capabilities Show Summaries All search results AC 1 Save 2 Saveas 3 Delete search template 4 Search for Used to select a search as a basis 15 1 6 User Manual doculife Desktop 15 Optimizing searches 105 5 Max Results Used to limit the number of search results The default value is 50 Selecting Presetting will apply the value from the settings please refer to the Limi ting the number of search results section 6 Used to select the sorting criterion and order ascending or descending for the search results 7 Show Summaries for full text searches Used to specify the number of search results for which asummary will be shown 8 For full text searches Search term Clicking on the arrow icon at the end of the line will show the Intelligent search field extensions field which can be used to define a native Oracle search 9 Fulltext capabilities Used to enable disable full text searching Using multiple search criteria You can combine multiple search criteria and connect them with a logical OR or AND To create a new search line click on the W Plus symbol icon The search lines will be automatically connected with a logical AND You can click on the operator to switch between AND and OR Logical AND example Say you want to search for all documents that have Vitoclima in their name and that have content that John Doe has created s
96. document 11 1 1 What types of documents can you create directly in the DMS You can use doculife Desktop to create new Microsoft Office documents directly in the DMS Microsoft Word documents Microsoft Excel workbooks Microsoft PowerPoint presentations Microsoft Visio drawings Outlook e mail messages Once an e mail is sent with Outlook it will be automatically stored in the selected file register On top of this all file formats can be imported into the DMS 11 1 2 New Microsoft Office document You can create a new Microsoft Office document in the DMS Please note The Office integration feature must be enabled for the corresponding Microsoft Office pro gram please refer to the Setting up modifying the Office integration feature section 1 Open afile or register right click inside the document pane and then click on New 2 Select the document type you want e g Word document Important The only Microsoft Office document types that will be available will be those for which the Office integration feature is enabled A new document will be created and opened in the corresponding Microsoft Office pro gram 3 Create your document and once you are done click on the Add icon in the doculife Desktop ribbon t a Add The Save dialog box will appear 52 11 Working with documents User Manual doculife Desktop ye p gt 24 amp A 0 Project My Workplace 6 3 fh Inbox My Recent
97. documents Reading access permissions Reading versions and attachments In addition to the rights that come with read access Editing items Changing item properties Checking documents in and out Creating and deleting links Creating new items In addition to the rights that come with read write access Read write access Full access Deleting items Setting modifying access permissions Changing an item s owner Access permissions apply to the current item and will be inherited by all of the item s con tents and sublevels Example If you grant user A read write permissions for the Quotations file these permissions will automatically extend to all the documents and registers stored in the file Viewing access permissions You can check which users user groups have which access permissions for any item you want Right click on the item click on Properties and go to the Security tab The following screenshot shows the access permissions for a document Type Name Access Rights Details Allow Lisa Maier Owner Allow Inherited Administrator Custom Inherited RightCreatechild RightCreateInstance Rights Allow Lisa Maier Custom RightCreatechild RightCreateInstance RightDelete Right Allow Inherited Priviliged Users Custom Inherited RightCreateChild RightCreateInstance RightDe Allow Inherited Restricted Users Read Inherited Allow Inherited Standard Users Custom w Inherited RightCr
98. e locations In other words no documents are saved in a library Instead the library contains a virtual structure a view that can be used to easily manage files registers and their con tents Just like in Windows Explorer you can drag and drop documents to quickly move or sort them within the tree structure Whenever you delete or add files registers or documents from to the DMS the cor responding library will be updated automatically Contents of My Library with library folders and files vr Favorites i E3 E Vitosol a My Library Name A Organization My Workplace 6 4 Project Tasks 4 Team Libran ii Recycle Bin iW Presentations oa My recently scanned documents A Team Meetings My Documents Presentations Ely Modified on this computer Team Meetings ia Inbox Searchresults for Vitosol 1 Bl Vitosol 200 F Name a atu Version Checked out by Ea Marketing Following are some of the actions that can be carried out with libraries Creating a new library You can create new libraries for various purposes The sys tem might already provide one or more libraries My Library for example depending on the solution being used Sharing a library You can share libraries with your co workers and or with groups This is an efficient way to easily make information available to others However please note that sharing requires specific permissions User Manual doculife
99. e 102 15 13 Editing personal search templates 0 00 0 2 222 2c 103 15 1 4 Deleting personal search templates 02 02 22 eee eee eee 104 15 15 Search template options 2 ieee eee cee cee cece eee eeeeceeee 104 yi Inhaltsverzeichnis User Manual doculife Desktop 15 2 15 3 16 16 1 16 2 16 3 16 4 17 17 1 17 2 17 3 17 4 17 5 17 6 18 18 1 18 2 18 3 18 4 18 5 18 6 19 19 1 19 2 19 3 19 4 19 5 20 20 1 20 2 20 3 20 4 20 5 21 21 1 21 2 21 3 21 4 22 22 1 22 2 22 3 22 4 15 1 6 Using multiple search criteria _ 22 222 lle eee eee eee eee 105 15 1 7 Sharing personal search templates 2 22 20 2 22222 ee 106 15 1 8 Relational operators examples _ 22 222 eee eee eee eee eee ee 106 Searching in selected files 2 oe le eee ec cece cece cece cece eecceecceecees 107 Search options 2 2 se ecccuodasdeccendoecaecgeadewncdseveneeeeletesetceesanedoeeaehieseeedeude 107 Working with filters 2 222 022 2 o ccc nce cece eee aonana 109 Whatis a nier 3c dto eet ceed tk oe sere ee eee See ee ees aie See 109 Viewing filters 224 gacee cbc ae catnoeconsaeebesereen apie s arse des acca otdecseteeonee 109 POON VIG TING NS 22 eshte ee eg a ee eet eee eee 110 Resetting filters 2occccosccrocseruaedeascdcadedcheaddeseduebocddacsaseesenecdaeseeaesecens 111 Working with e mails 2 0 2 02 22 ccc cece cece cee cece eeccec
100. e frequently enable the Add to Favourites option to add them to the choice list next to User Specify the document s current status 2 Enter a title 3 for the forwarding action The date and time will be suggested as a title 5 Enter a description 4 in order to explain the task to the user 76 11 16 3 11 Working with documents User Manual doculife Desktop 6 If you will be using the exact same forwarding action frequently Same user same task you can save it as a template If you do this it will be available in the context menu under Forwarder in the future Simply click on the Store for future usage 5 option 7 Click on OK The document will be taken from its current storage location and moved to the user s user group s inbox Date Name From OS 14 01 2015 17 39 Project Kick OF Planning doce Jon Doe Tip If you want to save the forwarding action as a template see step 4 it is recommended to enter a unique and clear title for it so that you will be able to easily identify it later on Tracking forwarded documents Forwarded documents will be delivered to your inbox group inbox By checking the docu ment s Follow Up properties you can see which task has been assigned to you for the docu ment as well as the workflow through which the document has gone so far 1 Right click on the document in the inbox and then click on Forward Follow Up The overview that appears will
101. e legal real estate and human resources industries for example This overview can be used to view and manage all installed and active inactive solutions User Manual doculife Desktop 29 Configuring settings 167 29 5 Searches 29 5 1 Overview The following sections go over the various options Comino Aj Mew and organize saoth masks Synchro nizatan h Lsa higier Profiles Solution Managenient Searches Epl Organize Faworbes System Configuration Metak Menage Cached Deta Manage taacdh matke Fi Homessanch A Saach Search foen Ei Anane am vadire besii bangle Deg esplion LIE Al Documents Data Fee and E Ma Ot Dormante Data Hise ord E Mak Clie A E Mes Ad E Nads Inbox Advanced ya Flop ere Pie ganch aul widen dt the begining and the snd of search bed Docunent search auie widcerd AL Urs beginning and the end of saach bad Riist psach auto widoend he 7 Apply settings per awch bolen Lee linge _ Integer esearch held mjeran Audometcay sod te the end after search Lepap Wequenty uted aaah Presetting 29 5 2 Manage search masks General functions Export Use this function to export a selected search to the Windows filesystem in the form of an sem file exported search template You can use this function for instance to provide a personal search template to another user so that they can import it Import Use this function to import a search sem file
102. e you want to save the document and change the filename if T Tip necessary Click on Save A prompt will appear asking you whether you would like to open the file system folder Vitosol 200 F was stored on the computer Would you like to open the directory C Users top Desktop Vitosol 200 F zip Do not show again Ves Alo If you click on Yes the folder will be opened in Windows File Explorer If you click on No you will remain in doculife Desktop To do this even more quickly click on the document and drag it to Windows Explorer while holding the left mouse button down drag amp drop Saving as a link This function saves a link to a document ilnk in the Windows folder structure outside the DMS Double clicking on the ilnk file will show the document in doculife Desktop 1 Right click on the document and then click on Send to File as link 2 Select the directory where you want to save the document 3 Click on Save A prompt will appear asking you whether you would like to open the filesystem folder User Manual doculife Desktop 11 Working with documents 67 Vitosol 200 F was stored on the computer Would you like to open the directory C Users top Desktop Vitosol 200 F zip Do not show again 4 If you click on Yes the folder will be opened in Windows File Explorer If you click on No you will remain in doculife Desktop 11 13 Sending by e mail 11 13
103. earches will be shown 29 6 29 6 1 29 6 2 29 6 3 29 6 4 User Manual doculife Desktop 29 Configuring settings 171 Favourites Overview The following sections go over the various options Common k Manage Favorites amp Recent lists Synchronization Lisa Marrer Profiles Solution Management EE O Searches Organize Favorites es Network Requirements docx Manage Cached Data Inbox Advanced Timetable Created 11 12 2014 17 13 52 Last Accessed 11 12 2014 17 13 52 Clear recent list Edit favorite users list Edit tavonte actions list Removing favourites To remove selected favourites from the list of favourites press the DELETE key or right click on the favourites and then click on Remove This will not delete the actual files or documents only the corresponding links within the list of favourites will be deleted Clearing the My Recent list Use this function to clear the list containing the history of the objects under favourites you have used most recently Users and actions Edit favourite users list Use this function to remove entries from your list of favourite users groups Clicking on the Remove button or pressing the DELETE key will delete an individual entry while clicking on the Remove all button will clear the entire list 172 29 Configuring settings User Manual doculife Desktop Select item to remove wa Hans Muster Edit favourite actions list Use this functio
104. eateChild RightCreateInstance RightLin 146 25 Customizing access permissions User Manual doculife Desktop This overview provides the following information Type Allow granted or inherited access permission or Deny access permission withdrawn Name Name of the user or user group Access Rights The type of access permissions Details Information showing when access permissions are inherited due to being part of a group for example as well as details if the permissions are custom per missions 25 5 Showing all users with access to an item Please note You will need specific permissions in order to be able to use this function If you have any questions please ask your administrator You can have the program show a list of all the users who have access to an item This list will include all users who have access as a result of being members of a group as well as all users to whom access has been explicitly granted 1 Right click on the item you want and then click on Properties Access Rights 2 Click on Show all members with access to this item Membersih through Ful Accar Dena aug Sa Poet Solubons Managers TU Read J Vinbe 7 Delete Diredi through Sans Post Solutions Members TS Ful Ages Diei raapi Save Peat Solutions Manager Member maked wih havs diferent eccess eghile Mowe modse over he memos name to see delek E Show Technica Deta 25 6 Showing group members By v
105. ect the level of document data displayed as additional information tooltip Basic E Additional data will be displayed when you point your mouse on an object Select the displaying speed of additional informations L The most common speed for this option 29 11 2 Choice lists Sort choice lists in alphabetical order Enable this option if you want the contents in a choice list to be sorted in ascending alpha betical order 184 29 11 3 29 11 4 29 Configuring settings User Manual doculife Desktop Reminders Disable checkin reminders Enable this option if you want to turn off check in reminders When you do this the program will no longer show reminders for checking in a document after it has been edited in Microsoft Office please refer to the Checking documents out and back in section Show checkin reminder as tooltip Enable this option if you want the reminder to be shown as a tooltip instead of as a dialog box Show tooltips for background operations Enable this option if you want the program to show additional information in the form of a tool tip in the information pane for functions that are running in the background Background ope rations include but are not limited to deleting documents files copying file structures importing e mails and documents and sending e mails and documents to a ZIP file Play sound notifications for background operations
106. ee eee cece cece eee cece eee eeeeeeeeeeeeeee 146 Granting access permissions 00 22 lee eee ee eee ee 147 Denying access permiSSiONS 0 222 ce eee eee eee eee eee 148 Revoking access permissions _ 222 eee eee cee ce ccc ec eee cence ee eceeeceeecenee 149 Cross references to files and documents 0 0 002 c eee eee eee ee eee 150 Whatis a cross reference _ 0 0 cece cee cece ec ec eee cence eee cenceeceeenes 150 Creating a file cross reference __ __ 2 oe lee cece ee eee cee cee eee eee ee ceeecees 151 Viewing cross referenced files documents _ 2 2 2 22 22 222202 eee eee eee 152 Document processing conflicts 00 0 00022 eee cece cee eee eee 153 How does a version conflict occur _ 0 22 eee eee 153 Viewing version conflicts 0 020 cc ee ccc cece cece eee eeeeeees 153 Fixing version conflicts 22 oe lee cee cee cc cece cece cece cee eceececcerceecceeces 153 Reporting errors 2 22 ieee ccc eee cece cece eceecceceeccecceeceeceecees 155 Whatis an error report _ 22 eee eee ccc eee eee cece cee eeceeecceeeeceees 155 Generating an error report __ 2 2 2 0000000000000000 a002 a222 aooo ononon 155 Configuring settings 2 0200000000000 000000000 cece eee eee cece ceeeeeeseeeees 157 General information _ 22 2 cece ee cee cee cece cee eee e eee e eee ee ceeeeeeeeees 157 29 1 1 OONO cree es es ee ee ee ee eee ee
107. eenl 185 30 Archiving files and documents optional 2 2 22 187 30 1 Whatis the purpose ofarchiving 222 eee eee eee cee cece eee 187 30 2 30 3 31 31 1 31 2 32 32 1 32 2 33 34 User Manual doculife Desktop Inhaltsverzeichnis iX Requirements for archiving _ 22 eee cee cee cee cee ccc eee eee e eee eeeeeeeeeee 187 PACING NEMS wreak sore bap atie Scene R E EEEE 188 Comparing documents optional 22 2 22 22 eee eee eee eee eee ee 190 General information 22 22 cece eee eee eee eee eee cece e cece eeeeeeeee 190 Running a document comparison 2222 eee eee eee eee eee eee 190 Additional information __ 2 2 2 2 cece eee eee eee eee cece eeeee 192 Listof Stop WOKS cages ta ett yee ee hee Sete skh eek deta ease ucssadeedeedeebauanseanenes 192 Full text indexing document formats 020 eee ec ee cee ec eee cece cece eeeceeee 193 Keyboard shortcuts _ 0 0 0 22 c eee cece cece ce ceececceceeceees 194 Ta oaaao aaa anaana anaana aaa aaa aaa aaa LLALL LL LLALLA ALAALA aaa LDL 195 User Manual doculife Desktop 1 Introduction 11 Introduction This documentation goes over the functions in doculife Desktop Version 5 6 when used together with the latest platform release Microsoft Office 2013 and Windows 8 For system requirements and installation information please refer to the G
108. efault view 133 Journal view _ 133 Selecting 131 Task View 2 133 Viewing related documents 115 W Workplace Adding 2 2 0 46 34 Index 197
109. ell as flatbed scanners The only requirement is that the devices used fea ture an industry standard interface ISIS or TWAIN Please note For a list of recommended scanners please refer to the doculife Compatible Scanners documentation Please note Follow the manufacturer s instructions when installing the scanner and the driver If you have any questions please ask your administrator Please note For a detailed description of how to connect and set up doculife ScanStation as well as of how it works please consult the ScanStation manual Activating the scanning function Before you are able to scan documents with the program the scanning function must be acti vated Please note Depending on the program s configuration the scanning function will be automatically acti vated when the user account is activated or it will have to be manually activated The manual activation steps are described below 1 Inthe Outlook add in status bar click on your username and then on Manage accounts Lisa Maier 2 Select your user account and click on Change If the scanning function is already activated the Scan Activation loaded option will be enabled If this is the case you are done and can close the dialog box Otherwise proceed to step 3 20 3 User Manual doculife Desktop 20 Scanning documents 125 Name Lisa Maier Account Credentials User name and password User name Password sto
110. ent 3 Check the document back into the DMS as a new version 11 3 2 11 3 3 11 3 3 1 User Manual doculife Desktop 11 Working with documents 55 How do you check documents out and back in The way in which a document needs to be checked out and back in will depend on the docu ment format in question and on the program settings that have been configured Certain document formats can be checked out from the DMS when the document is opened Microsoft Word documents for example Others need to be checked out manually PDF documents for example If the check in reminder option is enabled a check in reminder will remind you to check in the changes you have made when you close a document When you check in a document the checked in document will automatically be incorporated as anew version The DMS features a version control functionality that makes it easy to keep track of all of adocument s versions The following sections go over how to check documents out and back in Checking out a document Checking out a document when opening it Please note This function will only be available for certain document types Microsoft Word Excel and PowerPoint for example Double click on the document in the document pane The Open Checked In Document dialog box will appear ge The Document Dokument1 is not checked out yet ee Do you want to check it out and edit or do you want to open itin a Read Only mode V
111. er by means of the supplier ID which would be automatically inherited User Manual doculife Desktop 26 Cross references to files and documents 151 Example Creating invoice and product files by using cross references a ey as z s gt Hew invaire the x 7 Newimokete i P a 7 i Po ts Y Fi y a i i w aj Airt F Pew Inne He A FE Her product tile x i P a sa pili viran Wiha Fina Msama Fol With a single click you would be able to view all the files related to the main file without having to know what these files are called or where they are stored In other words this would make it extremely easy to show all the invoice and product files for a supplier Example Viewing all invoice and product files wr Find all invowcs Fine all _ se t Viie Dine Vilage Viademnann 26 2 Creating a file cross reference You can generate a new file or anew document from a file by using a cross reference Please note The types of cross references that can be created are defined by the doculife Solution Desi gner in the system configuration 1 Right click on the file for which you want to create a cross reference and then click on Cross References 2 Select the cross reference you want new product file for a supplier for instance 152 26 3 26 Cross references to files and documents fr Remove from My Workplace 4 New Attachment Add File Note it Attachments Send to
112. ers from the DMS they will be automatically removed from your library folder Right click on the file register and then click on Remove or press the DELETE key Hiding registers To keep a library s structure easy to follow you can hide individual registers within a file When you do so the registers will not be listed in the folder view and will only become visible when you open the file Example The hidden User Manual register is not listed in the library ey Favorites a Vitosol 200 F E Marketing Price List Product Information D Vitosol 200 F Marketing WS Price List o Product Information Right click on the register inside the library and then click on Hide Important To show all hidden registers again you can click on Refresh Creating files registers and documents The folder view can be used to create new objects in the DMS Creating a file You can create new files at the library or library folder level P Right click on the library or folder and then click on New File Enter the properties you want and click on OK to confirm Creating registers or documents You can create new registers or documents at the file level 84 12 11 12 12 12 Working with libraries folder view User Manual doculife Desktop P Right click on the file and then click on New Register or the document type you want Word document for example Updating a library Li
113. eset None setting or whether a search should be run after doculife Desktop starts or the user clicks on Home Reminders Checks for open tasks Used to specify whether a reminder for tasks documents in the Tasks folder should be shown when closing doculife Desktop Please note The list of tasks folders shown will depend on the specific solution being used None A reminder will not be shown Name of tasks folder A reminder will be shown if there are any tasks documents in the folder Dialog behaviour Accept button shortcut If you prefer working with your keyboard you can set a keyboard shortcut that will be the equi valent of clicking on the OK button in dialog boxes The following options are available Never When this option is selected no keyboard shortcut will be set for this purpose This is the default setting on Enter The ENTER key will be the equivalent of clicking on OK Ctrl Enter The CTRL ENTER shortcut will be the equivalent of clicking on OK 160 29 1 7 29 Configuring settings User Manual doculife Desktop Manage Saved Answers There are a variety of dialog boxes that can be used to enable options once so that they do not have to be configured again By clicking on this option you can see which setting was selected and reset it to its original value if necessary Example If you have set up multiple accounts doculife Desktop will ask you which account you want to use when
114. etting started with doculife documentation This documentation is intended for all doculife Desktop users Important The functions that are available will depend on the solution being used your user profile your access permissions and the way your tenant is configured If you have any questions please ask your administrator or your solution vendor All searches search results and choice lists can be modified so as to meet your own spe cific needs The screenshots in this manual are based on the default configuration for docu life and therefore may not be an exact match for your actual setup 12 2 Formatting and layout used throughout this documentation User Manual doculife Desktop 2 Formatting and layout used throughout this documentation This section goes over the most important formatting and layout choices used throughout the documentation The purpose of these choices is to enable you to get started quickly Buttons icons menu commands keys window titles messages and prompts These are all shown in bold e g OK In addition key names are written in uppercase letters e g ENTER Notes Notes contain additional information and are indicated as follows Please note This is a note Important Important is used to point out information that is important for the process or workflow in question Tip Shortcut Useful shortcuts additional options and special settings are indicated as follows Tip
115. fe Desktop 17 Working with e mails 115 Define how the email s should be archived Decide which parts of the email to index as a blob separately or prevent from AW Project Meeting February 2015 a AW Project Meeting February 2015 2E Resource planning xlsx 8 92 KB 15 Resource planning xisx 8 92 KB If you want to store the attachment separately remove the check mark at 1 and only enable the check box for the attachment at 2 Define how the email s should be archived Decide which parts of the email to index as a blob separately or prevent from AW Project Meeting February 201 5 B AW Project Meeting February loy 7 Fo T 2 Click on OK You will then have to define the properties for each attachment being stored separately 17 6 Viewing related documents Say you have stored an e mail and its attachment separately in the DMS and later on move the attachment to a different location In cases such as these how would you be able to find out which attachments originally belonged to which e mails and vice versa The Show related documents function is designed for precisely this purpose Since the DMS always retains the association between an e mail and its attachment s this easy to use function can be used at any time P Right click on the e mail or attachment and then click on Show related documents 116 17 Working with e mails User Manual doculife Desktop The system wi
116. ffice integration refers to a feature that can be used to make all DMS functionalities availa ble in every Microsoft Office application This means that you can work with Microsoft Word Excel PowerPoint or Visio as usual and open and edit documents from the DMS or check in new documents In Office 2013 the doculife Desktop ribbon is used to make doculife Desktop s functions available 7 4 2 User Manual doculife Desktop 7 Getting started with doculife Desktop 23 FILE oie ed iii Eat il Sa Pe 4 AYL y KEI EJ RH 1 LAI re Destba pt Lt 6 j f i o Hep Aeoounth Lew hiai Project Danone tition fue 20 lA ex Pil i i By CEEE F F kaut loer Lza Maier Ilari Jpn dd Pert Check Carce Pubksh J i i Cherkaut a4 POF Shabu Je SIH Ir al Wir any rin nr iml Hnrumpnu wbicoeral rie Setting up customizing the Office integration feature The Office integration feature is set up when doculife Desktop is installed However you can make changes to it at any time and specify the Office programs in which you want to use the doculife Desktop add in 1 Exit the Microsoft Office program for which you want to set up the Office integration fea ture 2 Click on Apps doculife Desktop Configure Microsoft Office Integration 3 Enable or disable the Microsoft Office program you want lv Microsoft Word ag W Microsoft Excel lv Microsoft PowerPoint E M Microsoft Visio Repair installation ia Apply 4 Click on
117. g them with copies of the corresponding documents Before starting make sure that the file meets the following requirements in accordance with the regulations industry specific guidelines and internal organizational instructions that apply to your company The file is complete Any documents that are not needed and are not subject to mandatory retention have been removed Please note Once a file is archived you will no longer be able to store documents in it Because of this make sure that all the contents are complete and comply with the regulations industry spe cific guidelines and internal organizational instructions that apply to your company before getting started with the archiving process 188 30 Archiving files and documents optional User Manual doculife Desktop Please note The selected retention period cannot be changed once a document or file is archived Accor dingly make sure to set the retention period required for the file s and the documents con tained therein as per the regulations industry specific guidelines and internal organizational instructions that apply to your company 30 3 Archiving items Please note Make sure that all the requirements for archiving are met please refer to the Requirements for archiving section 1 Right click on the item you want and click on Archive 2 Select the retention period you want Important The retention periods available for selection
118. ged and stored in mes 11 11 2 Viewing properties P Right click on the document you want and then click on Properties To view the properties of the corresponding file click on Advanced and then click on the Dossier Properties option General Security Versions Attachments Follow Up Type Document Advanced Docaneris can be lagged and stored a ies Dossier P rope rties Open Document Forward Archive The file s properties will be shown in a separate dialog box Shortcut You can also use the ALT ENTER keyboard shortcut to view a document s properties Tip You can open the document from the Properties dialog box by clicking on the document icon next to the document name 11 11 3 Editing properties 1 2 3 Right click on the item you want and click on the Properties context menu option Edit the item s properties as necessary Important You will only be able to select editable fields Click on OK 11 12 Saving externally 11 12 1 Saving in the filesystem The function below saves a copy of a document as a computer file or as a zipped file in the Windows folder structure outside the DMS 66 11 12 2 11 Working with documents User Manual doculife Desktop 1 Right click on the document and then click on Send to 2 Select File or Folder to save the document as a computer file Zipped File to save the document as a compressed ZIP file 5 Select the directory wher
119. ges will be lost Checkin later Checkin at a later time Your local changes will remain but will not be sent to the server E Version Comment 2 Select Check In if you want to check in the document as a new version If you want you can add a comment for the new version into the Version Com ment field before proceeding Once you click on Check In the document will be checked in and closed Cancel Checkout if you want to cancel the checkout Important Any changes you have made to the document will be lost Once you click on Cancel Checkout the document will be closed Checkin later if you do not want to check the document in yet You can check the document in later on by right clicking on it and then clicking on Check In 11 3 4 3 11 Working with documents User Manual doculife Desktop Checking in a document that was edited outside the DMS If you have edited a local copy of a document outside the DMS and want to overwrite the old version in the DMS you can follow the steps below to do so 1 Check out the document 2 Right click on the checked out document and then click on Update from File 3 Select the file you want in the filesystem and click on Open A prompt will appear telling you that the document has been updated 4 Click on OK Right click on the document again and then click on Check In The dialog box for entering a version comment will appear You can enter a comment o
120. gether with its contents registers and documents in the Windows folder structure outside the DMS 1 Right click on the file or register and then click on Send to 2 Select File or Folder to save the file register in the Windows folder structure Zip Archive to save the file register as a compressed ZIP file 3 Select a storage location and confirm 4 A prompt will appear asking you whether you would like to open the filesystem folder Vitosol 200 F was stored on the computer Would you like to open the directory C Users top Desktop Vitosol 200 F zip Do not show again If you click on Yes the folder will be opened in Windows File Explorer If you click on No you will remain in doculife Desktop 10 9 2 File as link This function saves a link to the file register in the Windows folder structure as an ilnk file outside the DMS Double clicking on the ilnk file will open the item in doculife Desktop 1 2 Right click on the file or register and then click on Send to File as link Select the location for the link and click on OK 48 10 Working with files and registers User Manual doculife Desktop 10 9 3 Saving as a link to the clipboard In order for doculife Desktop to remain manageable for users certain functions are only available in doculife WebClient logs and audits for example To open a register or document in doculife WebClient and work on it there you can co
121. gh a document s contents complemented by filter options Index based search Used to search through properties Mixed search Used to search through full text and properties Searches can be run from the toolbar Using the toolbar for searches Select the search in the search field choice list enter a search term and click on the P Search icon or press the ENTER key Figure Fulltext search using the toolbar r Favorites gl me h Project i Please note The type and scope of searches that will be available will depend on the solution being used The searches shown in this section are based on the program s default configuration and may not be an exact match for your actual setup Icons for searches In order to make sure that you can identify the searches quickly each one of them features its Own unique icon Icon for searches for files and workmaps Icon for searches for documents data files and e mails Icon E for searches for e mails Icon for searches for documents or files with reminders 92 14 3 14 Searches reliably finding documents and files User Manual doculife Desktop lcon amp for searches for archived documents and files Icon for personal search templates Please note Additional icons may be available depending on the specific solution being used Full text search The main purpose of full text searches is to make it possible to find a document based
122. gure Selecting a register i Project Timetable Timetable Leaving a register navigating upwards To leave a register click on the icon 38 8 Organizing repositories User Manual doculife Desktop Selecting a different file To switch to a different file in the file pane click on the right arrow next to the file icon Figure Selecting a file Project Timetable Inbox Modified on this computer My Documents Recycle Bin Tasks Project Project Organization CEFNFAES User Manual doculife Desktop 9 Quickly accessing files and documents 39 9 Quickly accessing files and documents 9 1 Using favourites 9 1 1 What is a favourite You can use favourites to save files registers and documents that you use frequently and then access them quickly by clicking on the Favourites icon When you move your cursor over a favourite a tool tip will appear and show where the favou rite is stored Figure List of favourites e Favorites My Recent Timetable Project Documentation June 2014 pdt Requirements docx Organize Favorites 9 1 2 Adding favourites You can create favourites for files registers and documents Right click on the item you want and then click on Send to Favourites or press CTRL D The item will be added to your favourites 9 1 3 Opening favourites Click on the ve Favoriten Favourites icon in the toolbar and select the favourite you want from the list
123. he scanner icon If necessary change the scanning profile User Manual doculife Desktop 20 Scanning documents 127 File Settings Help vr Favorites Name ka Scanning of Documents single pages as PDF NERS Scanning for Electronic Personnel Files single pages as PDF 2 To start scanning do one of the following Toscan to the default scan input folder click on the scanner icon in the toolbar Toscan to a different scan input folder right click on the file register you want and then click on Scan into this folder The scanning application will appear tion BAJJA bad kaslkskal ZA Start scanning a manua imga A Balch axploner Dispitay mode Balch magn AHS 2888 5 Click on Start scanning to start the scanning process The scanned documents will be shown on the right hand side of the screen 6 Once all documents have been scanned end the scanning process by clicking on Close batch You will then be able to continue scanning additional documents or close the ScanSta tion application Please note For a detailed description of doculife ScanStation and how it works please consult the ScanStation manual 20 5 Distributing moving documents from the inbox By default scanned documents will be scanned to your personal inbox From there you can move the documents to the right file register by dragging and dropping or cutting and 128 20 Scanning documents User Manual d
124. hem while holding down the CTRL key 3 Click on Open The dialog box used to define properties will appear General Type Document Advanced meee r m j mm jonn on mmi am gomg yma mmm mi Tis COCO TES aT Pe Gey an0 Shorey a7 ives Delete original File Email 4 Enter the properties you want These properties will apply to all the documents being imported Important If you leave the title empty the filename will be automatically used as a title If you change the title it will be changed for all the documents 5 If you want the original file to be deleted once you are done enable the Delete original File Email option 6 Start the import process by clicking on OK Shortcut Drag and drop the files from Windows Explorer onto a file in the file pane or onto the docu ment pane 74 11 Working with documents User Manual doculife Desktop 11 16 Forwarding documents agile workflow 11 16 1 What is forwarding Forwarding is a useful function for teamwork and makes it possible to initiate an agile work flow for a document Recurring workflows can be saved as templates so that they will be readily accessible You can forward a document together with instructions to a user or user group for revision review or approval Forwarded documents will be moved to the user s group s inbox Example The project manager forwards a non disclosure agreement to the data protection officer for review Once the da
125. ia caven Minin cae oO seeeearaeeeeeeeuseeue 91 Using the toolbar for searches 0 0 ole eee ee eee eee eee 91 FUIME SONG coe onc aoe sauececedaeanceesnceasannc eon euasnsanseme et ateaubesessaeseosde 92 COCUSCAICID cece tated esate a neo se rO esas Sled te ee enodas dence COnN GETE 93 nder Dased search reel eee a ee ee eee AL 94 Mixed search ce acs eee te tees a sce ies ee hee te nonce eee sc bee tee eee tas 95 Searching tips amp trickS sececescceccceccsacecadeccdeasddeseesdaatassesauesdutcdenseeesenesenes 95 14 7 1 General information 02 02 lee eee ccc cc cece cence eee eceeecees 95 14 7 2 PUIMGEXCSCAICM ccc cases oes accesesdeeweetendcessalese eeeceeceenecauewsaee 96 Searchresults sone tsetse eee inrer hie cebadeeneidsccencewecdeiwas ceeenecteneeuctedess 99 14 8 1 OVGIVICW gecesi ck sree cas ge doe eedtet So AEE EERE ROSSA dii 99 14 8 2 Sorting search results l a aoaaa eee le eee bode agenede ste cdees sadvencseee se 100 14 8 3 Showing additional columns 0 222 22 e eee eee eee cee eee 100 14 8 4 Exporting search results 000 0 cee cece ee eee ee 101 Optimizing searches _ 2 2 02 2 eee cece cece cee cee cece e eee eeeeeee 102 Working with personal search templates 0 02 0 0 0020 e eee eee eee eee 102 15 1 1 What is a personal search template 00 eee cece eee eee eee ee 102 15 1 2 Creating personal search templates _ 0 2 22 2 e eee cee eee ee ee
126. iew Only Document will not be checked out and opened in readonly mode Checkout and Edit Document will be checked out and opened in edit mode Select View Only if you only want to read the document The document will be opened in the appropriate application in Microsoft Word for example in read only mode 56 11 Working with documents User Manual doculife Desktop Checkout and Edit if you want to edit the document The document will be ope ned in the appropriate application in Microsoft Word for example After editing it you will have to check it back in Cancel if you want to cancel the process 11 3 3 2 Checking out a document manually Before you can edit a document in the DMS you will need to check it out Right click on the document and then click on El Checking out 11 3 3 3 Cancelling a checkout Checkouts can be cancelled at any time When a checkout is cancelled none of the chan ges made to the document will be saved and the document will keep its last version number Right click on the checked out document and then click on Cancel Checkout Important If you have made any changes to the document a prompt will appear and warn you that these changes will be lost if you confirm Alternatively Cancelling a checkout using the Office add in You can also cancel the checkout for an open document directly in the application Microsoft Word for example by using the doculife Desktop ribbon
127. iewing the access permissions in the program you can see which users belong to a user group and have access permissions for a selected item 1 Right click on the item you want and then click on Properties Access Rights 2 Right click on the group name and then click on Show Members The list shown will show the users names and logins as well as how they became a member of the group User Manual doculife Desktop il Goup Priviliged Users 25 7 Granting access permissions 25 Customizing access permissions 147 Direct through Priviliged Users Direct through Priviliged Users Direct through Priviliged Users Direct through Priviliged Users As the person who created an item as a user with full access you can grant access per missions for an item to another user or to a user group 1 Right click on the item you want and then click on Properties Access Rights The list will show who has access to the item already Genera Searity Vergons Attachments Folium Up aa Dhang pemnigsiana to Hi tom Mig er orny other anes m aeara thes iter er Tyme Mare Ally Lisa Warr Ake hered oo Adhere acre Alka rhercted Perrier Leer Akay ree Pleabicted Users Ake inherted Standand Lise Moke Lge Ca G i Acwanced Senari Seng se Janes 2 Click on Add User or Group Aness Rights Cane Cutten Cue F Regi Cuan Detak Irheited fPayhiineele Chie Piila Inherited RaghkCreste iad Aigla Tnheviler
128. iginal document while the second will be the modified one 2 Right click and then click on Compare with Workshare Compare Workshare Compare will start running Comparing a document in the DMS with a local computer file 1 Right click on the original document in the DMS and then click on Compare with local file in Workshare Compare Workshare Compare will start running 2 Select the computer file the modified document with which you want to compare the original document and click on OK User Manual doculife Desktop 31 Comparing documents optional 191 Comparing two versions of the same document 1 Right click on the document and then click on Versions 2 Select the two versions that you want to compare Pay attention to the order in which you select them the version you select first will be the original version while the second will be the modified one 3 Right click and then click on Compare with Workshare Compare Workshare Compare will start running 192 32 32 1 32 Additional information User Manual doculife Desktop Additional information List of stop words The following stop words will be left out during full text indexing ab ebenso meine weit non aber ehe meinem welche nor allein ein meinen welchem not als eine meiner welchen of also einem meines welcher on am einen mich welches one an einer mir wem only auch eines mit wen onto auf entlang nach wenn or aus er nachdem wer our au er es n
129. ile containing the report 156 28 Reporting errors User Manual doculife Desktop Thank you for reporting a bug Information has been stored under C Users top Desktop Desktop Client error report 19 01 2015 15 33 zip The report window will be now closed Do you want to open the containing folder now ye fe 3 Click on Yes if you want to open the file path otherwise click on No and the dialog box will be closed Important Once you are done you will be able to find the ZIP file on your Windows Desktop and forward it by e mail when you are ready User Manual doculife Desktop 29 Configuring settings 157 29 Configuring settings 29 1 General information 29 1 1 Overview The following sections go over the various options Camiran h Adusi qanaral settings Snichrorcation Lisa haar Profiles Sclution Manegemant Lata iene aoa oie Met Searches Lengaege Enggeh Eryeh x Cligerize aunts ote Gagging fe bqguege oF goer ater fis festa of Se appini BT System Configuration Metywork 4 Ube onire heir as a pimay measur Tagus Wore Oie hepa Manage Cached Data Lert Adarrez Ded vere is cime pera ficocsainiy apioa For usere vath sion Tpsmsnis Hm when eeserching for documents mabe funny bomeny in Fis Dedcarl paced Lri mmber of search resus E more sesch mehs are soadeble sect arahad yuan packing Home Faniewher hacks toc open asks Deng Bahavo Anca Sulina Monage Bound Arenas Daae a oai da
130. ill be shown in the document pane 7 6 3 Adding documents and folders drag amp drop To transfer computer files and folders to the DMS you can simply drag amp drop them from Windows File Explorer All file formats can be imported 1 Follow one of the steps below Open the file or register you want and drag the file or folder to the document pane If you want the folder to be created as a file drag it to the file pane User Manual doculife Desktop 7 Getting started with doculife Desktop 33 File Settings Help vr Favorites gt f project organization dat a My Workplace 6 E SS gig ot ce po p a FS Modified on this computer Properties Select My Documents 5 S 23e My recently scanned documents ao Open Recycle Bin Search Invoice 2014 p 4 Tasks z Searchresults for project organization 1 name Project Organization 16 06 2014 07 fo Invoice 2013 E Invoice 2014 000788 docx Invoice 2014 000789 doex W Invoice_2014 000790 docx Inveice_2014 000791 docx Invoice_2014 000792 docx Invoice _2014 000793 docx nothing found FL Invoice _2014 000793 pdt FL Invoice _2014 000833 pdf gt 1 search results Duration 0 93 sec Drag the computer file or folder directly onto the file in the file pane or onto a folder in My Workplace File Settings Help vr Favorites gt a project organization My Workplace 6 mE FA wla Ss eee P si Modified on th
131. in ning and another one at the end Example manual Apply settings per search token Please note Whether or not this function is available as well as whether it is enabled by default or not will depend on the configuration for your tenant If this option is enabled the aforementioned settings will apply to each search term Example wildcard at the beginning and end of the search text Manual Vitoclima Wildcards Ale search auto wildcard At the beginning and the end of search text No Document search auto wildcard ft the beginning of search text At the end of search text At the beginning and the end of search text Fulltext search auto wildcard t Apply settings per search token 29 5 5 Other settings Intelligent search field extensions Not supported in the doculife service as of this writing Automatically scroll to the end after search If this option is enabled the program will automatically scroll to the end of the search results after a search Displayed frequently used searches You can use this setting to specify the number of searches that will be shown immediately in the search box s choice list The remaining searches will be shown when you click on More The following options will be available Presetting The template s presetting will be used This is the default setting All All searches will be shown 2 5 10 or custom number The corresponding number of s
132. ince October 1st 2013 You would use the configuration below and connect all search criteria with a logical AND kd Show type All Documents Max Results 50 Fulltext capabilities Show Summaries Allsearch results w Created by D v John Doe xo Created D v Date yit e05 XO W Description Sean for af Documents Pes and E Mails Following fields are used for quick search 106 15 Optimizing searches User Manual doculife Desktop Logical OR example Say you want to search for all documents that have Vitoclima in their name and that have content that John Doe or Jane Meyer has created since October 1st 2013 You would use the configuration below and connect the first two search criteria with a logi cal OR ll Show type All Documents Max Results 50 Fulltext capabilities Show Summaries All search results AC Created by D i w John Doe x a Created by D w Jane Meyer A O i T AND Created D eli v Date yj 1 6 2015 X CO Description Search for af Documents Ales and E Mails Following fields are used for quick search 15 1 7 Sharing personal search templates If you want to you can export one of your custom searches to the Windows filesystem and provide it to another user so they can import it For more information please refer to the Customizing settings Searches Manage search masks section 15 1 8 Relational operators exa
133. ing Joby oid Sar Crrgems herons Z John Bee sn ee E a ey TT Toren Sulga 4 oa AW Project Meeting Febeuery Modified 16 07 2015 14 58 acu Auto Torben Sulga Size 23 02 WB Ip oo Eprpbateetet Plura JF Wri Ee Hont Sijecti GAY E eto F Project mng Febery Status Fig er ane Usa Maker Shoe in thier F im Process 3 i re HEE tn Piers gt Project Decumenahen lune Moe 19 07 2015 13 45 14 5 Index based search When using an index based search search terms are searched for only in the properties of the items stored files registers documents Depending on how the corresponding settings are configured one or more property fields will be searched through and you will be able to run the search either from the toolbar or by using a search template In addition index based searches can be pre populated with search terms Generally speaking wildcards can be used when running a search Whether or not wildcards can actually be used will depend on the configuration for your tenant and on your personal search settings By default the wildcard will be generally allowed Please note Please refer to the Searching tips amp tricks Searching with wildcards section for instruc tions on how to use wildcards in your searches Example Using a search template to search for files with reminders Modify Show type All Dossiers Max Results Default Reminder M is less or equal to Reminder M is greater or equal t
134. ion device and scanned documents are stored in a central directory e g on a Server If you have any questions please contact your administrator Do you want to set My Documents as your standard scanning input folder All scanned documents will be delivered to this folder after scanning has been completed Apply this folder as standard input folder for Multifunction Devices output App MFO Team Options Use following settings for MFD Scanning of Documents single pages as PDF w Note that MFD settings are applied now to this account F you switch to another account documents scanned with MFD device will be still delivered to this account ff you want to deliver scanned documents into another account you have to repeat this step there again 5 Select the scanning profile that should be automatically used as a default when scan ning 6 Click on OK 20 4 Scanning documents Scanned documents are added to the DMS in PDF format Their name will be automatically generated using the date year month day the scanning channel code and an ascending scan number for the corresponding day Example Document name 20130810 0031 000007 where 20130810 October 10th 2013 0031 Scanning channel number 31 000007 Document scan number ascending number for the pages processed in a specific day 1 Before scanning make sure that you have selected the right scanning profile by expan ding the choice list for t
135. is computer Properties E My Documents F rH 3a My recently scanned documents Tej Open ii Hemme Bin Search Invoice 2014 4 Tasks Searchresults for project organization 1 Name Project Organization 16 06 2014 0 i havos 2012 Invoice 2014 000788 docx B Invoice 2014 000789 dacx Inveice_2014 000790 doex M Invoice_2014 000791 docx B Invoice 2014 000792 docx Invoice_2014 000793 docx nothing found apa Invoice_2014 000793 pdf a Enter the properties you want a filename will be suggested automatically Depending on the way the program is configured some of the file s property values may be used as 34 7 Getting started with doculife Desktop User Manual doculife Desktop default values 3 Click on OK 7 6 4 Searching for a file Say you have created a file in the DMS and want to view it To find the file simply use the All Files search The following applies in general To be able to find a file using a search you will need to have access permissions for the file When you use the All Files search only the files that match your search criteria and for which you have access permissions will be shown This applies to the files contents as well In other words you will need the appropriate access per missions in order to be able to view a file s contents 1 Inthe search box select the All Files quick search File Settings Help vr Favorites t gt a Da My Library i wi a Project My We Go
136. items Cleanup Workplace This function will remove all the linked files stored in your workplace The actual files will not be deleted Only the link to the file stored in My Workplace will be deleted Order of searches You can change the order of the searches being shown by clicking on the up down arrows Wildcards To make searches easier you can enter incomplete search terms that the doculife search function will complete automatically Simply use the asterisk wildcard at the point where you want the function to complete the term automatically og Project Example This search will find documents containing the following terms ProjectInstructions Pro jectSchedule ProjectBudget etc You can configure these options in such a way that a wildcard will be automatically added in the All Documents Data Files and E Mails search Please note The values permitted will depend on the configuration for the tenant The following options are available No A wildcard will not be added The program will search for the exact search terms entered Example manual At the beginning of search text The wildcard will be placed at the beginning Example manual At the end of search text The wildcard will be placed at the end Example manual 170 29 Configuring settings User Manual doculife Desktop At the beginning and the end of search text A wildcard will be placed at the beg
137. l The link will be added to a new e mail as an attachment ilnk Senden Betrett ngef gt Shortcut Click on the Send as Email icon in the toolbar and then click on Email Recipient as Link As New Email Tip To add the link to an e mail that you have already written select the e mail from the choice list All newly created e mails will be available for selection as will be all the ones for which you clicked on Reply As New Email fJ Resource Planning To Stern Christina J Resource Availability To Stern Sebastian 11 13 3 As a weblink You can send a weblink to an item by e mail When the e mail s recipient double clicks on the weblink doculife WebClient will first be ope ned in their web browser Before the recipient can view the item however they will have to log in to doculife WebClient 11 14 11 14 1 11 14 2 User Manual doculife Desktop 11 Working with documents 69 Please note Please note that the recipient must have the required access permissions for the item in order to be able to open the corresponding weblink P Right click on the item you want and then click on Send to Email Recipient as Weblink As New Email The weblink will be inserted in a new e mail Senden Betrett 4e55 49ec e043 031111accf25 amp action noopen Tip To add the weblink to an e mail that you have already written select the e mail from the choice list All newl
138. le Standard Public Confidential and Only me Standard Standard Public Confidential Only me 4 Click on OK The file will be created and will then be shown in the file pane and if applicable in My Workplace 7 6 2 Creating registers Registers can be used to subdivide a file or another register 1 Double click on the file or register to open it 2 Right click inside the document pane click on New and then click on Register The New dialog box will appear 3 Enter the name for the register This is a mandatory field The name must be unique within its hierarchy level The remaining properties are all optional Access Inherit from parent Advanced s fists oc ees j iru er nso Dae Cees ee o TLG Important The following characters are not permitted in the name 2 lt gt 32 7 Getting started with doculife Desktop User Manual doculife Desktop 4 lf necessary change the Access setting for the register The following options will be available Standard Public and Confidential The default Inherit from parent option means that the access permissions that apply to the file will apply to the register as well Access Inherit from parent Inherit from parent Standard Public Confidential To view or edit the file s properties click on Advancedon the top right and then click on Dossier Properties Advanced Click on OK The register will be created and w
139. le in the file pane Right click on an empty area inside the document pane Click onthe Show view or filters icon 132 22 Views for files User Manual doculife Desktop 2 Click on View Customize 3 Enable disable the properties you want and if necessary change their order by using the Move Up Move Down buttons Select the columns you want to display in this view Name Type ID Width of selected column n pixels 100 22 4 Which view is used for what 22 4 1 Compact view The compact view shows the properties of documents in a compact format in order to save space To do this it shows the version and the date when the document was last modified right under the document name instead of next to it for example e gt Project Timetable Verion 1 0 Last modted 19 01 2015 1s 48by Toben Sugas Project Documentation June 2014 docx Version 6 0 Lest modified 19 01 2015 13 48 by Toben Sulgs Resource availability docx Tat Vesen 20 Lest moded 19 01 2015 13 48 ny TomenSulgs Resource planning xdex 1 LV Verson 3 0 Lest modified 19 01 2015 12 48 by Toben Suks 22 4 2 E mail view This view is ideal for cases in which a file predominantly contains e mails as it shows import ant e mail properties e g date received sender and subject 22 4 3 22 4 4 22 4 5 User Manual doculife Desktop 22 Views for files 133 a Project Timetable 17706 2014 11 58 Lorenz A
140. lec cece ec eee ee eee cece cece neces 50 10 11 11 Whathappens when you copy a file structure _ 020 ee eee eee 50 10 11 2 Copying a file structure ___ 22 lee eee eee cee cece eee 50 Working with documents 2 2 2 2 eo cece e eee ee cee cece cee ceeceeeees 51 Creating anew document _ _ 222 ee ee eee cee cee cee eee eee eee e eee eceeeeceees 51 11 1 1 What types of documents can you create directly in the DMS _ 51 11 1 2 New Microsoft Office document 2 222 eee eee eee eee ee ee eee 51 11 1 3 NCAA ATC Ll oho cece aod eo iseeen oewee Soseczeueseseeeeoseedcenatteeetee 52 Opening GOCUMGIIS ot ou ccstecsees cee ne E R 53 Checking documents out and backin _ 0 020 ee ee eee 54 11 3 1 How do you work with documents in the DMS _ 0 00 02 022 22 02 54 11 3 2 How do you check documents out and back in 20 ee eee eee 55 11 3 3 Checking outa document 2 22 eee eee eee eee cece eee ee eeee 55 11 3 4 Checking in a document 02 020 eee eee eee 9 Moving documents a oa 0000000000000000 0000000000000000 ooann 60 CODY ING dOCUMENG sorcerer A eevee IE 61 Deleting documents _ 22 222 ee eee ce cece cc eee e cee cece cence 2222an 61 Pining GOCUMENNS 224 2 2shte eet aey eect stds leach Sestheeu pes cheetensanueauseed 62 Opening a document in its original file _ 00 2020 e eee eee eee ee eee 62 LINK into WORKIMAD a
141. link to a different file an arrow will be added to the lower left corner of the document icon ms If you paste the link within the same file or to My Documents the document icon will remain the same 11 14 3 Deleting a link You can delete a link by itself or the link together with the corresponding original document provided you have the necessary permissions 1 Right click on the link you want to delete and then click on the Delete option or press the DELETE key The Delete dialog box will appear 2 You will have the following options Deleting the link only No further action required Click on Yes in the prompt that appears Deleting the link and the original document Enable the The selected ele ment is a linked document For deleting not only the link but the whole document activate the checkbox option and click on Yes Do you wantto move selected Documents into recycle bin Ofer docx Ems Date Modified 17 06 2014 12 26 13 FE Size 12 39 KE he selected element is a linked document For deleting not only the link but the le document activate the checkbox 7 Important Links will be permanently deleted instead of being moved to the recycle bin 11 15 Importing documents computer files 11 15 1 How do you import a computer file To import computer files you can simply drag amp drop them from Windows File Explorer All file formats can be imported User Manual doculife Desktop 1
142. ll search for the e mail and all associated attachments and show them in the list of search results User Manual doculife Desktop 18 Reminders as the key to being perfectly organized 117 18 Reminders as the key to being perfectly organized 18 1 What is a reminder By using reminders you can make sure you do not miss any deadlines or appointments for actions stored in the DMS Reminders are also good for pending actions that cannot be clo sed yet and for which you need a reminder You can use reminders to remind yourself of documents and files and can also have these reminders be entered into Outlook as an appointment with an appointment reminder This way the reminders from the DMS will be managed together with other appointments at a cen tral location that is your Outlook calendar You can assign personal reminders to yourself or to another user Reminders can be one time only or can be repeated automatically as a series When there is a reminder the corresponding items will remain stored in their actual storage location This is in contrast to forwarding in which documents are moved to a different inbox Example Annual reminder for Jane Miller from Purchasing Set Reminder Monday 19 01 2015 08 00 Gr Reason Lic ence needs to be extended Common C Me Torben Sulga User Jane Miler C Noe Al 1 Yers Only Workingdays Mo Fr id Next automatic occurence 19 01 2016 Apply Create app
143. lso clear the list if you want Figure My Recent wr Favorites Project Timetable Vitosol 200 F Organize Favorites Rescources Team Meetings Presentations Project Documentation June 2014 docx 9 2 2 Opening an item in My Recent You can use the My Recent list to quickly access the files registers documents and or e mails that you have opened most recently 1 Click onthe Favourites icon 2 Move your cursor over My Recent and select the item you want from the list If you click on a file or register the file register will be opened and the document pane will show the corresponding contents If you click on a document the file or register in which the document is stored will be opened and the document will be shown in the document pane User Manual doculife Desktop 9 Quickly accessing files and documents 41 9 2 3 Clearing the My Recent list The longer you use the program the more likely it is that the history of most recently used items in My Recent will become too long and unmanageable To fix this you can empty the My Recent list and remove all entries from the My Recent choice list After you do this the program will start over with the list 1 Click onthe 17 Faveriten_ Favourites icon and then on Organize Favourites The Settings dialog box will appear 2 Inthe Organize Favourites settings click on Clear recent list 42 10
144. ly you can also add a link to the document using the Paste Shortcut function 11 6 Deleting documents If you need to you can delete one or more documents from the DMS The deleted document will first be moved to the recycle bin where it will be kept until you permanently delete it This ensures that you will be able to restore any documents deleted by accident Please note Whether or not the recycle bin is available will depend on the configuration being used If it is not available the items will be permanently deleted 1 Right click on the document you want to delete and then click on X Delete or press the DELETE key If the selected document is a link the Delete dialog box will show an additional option If you want the link and the original document to be deleted make sure to enable this option 62 11 Working with documents User Manual doculife Desktop Do you wantto move selected Documents into recycle bin Offer docx Date Modified 17 06 2074 12 26 13 a Size 12 39 KB he selected element is a linked document For deleting not only the link but the whole document activate the checkbox 2 Click on Yes in the prompt that appears The document will be moved to the recycle bin Important Links will be permanently deleted instead of being moved to the recycle bin 11 7 Printing documents Right click on the document and then click on Send to Printer The printer selection dialog box will appear
145. mlich weshalb ours bald etwa neben wessen S bei etwas no wie shall beim euch nicht wir she bin euer nichts wo should bis eure noch womit since bi amp chen eurem nun zu some bist euren nur zum still da eurer ob zur such dabei eures oberobgleich zwar t dadurch f r oder zwischen than daf r f rs ohne a that dagegen ganz paar all the dahinter gar sehr almost their damit gegen sei although them danach genau sein and then daneben gewesen seine any there dann her seinem are therefore daran herein seinen as these darauf herum seiner at they daraus hin seines be this darin hinter seit because those dar ber hintern seitdem been though darum ich selbst both through darunter ihm sich but thus das ihn Sie by to dasselbe Ihnen sie can too da ihnen sind could until davon ihr SO d ve davor ihre sogar did very dazu Ihre solch do we dazwischen ihrem solche does were dein Ihrem solchem either what deine ihren solchen for when deinem Ihren solcher from where deinen Ihrer solches had whether deiner ihrer sondern has which deines ihres sonst have while dem Ihres soviel having who demselben im soweit he whose den in ber hers why denn ist um here will der ja und him with derselben je uns his would des jedesmal unser how yet desselben jedoch unsre however you dessen jene unsrem i your dich jenem unsren if yours die jenen unsrer into dies jener unsres is diese jenes vom it dieselbe kaum von its dieselben kein vor just diesem keine wahre
146. mples The following relational operators are available for creating search queries Operator Description Example Field is equal to To search for documents that John Doe has crea Value ted Tead ba e y Hohn See XC LIKE Field contains Value To search for documents with a title containing vitoclima Ho hep e Ss oer aim NOT LIKE Field does not contain To search for documents with a title not con Jalue taining vitoclima mated ty l f dea Dea Fi p I Field is not equal to To search for documents that John Doe did not alue create Created by ot b i aC 15 2 15 3 User Manual doculife Desktop 15 Optimizing searches 107 Operator Description Example gt Field is greater than To search for documents created after March 1st Value 2012 of Created iC wl au vp ee wl AO lt Field is less than To search for documents modified before April Value 1st 2012 qene Ti wl i Dele ew ee ow L gt Field is greater thanor To search for documents modified on or after SAA March 1st 2012 yet me 9 ii in De y ARI A lt Field is less than or To search for documents modified before or on equal to Value April 1st 2012 Dated ii e Dr aj WW Em B A ISNULL There is no Value for To search for documents for which the Refe Field rence id property field is blank EY i IaM UL
147. n Clear filter v Clear filter o Adobe Acrobat Document 6 Clearing all the filters in a pane P Click onthe Customize document view icon and then click on Reset all filters 112 17 Working with e mails User Manual doculife Desktop 17 Working with e mails 17 1 General information You can manage your e mail correspondence together with the documents in the DMS by wri ting e mails directly in the DMS and using Outlook to send them This way your e mails will be stored securely together with all relevant documents e mails will be automatically stored in the relevant file register even if you forward them or reply to them from the DMS In addition you can easily drag and drop the following e mail elements from Microsoft Out look onto the DMS emails with and without attachments Encrypted and signed e mails Read receipts Out of Office Assistant messages Meeting requests accepts declines propose new times etc When you store an e mail the subject will be used as a title The sender and recipient will be copied to the properties as well depending on the specific configuration being used Ente ring additional properties for an e mail is not required but you can do so if you want e mails with attachments can be stored as follows The e mail together with its attachments The e mail and the attachments separately One advantage of storing an e mail and its attachments
148. n to remove entries from your list of favourite actions Clicking on the Remove button or pressing the DELETE key will delete an individual entry while clicking on the Remove all button will clear the entire list Select item to remove Forwarded on 19 07 2015 4 56 to Hans Muster User Manual doculife Desktop 29 Configuring settings 173 29 7 System configuration 29 7 1 Overview Please note This documentation does not go over any of the functions for configuring and managing doculife Desktop For more information on these functions please consult the admi nistration manual for doculife Figure System configuration for privileged users Common td Templates Management Synchronization Lisa Maier Profiles Templates and User Management Solution Management Searches Current profile Lisa Maier Organize Favorites Published Update from 27 08 2014 14 44 31 Ayem Sentiquinion Last complete update 19 11 2014 13 06 14 pias Refresh All Ma nage Cached Data Inbox Advanced Common Update Settings Update mode Automatic F Does an automatic check if server side updates are available for download Recommended Display and Manage Add Ins Component Type Name Installation Path Application adapter inCursa C Program Files 86 Swiss Post Solutio Application adapter inCursa 9 C Program Files amp 86 Swiss Post Solutio Application adapter inCursa3 4 C Program Files lt 86 Swiss Post Solutio Ap
149. nd Il diesen keinem war me dieser keinen w re might dieses keiner w ren Mr dir keines warum Mrs doch man was Ms dort mehr wegen my du mein weil no User Manual doculife Desktop 32 Additional information 193 32 2 Full text indexing document formats Full texts will be indexed for the following document formats txt xml html doc docx xls xlsx ppt pptx pdf msg eml csv rtf vsd vsdx mpp odt ods odp 194 33 33 Keyboard shortcuts User Manual doculife Desktop Keyboard shortcuts Open close Shortcut Open doculife Desktop CTRL F3 Close doculife Desktop CTRL F3 Open doculife Desktop in a separate window CTRL SHIFT F3 emails Shortcut O O CTRL left mouse but ton Store e mail index e mail ALT left mouse button Store e mail and attachment separately Sendto Shortcut Send to favourites CTRL D Send to folder view CTRL Shift D Edit Shortcut Copy CIREFC Cut CTRL X Paste CTRL V Rename CTRL RorF2 Select all CTRL A Undo CTRL Z Repeat CTRL R Viewing properties ALT ENTER Show hide folder view CTRL ALT B F2 if configured Rename ea F a Open context menu S F10 Focus on a different pane clockwise Functions folder view FG workplace and document pane Enable disable document filters CTRL L Please note Shift refers to the key used to type capital letters that is normally labelled Shift 34 User Manual doculife Desktop Inde
150. nfidential Full access No access No access No access Standard Full access Read write Read No access Full access Full access Read write Read Example In the Personnel Files solution a user belonging to the Standard group has read and write access to files registers and documents with the Standard confidentiality level and full access to files registers and documents with the Public confidentiality level Moreover they have no access to files registers or documents with the Confidential con fidentiality level User group CCESS Read Read Write Full access l Confidentiality level Public Standard Confidential Please note The various confidentiality levels and user groups will depend on the solution being used For more information please consult the solution description Please note If you have any questions regarding the permissions concept please ask your admi nistrator For more information please refer to the doculife administration manual 25 3 25 4 User Manual doculife Desktop 25 Customizing access permissions 145 Access permissions overview There are a total of three basic access permissions Read access Read write access Full access These access permissions include the permissions for the following actions Access permission Actions allowed Searching for items Reading item properties Read access Reading contents
151. ng tips amp tricks Searching with wildcards section for instruc tions on how to use wildcards in your searches User Manual doculife Desktop 14 Searches reliably finding documents and files 93 Example Searching for project instructions with a full text search File Settings Help wy Favorites Name My Workplace 6 4 Tasks fi Recycle Bin Ja My recently scanned documents tI My Documents Modified on this computer Gy inbox Searchresults for witosol 2 E Vitosol 200 1 Teamakte E Quality 100 SoletechnikSolanechnik 100 Produktprospekt vitosol pdt MOED SolersystemeMITOSOL Name Kurzprospekt vitosol 200 F 200 F pdf 53 201 31002 0023 1 000001 pat fay vitosol Pus 1D Last Modified 20 06 2013 15 18 DOr 2014 1147 a ID 20 F Status Freigegeben Size Lastmed FAS KE 10 07 20 300 F Alen 200 F Enengievon der Sonne Solartechnik Flachkollaktore Minen 200 F nose 200 Fitoeel 300 F E ALF Under Examinati 1 956 KE 02 12 AP Solarsysteme Fiach und Rohrenkollektore n2afosal So nnenkolekiomnd 20 40 lt lt gt gt Systeme von Viessmann aus Kein 42b Ke 0072A Liss Maier Technische Spezifikatio tose 200 F docx 7 0 17 09 2013 16 48 Liss lt lt gt gt Lise Maier Technische Spezifiksta Witesel200 F ocx 0 Techn 53 2013 1002 003 1 D3 pat Lee Maier Technieche Speziixata fWiteee 200 F docx 0 11 09 2013 10 46 Lisa lt gt gt Technische
152. ngs Searches Manage search masks 15 1 3 Editing personal search templates Say you have created a personal search template and want to modify it Open the search choice list in the search box and right click on the search template you want to modify If you ran the corresponding search previously you can instead use the Open selected 104 15 Optimizing searches User Manual doculife Desktop search command The search template will appear Modi Click on the e ty Modify icon 3 Make the changes you want 4 Click onthe zi Save changes icon to overwrite the existing search or click on the Save as icon zd to create a new search template 15 1 4 Deleting personal search templates Say you have created a personal search template and want to delete it 1 Open the search choice list in the search box and right click on the search template you want to modify If you ran the corresponding search previously you can instead use the Open selected search command The search template will appear 2 Click on Modify and then on the Deletes current search mask gt lt icon Then con firm that you want to delete the search template Important Preconfigured searches cannot be deleted 15 1 5 Search template options This section will use a personal search template in modify mode in order to describe the various search template options 123 4 5 6 al iad Show type AllDocuments Max Results 50 Last mo
153. nna Billing Information 19 01 2015 13 48 Project Documentation June 2014 docx 19 01 2015 13 48 Resource planning xlax 7 19 01 2015 13 48 Resource availability docx Task view The task view is used for the Tasks folder in My Workplace by default Its main purpose is to show reminders Conditions pdf Resource availability docx Remnderdsate 28 11 2014 Reniunde Resource planning dex 20 January 2014 Reminderdste 06 09 2014 Remmnderfor TomenSulgs Resson Journal view The journal view shows all the items belonging to a file sorted in ascending order based on the date when they were last modified This view does not show register structures meaning that every single file found in the file will be shown without any tree structure sublevels Tip Use this view to get a quick overview of all the contents found in a file e Vitosol 200 F Last modified Name 20131002 003 1 000 17 06 2014 12 26 Oer 24 06 2014 12 21 Vitosol Resource Flanning padt AO In Process 11 12 2014 13 11 IDP 2 13y Review 11 72 2014 15 11 IDF Release 2 19y 11 12 2014 15 16 Resource planning xlsx 19 01 4015 13 53 Resource availability docx Draft TAg 1901 2051354 R H In Process Default view The default view is used to display the items under My Workplace and is activated when you click on the My Workplace icon 134 22 Views for files User Manual doculife Desktop My Workplace 6 fy Modified on this computer My recen
154. nt will be additionally identified with the Save icon B Resource availability docx 3 Right click on the checked out document and then click on Check In The Add Version Comment dialog box will appear 4 You can enter a comment or simply leave the field blank comments will make it easier to identify the version later on 58 11 Working with documents User Manual doculife Desktop gL Version Comment for Offer 5 Click on OK Alternatively Checking a document in using the Office add in You can check in a document after editing it directly in the Office application P In thedoculife Desktop ribbon click on the Check In icon and if you want enter a ver sion comment K Check In The document will be closed 11 3 4 2 Check in reminders The purpose of check in reminders is to remind you to check in the changes you have made when you close a document Please note Check in reminders will only be shown if the Disable checkin reminders option is disabled under Settings Advanced Reminders 1 Close the edited document in the application Microsoft Word for example The Checkin Reminder dialog box will appear User Manual doculife Desktop 11 Working with documents 59 Document has been changed Document Offer has changed Do you want to check it in Check In Checkin the document A new version of the document will be created Cancel Checkout Cancel the checkout All your local chan
155. ny hits Placeholders for full text searches Whether or not wildcards can be used in a full text search will generally depend on whether your tenant s configuration allows it and on your personal search settings By default using wildcards at the beginning and end of search terms in full text searches is not allowed In other words only wildcards within a word are allowed by default Full text search Word length and characters allowed Words can be as long as necessary but must have a minimum of two characters All letters numbers and special characters are allowed Searching for multiple words You can search for multiple words when running a full text search Enter the words into the search bar separating them with a space The order in which you enter the words will not affect the results The space between the words will be interpreted as a logical AND by default Please note Other logical operators may be implemented depending on the specific solution being used User Manual doculife Desktop 14 Searches reliably finding documents and files 97 Example Searching for instructions wall will return all documents containing the words instructions and wall The order in which you enter the words will not affect the results File Settings Help Favorites ae ee fly project june Name amp My Workplace 7 H inbox y Modified on this computer f My Documents 3e My recently scanned documents
156. o Reminder for MM is like Description Sean for fies wh reminders Following fields are used for quick search Mame ey Ale number Tf 14 6 14 7 14 7 1 14 7 1 1 14 7 1 2 14 7 1 3 User Manual doculife Desktop 14 Searches reliably finding documents and files 95 Mixed search Please note Whether or not mixed searches will be available will depend on the solution being used This search is a combination between full text and index based searches for documents data files e mails files and workmaps Search terms will be searched for both in the contents and properties of documents and in the properties of files and workmaps The search results may include both documents and files and workmaps Searching tips amp tricks General information Autocomplete All the search terms that you enter into the search box will be saved and will be suggested automatically the next time you are entering information into the box autocomplete This means that frequently used search terms only need to be entered once and can be simply autocompleted afterwards If necessary you can clear this list in the settings Figure Autocomplete reducing the amount of typing required cembra Clar Clar clari Concept Case sensitivity umlauts Searches are not case sensitive and do not distinguish between writing with umlauts 0 a or their alternative counterparts oe ue ae Example Searching f
157. o version Important The document must not be checked out at the time A prompt will appear warning that the latest version s contents will be replaced 3 Click on OK A new version will be created 23 4 Saving versions in the filesystem By using the function below you can save any version of a document as a computer file or as acompressed ZIP file in the filesystem 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions User Manual doculife Desktop 23 All versions of adocument at a glance 137 2 Right click on the version and then click on Send to 3 Select File or Folder To save the version as a file in the filesystem Zipped File To save the version as a compressed ZIP file File as link To save the latest version as a link Important This function will automatically save the latest document version Old versions cannot be saved as links 4 Select a storage location and a filename and click on OK 23 5 Sending versions The function below can be used to send any version of a document as an e mail attachment 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions 2 Right click on the version and then click on Send to 3 Click on Email Recipient to send the version as an attachment Important
158. oculife Desktop pasting them If you want to forward the documents to another user or user group use the Send to Inbox function Example Say you are scanning a series of documents meant for several employees You would start by scanning them to your personal inbox from where you would then distribute the docu ments to the inboxes of the corresponding individual employees 1 Open your inbox select the documents you want and right click on them 2 Click on Send to Inbox Inbox 3 Search for the users and or groups you want 4 Select the user group to whom you want to distribute the documents and click on OK Select users la groups Name john C Users and groups Users Groups Search results L a Name Description f jod John Doe johndoe desktop com _ Add to Favorites The documents will be removed from your inbox and moved to the selected user s group s inbox User Manual doculife Desktop 21 Your personal recycle bin 129 21 Your personal recycle bin 21 1 How does the recycle bin work Please note Whether or not the recycle bin will be available will depend on the configuration for the ten ant If a recycle bin is not set up in the configuration documents will be deleted immediately and it will not be possible to restore them When you delete a document in the DMS it will be moved to the recycle bin and temporarily stored there until it is permanently deleted just like with the Windows
159. oculife Desktop 12 Working with libraries folder view 85 You can make your library and its contents available to other co workers or to a group of peo ple The library will be shown in the corresponding users folder view and they will be able to use it but not modify it or remove it from the view In other words other users will not be able to add or remove files or registers or create new folders These actions will be reserved for the library s owner only The tool tip for the library will show users who is sharing the library with them 1 a FF WwW N Right click on the library Important Default libraries My Library for example cannot be shared Click on Share Click on Add users and groups Search for the user or group you want Select the user or group hold down the CTRL key to select more than one and click on OK Name Administrator Bruce Parker Claudia Taller Hans Muller a Bru Bruce Parker Add users and groups Remove selected users and groups Important To stop sharing a library click on Remove selected users and groups 86 12 Working with libraries folder view User Manual doculife Desktop 6 Click on OK The selected users groups will be able to see the library in their folder view as soon as they restart doculife Desktop or refresh the view 12 12 2 Exporting importing a library Please note Whether or not the Export Import functions will be a
160. ointment in Outlook Tanod Please note Depending on the system configuration the Tasks folder in My Workplace will show all reminders that have not been dealt with until today or within an alternative period of time For more information please contact the system administrator 18 2 Creating a reminder You can set reminders for files and documents and add them as appointments to the Outlook calendar 1 Right click on the document file and then click on Reminder Set Reminder The Reminder Settings dialog box will appear 118 18 Reminders as the key to being perfectly organized User Manual doculife Desktop Reason Licence needs to be extended C Me Torben Sulga Al 1 v Years W Only Workingdays Mo Fr v Neat automatic occurence 19 01 2016 Apply Create appointment in Outlook Cancel 2 Select the date for the reminder To set a reminder for the current day click directly on the input field or enable the Set Reminder option Important Depending on how your solution is configured it may be possible to specify a time in addition to the date 3 Enter the reason for the reminder optional This description will be shown in the remin der overview and in the Outlook appointment 4 Youcan assign the reminder as follows Me The reminder will be for you personally User The reminder will be for the selected user and will be shown in their tasks 5 Youcan select from the following for the Repetition
161. ona specific word found in the document s full text doculife also searches through the following document properties when a search of this type is run document title keywords value and reference ID If a document is stored in the DMS its full text and the aforementioned properties will be indexed However any stop words found will be left out from the index stop words are words with no significant importance in terms of a document s contents e g articles such as a an the which is why they are not taken into account when performing a search The reason why stop words are left out from the index and not taken into account when per forming a search is that too many documents would be returned as hits otherwise please refer to the Additional information List of stop words and Full text indexing document for mats sections The search results for a full text search will provide a relevance rating for each document found as well as brief look at its contents based on how the corresponding settings are con figured Generally speaking wildcards can be used when running a search Whether or not wildcards can actually be used will depend on the configuration for your tenant and on your personal search settings By default only wildcards within a word i e not at the beginning or end of the word are allowed when running a full text search Please note Please refer to the Searchi
162. or documentation will find DOCUMENTATION and Documentation Searching for the German word Wandgeraet will find Wandgerat and Wandgerat Searching with wildcards General information To make searches easier you can enter incomplete search terms that will be completed automatically during the search Simply use the asterisk wildcard at the point where you want the function to complete the term automatically The asterisk wildcard can take the place of any number of characters in a search term 96 14 Searches reliably finding documents and files User Manual doculife Desktop 14 7 2 14 7 2 1 14 7 2 2 dida Project Example The search term shown above will find any documents containing words or properties star ting with project Examples of the terms that may be found include ProjectInstructions Pro jectSchedule ProjectBudget etc Do not use wildcards at the beginning of a word The earlier the wildcard comes in the search term the longer a search with wildcards will take Above all using the wildcard at the beginning of a search term for example manual should only be done in a targeted manner and in exceptional cases as it will require the pro gram to search through extremely large volumes of data especially when using a full text search i e all the words in every document In fact running a search like this will be both time consuming and ineffective as it will return too ma
163. ork Name Size E l Project Documentation jpg 393 KB OCR Profile Scanning of Documents single pages as POF Change Yes Reminder with time optional In addition to a reminder date a time can also be set now please refer to the Creating a reminder section 16 5 What s new User Manual doculife Desktop Importing folders from the filesystem Complete folders and folder structures can be transferred to the DMS together with their con tents by dragging amp dropping them from Windows File Explorer Previously this function was only available for files please refer to the Importing folders from the filesystem sec tion Adding new elements to libraries folder view and sorting them In addition to files and registers you can now also add special objects such as My Docu ments Inboxes and Search Folders to the library please refer to the Adding files and regis ters to the library section File Settings vy Favorites In addition the contents in a library can be sorted please refer to the Sorting in libraries sec tion Adding documents as attachments by dragging and dropping them Documents can now be added as attachments to an e mail by dragging and dropping them please refer to the Sending by e mail As an attachment section Office Integration for Microsoft Visio If you have Microsoft Visio installed you can use the doculife Desktop Office Integration fea t
164. plication adapter inCursa3 5 C Program Files 86 Swiss Post Solutio Application adapter inCursa4 2 C Program Files 626 Swiss Post Solutio Search engine Conceptual Search C Program Files lt 26 Swiss Post Solution mi i a P m miman ss m io m lt Install Add in 174 29 7 2 29 Configuring settings Common Synchronization Profiles Solution Management Searches Organize Favorites User Manual doculife Desktop Figure System configuration for administrators a Templates Management Administrator Templates and User Management Current profile IDPDT011 Administrator Published Update from 12 11 2014 11 45 14 System Configuration Network Manage Cached Data Inbox Last complete update 12 11 2014 13 05 53 Refresh All User Management Share scanning activation Email Service Messages Edit Choicelists Thesaurus Management Advanced Configuration Tool C Show Configurator in toolbar Save Templates to Filesystem Synchronize Templates from Filesystem Save Publish Templates Remove published templates Load default solution Add feature set for account Delete feature set for account Common Update Settings Update mode Atomai 4 Does an automatic check if server side updates are available for download Recommended Display and Manage Add Ins Application adapter inCursa Application adapter inCursa2 5 Application adapter inCursad 4 Application adapter in
165. plier Product for a supplier All invoices f r a supplier The cross referenced files documents will be shown in the search results 27 27 1 27 2 27 3 User Manual doculife Desktop 27 Document processing conflicts 153 Document processing conflicts How does a version conflict occur Version conflicts can occur when editing documents if for example the program finds a newer version of the document in the DMS that is on the server than the one you are wor king on on your computer Example Say user A checks out a Word document edits it and stores it locally Save icon in Word The modified document is now stored locally but not in the DMS on the server yet User B cancels the checkout edits the Word document and checks it in as a new version Once this happens user A s locally stored Word document will no longer match the version in the DMS the version that user B checked in This will result in a version conflict Conflicts can be fixed by using the Resolve Version Conflict function This function will offer a number of solutions Saving the modified document locally as a file Storing the modified document as a new document in the DMS Storing the modified document as a new version in the DMS Discarding local changes Viewing version conflicts Select Modified on this computer under My Workplace Documents with a version conflict will be identified with the flopp
166. ption The Properties dialog box will appear with an overview of the corresponding versions 2 Right click on aversion and then click on Send to Send Hitlist to 3 Select CSV To save the list as a CSV file HTML To save the list as an HTML file Excel Tosave thelist as an XLS file List Printer To print out the list 23 9 Viewing properties The function below can be used to view the properties for a version The properties of an old version cannot be modified retroactively 1 Right click on the document and then click on the Versions option The Properties dialog box will appear with an overview of the corresponding versions 2 Right click on the version and then click on Properties 24 24 1 24 2 24 2 1 24 2 2 User Manual doculife Desktop 24 Attachments supplementing documents 139 Attachments supplementing documents What is an attachment If you want to supplement a document in the DMS with additional information or with addi tional separate documents you can add an attachment to it In a manner of speaking these attachments will be pinned to the document so that all users who have access to the docu ment will also be able to view the attachments You can add any documents from the filesystem as well as text and audio notices as attach ments Attachments can be found by using the document search Documents with attachments are identified with a pin icon aE Adding at
167. py a weblink to the item to the clipboard and then paste it in your web browser s address bar P Right click on the item and then click on Send to Clipboard as Weblink Open your web browser and paste the weblink by pressing CTRL V doculife WebC lient will start and open the item Important If you have not yet logged in to doculife WebClient you will need to log in with your user information account username and password 10 10 Sending by e mail 10 10 1 Asa link You can send alink to a file or register in the DMS by e mail When the recipient clicks on the attachment the file register from the DMS will be shown or opened based on how the corresponding settings are configured Please note Please note that the recipient must have the required access permissions for the file regis ter in order to be able to open the corresponding link P Right click on the item you want and then click on Send to Email Recipient as Link As New Email The link will be added to a new e mail in the form of an attachment in ilnk format B Stern Christina SPS CH IDS Senden Betreff Link ta the product files n z i Pr Angef gt 584 Vitoclima 300 5 ilnk 3 KB Shortcut Click onthe Send as Email icon in the toolbar and then click on Email Recipient as Link As New Email User Manual doculife Desktop 10 Working with files and registers 49 Tip To add the link to an e mail that
168. r simply leave the field blank comments will make it easier to identify the version later on 6 Click on OK Tip You can use this procedure to change a document s format from XLSX to PDF for exam ple Moving documents If you store a document in the wrong location you can simply move it to the right file or regis ter Please note When you move a document to a different file the permissions corresponding to the new file will apply to the document 1 Right click on the document and then click on Cut or press CTRL X 2 Open the file or register to which you want to copy the document 3 Right click and then click on io Paste or press CTRL V Tip You can also move documents by dragging and dropping them User Manual doculife Desktop 11 Working with documents 61 11 5 Copying documents If you need to you can copy one or more documents Please note When you copy a document to a different file the permissions corresponding to the new file will apply to the document 1 Right click on the document and then click on Copy or press CTRL C 2 Open the file or register to which you want to copy the document 3 Right click and then click on Paste or press CTRL V The Properties dialog box will appear Complete or edit the document s properties as necessary Click on OK Tip You can also copy documents by dragging and dropping them while holding down the CTRL key Tip Alternative
169. r own records 190 31 31 1 31 2 31 Comparing documents optional User Manual doculife Desktop Comparing documents optional General information You can use a comparison tool to quickly and reliably compare two documents with each other and show the differences between them doculife Desktop supports the use of a comparison tool which will be seamlessly integrated into the DMS after being installed Workshare Com pare is used as an example to explain how a comparison tool works once integrated into doculife Desktop Please note Workshare Compare is not included with doculife Desktop and must be purchased sepa rately Running a document comparison Please note This section uses Workshare Compare as an example to illustrate how a comparison tool is integrated This tool is not included with doculife Desktop and needs to be purchased separately You can use a comparison tool to compare two documents with each other and show the dif ferences between them The DMS has the following options for using the document comparison feature You can compare two documents stored in the DMS You can compare a document in the DMS with a local computer file Youcan compare two versions of the same document Comparing two documents stored in the DMS 1 Select the two documents that you want to compare Pay attention to the order in which you select them the document you select first will be the or
170. rary and then select the category you want colour icon under Set category To reset the category select the Without option 12 5 User Manual doculife Desktop 12 Working with libraries folder view 81 mo New folder Mew Rename Set category Black Square Remove Without Refresh Ctrl R Black Dot Export Black Circle Blue Square Blue Dot Creating and categorizing folders A library folder is a structure element that can be used to further organize the folder view into a hierarchy Folders work much the same way as folders in the Windows filesystem do In contrast to files folders do not have any index values and cannot be searched for Libraries can be organized using library folders A folder in turn can contain additional fol ders as well as files and registers If the corresponding settings are configured as required you will be able to assign categories colours icons to folders depending on the solution being used Library with a Presentations folder iW Presentations jn Team Meetings 1 Right click on the library or folder and then click on New folder 2 Enterthe name you want and press ENTER If configured Now right click on the folder and then select the category you want colour icon under Set category To reset the category select the Without option 82 12 6 12 7 12 8 12 Working with libraries folder view User Manual doculife Desktop
171. re login information Change password Load Scanning login data a 3 Click on Load Scanning login data Windows File Explorer will open 4 Select the scanning activation file iasc iadc you received from your administrator and click on Open The scanning function will be enabled 5 Close the dialog box by clicking OK Setting a default scan input folder Documents will be scanned to a previously defined scan input folder this folder will be your personal inbox by default You can change the default scan input folder at any time To check which folder is currently selected as the default scan input folder simply move the cursor over the scanner icon Figure Checking which folder is the default scan input folder Scan into default scan input folder Postkorb 1 Right click on the file or register and select the Set As Scanning Standard Folder option The Set as standard scanning folder dialog box will appear 2 Select 126 20 Scanning documents User Manual doculife Desktop Apply this folder as standard input folder for Multifunction Devices output If you are using a multifunction device at the same time as a workstation scanner or if you are only using a multifunction device to store scanned documents ina directory on your workstation computer If you are only using a workstation scanner disable this option Apply MFD Team Options If there are multiple people who share a multifunct
172. s found will be highlighted in yellow in the text summary as per the way the corresponding settings are configured The navigation bar will show your current location gt Project Timetable M Resource availability docx H Resource planning xlsx 28 7 Getting started with doculife Desktop User Manual doculife Desktop 7 5 6 5 Status bar The status bar provides the following information and functions 1 2 3 4 2 Lisa Maier 373 search results Duration 2 52 sec Connection status icon _ Nr 2 Signed in Signed out or connection not active 2 Closed The account is locked Only in SECPlus SECmezzanine If you move your cursor over the icon the program will show additional details regarding the connection status Status signed In 2 Your user profile name If you move your cursor over the name the program will show additional details regarding the user profile Lisa Maier Logged in as Lisa Maier Im Logged in since 13 18 11 12 2014 Duration 00 3405 If you click on the name a menu with the following contents will appear Your user profile or a list of user profiles if you are working with multiple accounts user profiles Manage accounts option for editing the names being shown for exam ple OnSECPlus SECmezzanine only Lock unlock account 3 Information bar Shows the number of search results or of active background
173. s is the default setting Compact view E mail view Journal view Default view During browsing in file Defines the default view for navigating within a file Available options Presetting The template s presetting will be used This is the default setting Compact view E mail view Journal view Default view Please note Additional views may be available depending on the specific solution being used 29 1 4 29 1 5 29 1 6 User Manual doculife Desktop 29 Configuring settings 159 Default search Limit number of search results to Limits the number of search results that will be shown for a single search The maximum number of results that can be shown is 5 000 This value will be set to 1 000 by default If more search results are available Used to specify how the user will be notified whenever the search results exceed the maxi mum number allowed None A message will not be shown even if the number of results exceeds the maxi mum number allowed Display tooltip A tooltip will be shown when the number of results exceeds the maxi mum number allowed Display messagebox A message will be shown when the number of results exceeds the maximum number allowed You will need to confirm this message This is the default setting Search executed upon clicking Home Used to specify whether the workplace s contents should be shown and all search results r
174. sed this setting can be used to select the action you want e g adding the file to My Workplace only to My Library only or to both or to disable the option entirely Important My Library will only be shown if the folder view is turned on 3 If necessary change the Access setting for the file The following options will be availa ble Standard Public Confidential and Only me Standard Standard Public Confidential Only me 4 Click on OK The file will be created and will then be shown in the file pane and if applicable in My Workplace 10 2 Creating registers Registers can be used to subdivide a file or another register 1 Double click on the file or register to open it 2 Right click inside the document pane click on New and then click on Register The New dialog box will appear 3 Enter the name for the register This is a mandatory field The name must be unique within its hierarchy level The remaining properties are all optional Access Inherit from parent Advanced s fists oc ees j iru er nso Dae Cees ee o TLG Important The following characters are not permitted in the name 2 lt gt 10 3 10 4 10 Working with files and registers User Manual doculife Desktop 4 lf necessary change the Access setting for the register The following options will be available Standard Public and Confidential The default Inherit from parent option means that
175. separately is that you will then be able to search for the attachment s itself in the DMS In addition this will allow you to store the attachment in a different file or register 17 2 New e mail You can write and send a new e mail directly in the DMS Please note If you are running doculife Desktop in its own separate window make sure that Outlook is also running 1 Open a file or register right click inside the document pane and then click on New E Mail The Microsoft Outlook message form will appear 2 Write your e mail and send it Once the e mail is sent a copy will be stored in the file register you selected Depending on the settings configured the sent e mail may then be deleted from the Sent Items folder in Outlook 17 3 17 4 User Manual doculife Desktop 17 Working with e mails 113 Adding e mails from Outlook To import an e mail from Outlook simply drag and drop it The program will also import all of the e mail s attachments P Select the e mail s in Microsoft Outlook and drag them while holding down the left mouse button to the document pane or to a file register in the file pane or in the folder pane Important Importing e mails from the Conversation View is not supported To be able to import e mails by dragging and dropping them please change the view settings in Out look Adding encrypted and signed e mails You can also store encrypted and signed e mails in the DMS Signed e m
176. server The Use direct connection or proxy server without authentification option will be ena bled by default If a different type of authentication is required by your company please con tact your administrator 29 9 Manage cached data 29 9 1 Overview The following sections go over the various options Common i Change cache options Synchronization Lisa Maier Profiles Solution Management Cache Settings Searches Cached Date Location EAUser to App ata Roeming Scalar WnCuse Dealtop Cortet Server Organize Favorites Cache Lifetime Cleanup after fixed time interval ka em Configuration Ter ie a Cache Lifetime Interval ag Eal hours Network Manage Cached Data Inbox Gleanup Datanow O Include Modified Data manual cleanup only Advanced 29 9 2 Cache settings The cache is used to store temporary files locally on your hard drive These files include for instance log files settings edited documents and documents that have not yet been 29 9 3 29 10 29 10 1 User Manual doculife Desktop 29 Configuring settings 177 checked in The cache should be cleared on a regular basis Cached Data Location Shows the storage location for local files Cache Lifetime This function specifies whether locally stored data should be deleted automatically Switch off No automatic cache clearing If you select this option you will have to clear the cache manually Cleanup on demand
177. shown in the document pane from where they can be opened Double click on the document you want in the document pane Certain document types e g Microsoft Word Excel PowerPoint can be checked out directly when they are opened The purpose of checking out documents is to ensure that a document cannot be edited by more than one person at the same time In these cases the following dialog box will appear The Document Dokument1 is not checked out yet F Do you want to check it out and edit or do you want to open itin a Read Only mode View Only Document will not be checked out and opened in readonly mode Checkout and Edit Document will be checked out and opened in edit mode Select View Only if you only want to read the document The document will be opened in the appropriate application in Microsoft Word for example in read only mode Checkout and Edit if you want to edit the document The document will be opened in the appropriate application in Microsoft Word for example After editing it you will have to check it back in Cancel if you want to cancel the process 54 11 3 11 3 1 11 Working with documents User Manual doculife Desktop Checking documents out and back in How do you work with documents in the DMS If you want to edit a document you will first have to check it out The purpose of checking out documents is to ensure that a document cannot be edited by more than
178. sktop integrates seamlessly into MS Outlook and also features an add in for MS Office applications This ensures that DMS functionalities will be available in your existing work environment without the need for cumbersome interfaces and without forcing you to switch between programs You will be able to access your e mail communications the docu ments you currently have open and the contents stored in doculife all at the same time The Microsoft integration feature is designed to enable you to do the following from MS Out look and MS Office Dragging and dropping e mails and documents to the system in order to add them Searching for documents stored in the system Initiating document editing and creating new document versions Storing e mail attachments either together with the e mail or separately from it all in one step regardless of the option chosen the system will remember that the attach ments and the e mail correspond to each other Directly sending documents from the system by e mail in the form of attachments or links 7 1 User Manual doculife Desktop 7 Getting started with doculife Desktop 19 Getting started with doculife Desktop Overview doculife Desktop is seamlessly integrated into your suite of Microsoft Office products Everything revolves around the add in for Outlook which puts all of doculife Desktop s func tions at your disposal In addition doculife Desktop s Office integration
179. ss 22 2 26 Search template 102 My Documents 26 Search tips 2 220222 95 96 My Recent With wildcards 95 Opening 2 000 40 Search result What is the My Recent list 40 Exporting 2 22 22 2 101 My Recent list 10 16 eee eee ee 100 Clearing 22 2 41 Search results My Workplace 26 Overview 22 22 22 99 Searches N Manage 2 eeeeeeee 167 a send to Navigation bar 37 Email Recipient as Weblink 49 68 Network settings 176 Favourites 39 File as link 47 66 122 O File or Folder 47 Office add in 23 87 90 Sending as an e mail attach Office integration 22 0 ee weet ee eeeeeeee 67 Online help oaaao 90 Sending as an e mail Outlook add in a an 21 22 UIC E 48 68 121 Zip archive 47 P Send to Clipboard as Weblink 48 Personal search template Sending as an e mail GreatNG sssitcmotcdevensntenensits 102 Attachment 2 2 2 0 67 Properties 02 2 45 64 Link 2 2 2 48 68 E OO aE 65 Settings Viewing 2 222 222 22 65 Advanced 22 22 183 Publish 89 Common
180. ss provided one has been set up Important Before you can receive e mails using your inbox the inbox must be ena bled for receiving e mails and your doculife e mail address needs to be set up See Set tings Inbox The following can also be stored in your workplace 7 5 4 7 9 9 User Manual doculife Desktop 7 Getting started with doculife Desktop 27 Links to files on which you are working at the moment please refer to the Add to my workplace section Links to a group inbox T T When you click on the Home Ta icon either Your workplace s contents will be shown and the results for a search will be reset or Asearch will be run provided you have configured the program to do this please refer to the Customizing settings General information Default search section 3 File pane The file pane will either show the search results for the files that have been found or the file in which you are currently working The number of files will be shown in parentheses Searchresults for project 2 Project T Project Organization To open a file simply double click on it The file s contents will be shown in the document pane 4 Document pane The document pane will either show the search results for all documents files and e mails found or the contents of the current file the current register if you are navigating within a file If you run a full text search the term
181. starting At this point you can enable an option that will ensure that the account you last used will always be used automatically so that this dialog box will be skip ped the next time you start the program Choose a starting account re You can select recent account or select from a list Lisa Maler Last used account Always use recent account on Desktop Client startup Hald the Ctr Key during program start to show this selection again In this case Yes option enabled will be stored as the answer under Answered Questions You can click on Remove all Remove to reset saved options For example doing so in this example would make the program show the Account selection dialog box the next time the user logs in Answered Questions Remove all Remove Application data Reset application data If you run into errors you can use this function to reset all the customized settings that you have configured in doculife Desktop This will include not only all settings but also a user s favourites and most recently used items files and documents will be unaffected 29 2 29 2 1 29 2 2 User Manual doculife Desktop 29 Configuring settings 161 After running this function you will need to log in to doculife Desktop with your information once again Synchronization Overview The following sections go over the various options Common O Synchronization and integration settings Synchronization Lisa M
182. t in the search box and select the New command 2 Select the search that you will use as a basis All Documents Data Files and E Mails for example The search template will appear Click on the wv New line icon to add a new search line Select a search criterion from the choice list Document properties will be identified with D file properties with M Example To search for all the manuals created by John Doe you will need to use the Created by D search option and manual as a search criterion User Manual doculife Desktop 15 Optimizing searches 103 al led Show type All Documents Max Results 50 Fulltext capabilities Show Summaries All search results mi manual Created by D Description Af Anuas Following fields are used for quick search Click on Search to test the search The search will be run and the dialog box will remain open If necessary you can fine tune your search as required Click on the zd Save as icon if you want to save the search Enter a name and if you want a description If you move your cursor over the search later on the program will show the description as a tool tip in the selection window same Manuals All Manuals Click on OK You have now saved your new search template Close the dialog box with the Close icon The new search template will be added to the search choice list To change the order go to Setti
183. ta _ _ 02 lie ce cece cc ccc e cece ence cece eeeeeeees 176 29 9 1 OvervieW esse ee ee ea eee ees ates eee eee s cues ceed 176 29 9 2 Cache settingS 220 c0cccsGccesteanncdeveecdudons tenseteusddewesuxeeamocweecens 176 29 9 3 Manual cleanup lt 5 u2cdewoeeeawetudusnu eeasensbsckiae badwadenewluwnapacbwdees es 177 20 WOOK co5sec cen sen teen teete goee ee eeteteaseseseecesaehoeeeevees cbcmhesececeeadees tases 177 POAOM WEINI oere cabs dada ceiun EERE 177 29102 AUd ree ps soot eas se oe oak poh E ee a eee E EEEE SS 178 POWs TREOMMOV Goo te ca ceccceu a wieder san bau ee aa Ga bane neo cea eekeex 179 29 10 4 E mail settingS _ 2 lle cece ccc cece eee e ec eeeceeeees 180 29 11 Advanced 2 eed kb ece bite bieeceseeesvadebedocedcedeecedhidGosesleedeueesecdcedsicedeetax 183 ZOATA OVEWIOW cccc bse ce ese aaa aoaaa res cecie dee cuesleuenscau ewes ouewectesaeesence 183 DOA Ne WNOICC ISIS gcc orcas oo otare castes eae a Gee ea eg deena ees 183 29 11 35 Reminders s cccb ccs ceecdeconwededwidacesoaicedbadadhudnad bbncawegecideseeue deh 184 29 11 4 Import 02 22 lee ccc cece eee eee eee eee eee eeeeeeeee 184 DOs ENS Seep es a eee ee eee eee see lees 185 29 11 60 DWIAGMOSUCS once co cee ahr oe teas hoe se ene ease eh ase 185 29 11 7 Confirmations _ 2 22 ll eee cece cece cece oaaao 185 29 1180 SEAC t2ciece esate cote gee eee oe E A a 185 ZONA RICH TOOITID i222 cee oc eeicec cd ieeee sec ectenes sere ceteteeeessenucemececc
184. ta protection officer is done reviewing the document they forward it to the admin group for storage mr SE at U G X F Se aden Non Disclosure Data Protection Project i Admin Agreement 3 Officer Manager Please note When a document is forwarded it is moved from its current storage location to the relevant inbox Files and registers cannot be forwarded You can use the Follow Up function to see the workflow through which the document has already gone as well as any instructions specified for the document 11 16 2 Forwarding documents You can forward documents to individual users or user groups inboxes personal inboxes or group inboxes 1 Right click on the document and then click on Forward Advanced The Forward documents dialog box will appear User Manual doculife Desktop 11 Working with documents 15 Forward document bo cher user and define recunng tek eps Follow up processed tak steps pi s Derana Lizi l w Foneard infamation Stele Q Tha Faad on TMI AA ae T ji _ Shore tor him usage 2 First specify the user 1 to whom you want to forward the document Click on the button to search for a user or group Select users groups Name Lisa C Users and groups Users Groups Search results Login Name Description BE lisa Maier If there is a user or group that you us
185. tachments Adding a computer file as an attachment You can add any document from the filesystem as an attachment 1 Right click on the document and then click on New Attachment and Attach File Windows File Explorer will open 2 Select the computer file you want from the filesystem and click on OK Adding a text note as an attachment You can add a text note the results from an agreement reached on the phone for example as an attachment directly in the DMS 1 Right click on the document and then click on New Attachment and Text Note A text editor will open 2 Enterthe note s title and content You can use the usual text formatting functions e g bold italics when typing your note 140 24 2 3 24 Attachments supplementing documents User Manual doculife Desktop Tet Note E Note from 14 01 2015 11 05 Once the order is received and completed you will receive email notification of the date of shipping and the total amount C Jones 3 Click on OK Adding an audio note as an attachment If you want you can record an audio note for the document directly in the DMS for example to record a dictation so that a document can be finished Important Before recording make sure to activate your laptop s microphone or connect your headset 1 Right click on the document and then click on New Attachment and Audio Note An
186. te paha laced dos ceas Ie opido all amlas sairo ad p Dadio Ceni oto mis dala Fee appini cas 29 1 2 Language and integration features Language Used to select a language for the doculife Desktop user interface The new language will not be enabled until after the program is restarted Available options Use system language Uses the operating system s language This is the default setting German English French 158 29 1 3 29 Configuring settings User Manual doculife Desktop Italian Turkish Please note The languages that are available will depend on the configuration being used Use online help as a primary resource If you enable this option the online help pages will be loaded from the server default setting This will ensure that you will always be using the latest version of the online help function If the option is disabled the program will use the local copy of the online help pages Configure Microsoft Office Integration Used to enable disable doculife Desktop integration into Microsoft Office Accessibility options None default setting For users with vision impairments Enables the accessibility options for users with vision impairments Default view in document panel Hitlist when searching for documents Defines the default view for search results when running a document search Available options Presetting The template s presetting will be used Thi
187. te that you will only be able to open a link if you have the necessary access per missions for the item Double click on the link in the e mail ilnk file Depending on the item in question and on the configured settings the link will be opened as follows Files will be opened in the background and their contents will be shown in the docu ment pane Registers will be selected in the background in the document pane but will not be opened User Manual doculife Desktop 19 Using links 123 Documents and e mails will be selected in the document pane or the document will be automatically opened if the Open item when link is opened option is enabled in the settings In this case a prompt will appear asking whether you want to open the document for reading only or whether it should be checked out so that you can edit it 124 20 20 1 20 2 20 Scanning documents User Manual doculife Desktop Scanning documents Overview You can use the Outlook add in s scanning function to scan paper documents to the DMS using your workstation After being scanned the documents will be compressed encrypted and transferred for auto matic full text recognition processing OCR via HTTPS Empty unnecessary back pages will be automatically detected and deleted before the document is added to the DMS as a PDF The program supports all commercially available document scanners with an automatic docu ment feeder as w
188. tered search results only show the lines that meet the spe cified criteria while the search results that you do not want to be shown will be hidden In addition to this you can apply more than one filter to search results by using the various columns available These filters are additive meaning that each additional filter will apply to the results from the previous one and the subset of data being shown will be limited even fur ther The example below shows the results of a document search being filtered by document type and name Example Filtering PDF files so that only those with vitosol in their name willbe shown Produktorospekt vitosol oct Vitosol Resource Planning pat Viewing filters You can use filters for your workplace including the file pane 1 and the document pane 2 independently of each other 110 16 3 16 Working with filters User Manual doculife Desktop File Settings Help wr Favorites t gt a E My Library 4 Project E Requirements Timetable 4 Team Library iW Presentations Presentations T Team Meetings Modified on this computer 1 My Documents My recently scanned documents Recycle Bin Tasks Kurzprospekt vitosol 20 F 300 F pat Produktorospekt vitosal pd AHF Under Examinati A013 1002 003 1 1 pat 1 Inthe pane you want click on the Customize document view icon 2 Select Show filters or Show filters always if you want the filter to be shown always
189. that saving login information is allowed by your company s security policies before doing so Using mobile devices Mobile devices are more vulnerable to malware and spyware attacks Users are responsible for the security of their own devices Attention Risk posed by unauthorized data mining and access Make sure to only load apps from trustworthy sources on your device Use appropriate soft ware designed to protect you from spyware and similar attacks 14 4 Installation requirements User Manual doculife Desktop a Installation requirements Supported operating systems Windows 8 1 Windows 8 Windows 7 Professional Windows Vista Windows XP Hardware system requirements PC with at least 1 8GHz CPU 2 GB RAM 500 MB of available disk space Windows Surface Professional 2 and higher Supported Microsoft Office versions doculife Desktop Suite Microsoft Office 2003 2007 2010 2013 Office 365 Requirements doculife Desktop Suite The following components are required for the doculife Desktop Suite Microsoft Net Framework 3 5 SP1 Visual C Runtime Library only if the scan option is installed default If you do not have these components on the computer where the software will be installed they will be installed automatically User Manual doculife Desktop 5 What s new 15 What s new Discover the new features in doculife Desktop Version 5 6 This section provides a Summar
190. the DMS Overwrite document Overwrites the version on the server with the changes you have made Discard local document changes Discards the changes you have made to the document only stored locally up to this point 28 28 1 28 2 User Manual doculife Desktop 28 Reporting errors 155 Reporting errors What is an error report When an error occurs you will get an error message You can save the relevant information as an error report also referred to as a bug report in a ZIP file and then send the file to IT Sup port by e mail This ZIP file will contain all the settings and log files that IT Support needs in order to analyze the problem Figure Error message X General problem occurred Operation cannot be completed Ea Reporter OK Generating an error report If you get an error message you can immediately generate an error report containing the required information and forward it to IT Support later on for analysis 1 Click on the Report error button If you want to see additional details regarding the error message click on the gt gt button 2 Enter an informative description enable the Make Screenshot option and click on Run Diagnostics Important When you enable the Make Screenshot option an image of your screen will be generated and attached to the error report The Desktop Diagnostics dialog box will appear and show the location and filename of the zip f
191. the access permissions that apply to the file will apply to the register as well Access Inherit from parent Inherit from parent Standard Public Confidential To view or edit the file s properties click on Advancedon the top right and then click on Dossier Properties Advanced Click on OK The register will be created and will be shown in the document pane Opening a file register P Double click on the file or register you want The file s the register s contents will be shown in the document pane Deleting a file register You can delete selected files and registers The files and registers will be deleted and the documents computer files and e mails stored in them will be moved to the recycle bin and kept there until you permanently delete them Links will be irrevocably permanently deleted Please note Whether or not the recycle bin is available will depend on the configuration being used If it is not available the items will be permanently deleted 1 Select the item you want to delete To select multiple items hold down the CTRL key as you click on them Right click and then click on the X Remove option in the context menu or press the DELETE key 10 5 10 6 10 7 User Manual doculife Desktop 10 Working with files and registers 45 3 Click on Yes in the prompt that appears The selected Folders will permanently be deleted Do you wantto continue this operation
192. tly if only one has been found If a search returns one single file only and this option is enabled the program will auto matically open the file and show its contents in the document pane Rich ToolTip Select the level of document data displayed as additional information tooltip Additional information will be shown as a tooltip when you move your cursor over a document in the search results for example You can use this slider to select the level of detail for this additional information 186 29 Configuring settings User Manual doculife Desktop Off No additional information will be shown Basic Additional information will be shown as soon as you move the cursor over an object This is the default setting Detailed Additional information with a thumbnail will be shown as soon as you move the cursor over an object Select the displaying speed of additional information You can use this slider to select the delay before a tooltip is shown Immediately The tooltip will be shown immediately as soon as you move the cursor over an object Delayed The tooltip will be shown after a delay This is the default setting Later The tooltip will be shown later on Much later The tooltip will be shown much later on 30 30 1 30 2 User Manual doculife Desktop 30 Archiving files and documents optional 187 Archiving files and documents optional What is the purpose of archiving You can archive files and doc
193. tly scanned documents Recycle Bin Tasks 23 23 1 23 2 User Manual doculife Desktop 23 All versions of adocument at a glance 135 All versions of a document at a glance What are versions When you check in a document in the DMS a new version will be automatically created for the document To view all versions and restore one if necessary use the version history func tionality The program features a version history functionality that is used to log all changes to a docu ment in a detailed manner and that makes it possible to track who changed a specific docu ment and when By using this functionality you can easily keep track of all the versions of a document without any of them getting lost In addition it eliminates the extra effort associated with sear ching for the right version since you will always be working with each document s latest ver sion automatically At the same time you can use the functionality to access an older version at any time Figure Document versions General Security Versions Attachments Follow Up Previous versions come from checking in a new version of a document a Version Created Created by 16 06 2014 13 57 Lisa Maier 17 06 201407 18 John Doe 17 06 2014 10 42 John Doe 17 06 3014 12 26 John Doe JER BIE GOCUTErE veo fe By restoring a previous version a new version will be created based on the selected previous version The properties will remain
194. ts are grouped together in user groups Users employees are assigned to these groups based on their responsibilities and authorization levels and are assigned permissions data access and editing permissions for their work in the DMS The following user groups will be defined in a doculife standard solution by default Privileged Standard Restricted Guests You can assign files and documents to various confidentiality levels protection categories inthe DMS The following confidentiality levels will be defined in a doculife standard solution by default Confidential For confidential files and documents Standard For day to day business files and documents Public For generally accessible files and documents Only me For files and documents to which only you will have access at first but for which you can unlock access for other users in a targeted manner Important In a doculife standard solution this confidentiality level will only be offered to privileged users How are access permissions managed Access permissions for a specific item file register document will basically depend on the following factors Membership in a group The item s confidentiality level This yields the following permissions matrix 25 Customizing access permissions User Manual doculife Desktop Figure Group permissions for specific confidentiality levels Standard Confidentiality Co
195. uments in order to meet requirements concerning tamper proof long term retention When a file or document is archived all users will lose their editing and deletion permissions for it until the retention period set during archiving elapses In other words users can only have read only access to archived files and documents Please note Once an item is archived it cannot be modified or deleted until the corresponding retention period archiving period elapses Once the archiving period elapses the users with the cor responding permissions can permanently delete the corresponding files and documents Archived objects are identified with a lock icon Figure Archived file G Vitosol 200 F Requirements for archiving In order for a file or document to be archived the following requirements must be met The document being archived must have been checked in The file being archived must not contain any Documents that are still checked out Links to documents stored in a different file When the archiving process Is started the program will automatically check whether these requirements are met If a document is checked out or a file contains documents that have been checked out you will need to fix the conflict first by cancelling the checkout or the archiving process Mean while if a file contains links to documents that are stored in a different file you will have the option of removing the links or replacin
196. ure in it please refer to the Setting up customizing Office integration section FILE HORE INSERT DE SIGH PAGE LAYOUT REFERENCES MAILIHGS REVIEW VIEW Tes kho pil lene b i Hep repone Lice hlne Projest Docurenlahor dune Ali teea E 4 H abat Use ise blat m Jpen Add Park Check Sancel Publish A zul in Uheckeut m PLE fiat a Sgreddn User Manual doculife Desktop 5 What s new Working with encrypted and signed e mails It is now also possible to add encrypted and signed e mails to the DMS please refer to the Working with e mails Adding encrypted and signed e mails section 17 6 What is doculife User Manual doculife Desktop What is doculife doculife is a comprehensive multi tenant solution that enables users to capture manage and retain documents and that is designed to cover a document s entire lifecycle doculife is made up of the following four components 1 Scanning Used to digitize documents Capturing Used to index and categorize digitized data Document management system DMS Used to store and organize documents as well as to retrieve them quickly and in a targeted manner 4 Long term archiving optional Used to store documents in a tamper proof manner doculife s hardware and software components are run centrally in a data centre and are made available to users in the form of a cloud service Microsoft Outlook and Microsoft Office integration doculife De
197. vailable will depend on the con figuration for the tenant If you have any questions please ask your administrator Exporting You can export your library s structure to a computer file so that it can be imported and used by your co workers or by you on a different computer 1 Right click on the library and then click on Export 2 Select a storage location change the filename if you want and click on Save Import You can use the import function to import a co workers library or a library from a different computer In contrast to the Share function the imported library will belong exclusively to you and you will be able to customize and modify it as you wish 1 Right click on an empty area inside the folder view and then click on Import 2 Select the export file npx file and click on Open User Manual doculife Desktop 13 Using the Office add in 87 13 Using the Office add in 13 1 Opening a document from the DMS The function below can be used to open a document from the DMS in a Microsoft Office app lication 1 Inthe doculifeDesktop ribbon click on the Open icon Open The Open dialog box will appear The storage location currently selected in doculife Desktop will be opened 2 Just like with the Outlook add in there are several ways to quickly view the document you want 1 My Favourites and My Recent Select the document from your favourites or from your My Recent list 2 My
198. vccccdacsekcusdeues cuwawSuaus cause aleuecd ane tedeselcieewwabeuedeeueses 62 Full text recognition on dragged and dropped files __ _ 22 222222 e eee 63 Properties a6 dc utnden gence anc den seeneddedeutedendducnneenectetuswauseleaueadeondeecudeduoas 64 11 111 Whatisa properly o c ts coed ee cath euendecsdecudekudinesecusebotdcnwentaen 64 11 11 2 Viewing properties 2 20 c ee cece cee cece eee eeeceeceeceeee 65 11 11 3 Editing properties _ 0 22 eee eee cece eee eeeees 65 Saving externally 0 222 ccc cece cee ec cee cece cece eee eeeeeeees 65 11 12 1 Saving in the filesystem 0 0 00200 l lee eee eee ee 65 W122 Savingasalink c cccccdscncdeeecceseessctiesdadasdeenceseacpeetescuveceedcaass 66 Sending by e mail _ 22 ee ccc cc ce ee eee eee e eee ee eeeeceeeeeees 67 TTASA Asan attachment seco cots Get cneakcsuecunid eu sbbedeeecesredsettecabaascseees 67 TAS gt G Ga a Om PE ae EE oo 68 TUG SAS aA WOU cose odes ease aassccuseescraeese EErEE EROE DEGE 68 Links to documents 2 22 o eee e cece cc eee eee ooa aaoo cece cece ceeceeeeeeees 69 Wels Whatisalink eee agus ect oesetanuaeceuaseseacadoules sone cawossaut 69 1114 2 Creating links 2 ccdccsccccuewcccsecectedctdettene bbbceddecenccccsdusedscusesssent 69 11 14 3 Deleting alink lel ccc cee ec e ccc e ccc eeceecceeecees 70 Importing documents computer files __ 22 22 o 2 eee ee cece cece eee eeeeee 70 11 15 1
199. whether there are any new tem plates on the server and load them This is the recommended setting Always The program will always check all the settings on the server This may take a few minutes Manual The program will not check whether there are any new updates on the server If you select this option updates will have to be carried out manually Recommended for experienced users only Display and manage add ins This list shows the add ins that have been installed To install an add in click on Install Add In and select the add in in the Windows File Explo rer add in zip folder To uninstall an add in right click on it and then click on Uninstall you will only be able to do this if you have the required permissions Please note Add ins should be installed and uninstalled only after consulting with your administrator Network Overview The following sections go over the various options 176 29 Configuring settings User Manual doculife Desktop Common a Customize network settings Synchronization jes Maier Profiles Solution Management Proxy settings Searches Use direct connection or proxy server without authentification Organize Favorites _ Use system proxy settings the same as Intemet Explorer System Configuration Network Manage Cached Data Inbox Advanced 29 8 2 Proxy settings Settings used for authentication when the Internet connection is established using a proxy
200. x A Access permissions Denying 2 2222 148 Granting 2 147 Revoking 2 149 Showing group members 146 Viewing 22 145 Accessibility 2 00000000000000 21 Account Adding acca gcnscautesoeeegosiccce 163 Deleting 2 22 22222 165 Locking Unlocking 28 Modify 22 2222222 164 Archiving 187 188 Item ooo eee 188 Requirements 187 Attachment _ 22 2 222 2 139 Audio note 140 Computer file _ 139 Deleting 2 22 22222 141 Printing saving the attach ment overview 142 Showing 141 Text note 22 2 22 139 C Cancelling a search 98 Checked out documents VieWINg 2 22 56 Checking documents out and back in 2 2 2 2222 54 55 Checking out Cancelling 06 88 Manually 2 56 When opening 55 Checking out a document manu ally ooaaaaaanaaaaa0aaaanni 56 Checks for open tasks 159 Copying a file structure 50 Creating a new default search 102 Cross reference Creating 22 2 151 Viewing cross referenced files 152 What is across reference 150 D De Mail integration 162 Default view _
201. y of the most important changes and new features Accessibility options doculife Desktop has been developed with accessibility in mind and can also be used by peo ple with visual or motor impairments In order to do so the corresponding accessibility opti ons need to be enabled please refer to the Accessibility section Common 33 Adjust general settings Synchronization Lisa Maier Profiles Language and integration features Solution Management Searches Language English English y Organize Favorites Note Changing the language only appear after the restart of t System Configuration Use online help as a primary resource Network Configure Microsoft Office Integration Manage Cached Data Inbox Advanced Default view in document panel Full text recognition on dragged and dropped files optional This function is an extension of the conventional scanning function and makes it possible to run full text recognition on a variety of file formats when they are imported into the DMS nor mally full text recognition would only be run when using conventional physical scanning Please refer to the Full text recognition on dragged and dropped files section some documents do not contain text information Do you wantto send them to the OCR process This process may take a several minutes All documents will be assign to their destination folders after processing Meanwhile you can continue your w
202. y created e mails will be available for selection as will be all the ones for which you clicked on Reply As New Email as Resource Planning To Stern Christina J Resource Availability To Stern Sebastian Links to documents What is a link If you want to store a document in multiple locations without having the document be saved multiple times in the DMS you can simply store it in the form of a link commonly referred to as a shortcut as well The document being linked will remain in its original storage location If you paste a link in a new file the permissions that apply to the corresponding document will still be the permissions for its original storage location When you search for a document only the original document will be shown in the search results in other words links to it will not be shown The reason for this is that it prevents search results from becoming bloated due to links If you delete the original document all links to the document will be deleted as well This ensures consistency throughout the entire system Creating links You can paste a document to a different file or register in the form of a link Shortcut 70 11 Working with documents User Manual doculife Desktop 1 Right click on the document you want and then click on Copy or use the CTRL C shortcut 2 Goto the target location right click and then click on Paste Shortcut Important If you paste the
203. y disk Modified on this computer and or yellow triangle with version conflict icons re t Modified on this computer Name Document Title B KYOTO O12 1 i DH Requirements docx Fixing version conflicts If the system detects a version conflict it will offer options for fixing the conflict when the cor responding document is opened at the latest If necessary however you can start the pro cess manually before that 1 Either right click on the document and then click on Resolve Version Conflict or double click on the document The Newer document version found dialog box will appear 154 27 Document processing conflicts User Manual doculife Desktop Your checkout was cancelled The document is currently not checked out by another user Choose one of these options below to resolve the version conflict Force checkin document Reservate the document on server again and checkin your changes Save to file system Save document to file system Document ts not checked in Add as new document Add your changes as new document in DMS Discard local document changes You will loose all changes made to this document rE Verion Comment m 2 Select one of the following options Save to file system Saves the document as a computer file in the Windows file system The changes you have made will not be checked in Add as new document Saves the changes as a new document in

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