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Administration Manual Desktopsuite 5.6

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1. You are adding management information to an existing user account select the account and click on Management 24 8 Managing users Administration manual doculife Desktop A Reopens rari pen Creche Users and Groups onpanie Access mghts and danchwam Inns raps bis ee Ekra Lona Neme UserType Description Maged d E en il a ustehmanf ull Lis PEs to Tm ns Merete am PaSA Lesciweie Logn data C Show flac techrennl user and genie Tram salaried Evil 2 Inthe window that appears enter the name of the user or user group that will manage the user 3 Click on Search The user user group will be shown 4 Select the user user group and confirm your selection by clicking on OK Sealed users groups Name Adminssalze Users and groups Users Groups Search results es Login hams Das caption PRS Administrator Show alao techrucel users and groups 5 Continue with the user creation process or click on Apply to confirm the changes you have made and close the Usersmanagement window by clicking on OK 8 6 Managing users 8 6 1 Resetting passwords If a user forgets their password you can use this function to provide the user with a new tem porary password To do so follow the steps below 1 Open the Usersmanagement screen by clicking on Settings System Configuration User Management 2 Select the Users radio button Enter the user s
2. anne nn nun nun cee eee eee 24 8 6 2 Changing the groups for a user _ 0 oe ee cee cee cece cee eceees 26 8 6 3 Sharing scanning activation files _ 22 22 l 2 lee eee eee eee eee eee 2 8 6 4 Providing an additional user account for a user 2 2222 220 0220 28 8 6 5 Editing user information 2 00 2222 eee cece cee cee cece eens 30 Closing a user account _ 0 2 2 cc ee ec eee cece e cece cece noonoo nonnen 31 8 7 1 When to close an account oo ee eee cece cee nun 31 8 7 2 Deactivating a user account onen nennen en nennen 31 8 7 3 Reactivating a user account l a onen nennen en n en nennnennenn 33 8 7 4 Deleting a user account 2 0 oe eee ec eee eee cece ce eeceeeceeees 34 Overview of technical users _ __ 02 222 ieee eee ce cee cee eee eee e cece eeceeeceees 35 Displaying technical users _ 2 222 eee eee ee ee cee eee eee eee 36 Managing groups 2 2 02 o cece cece ce eee cee cee cee cece eee eeeeeeeeee 37 OVEIVIEW _ _ 2 eee cece ee cee cee ec cece cee eee nec ee ee cee ence een eceeeeeeeeeeees 37 Adding auser GROW sce ce cue suis each daer A a SANE 37 Showing the members of a group eee cee cee ec ee ec eee cece ce eeceeeceeee 40 Displaying group memberships _ 2 20 2 eee eee eee ccc cee cece eee cece eeeeeeees 40 Groups used to provide access permiSSIONS __ 2 2 eee eee eee eee eee eee eeee 41 Table
3. Us erence nreri Creole Leara am Genese Organe eas be on eet hiris i Users Rd Graupe MHusernam Fa a hama user Type nan Manage hy i Aria Paiste Mar Misema Full Lia hmlensini rimema Fasaani Fandierile Dskete Logie det Manage C Siew man tar isara Ann graupe 1 am salentar 3 You will be able to make the changes you want in the next window 8 7 8 7 1 8 7 2 Administration manual doculife Desktop 8 Managing users 31 Change user properties Change user properties User Type Full User y Login Mustermann Name Max Mustermann Description e g Email address mustermann mustermann com Managed by 4 Toconfirm your changes click on OK Closing a user account When to close an account Close a user account When a user leaves the organization in an organized fashion After the user s tasks and documents are transferred to their successor Immediately as soon as you become aware of a user leaving due to unforeseeable cir cumstances Immediately whenever there is an imminent danger situation related to the user Deactivating a user account Please note Before deactivating a user account check to make sure that every single step required in order to prepare for deactivating the account has been completed Before deactivating the user account take control of the account and monitor the whole process Remove the user from
4. Ji e BE j a Ja a io T S a E Si 11 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 Administration manual Desktop Table of contents ill Table of contents 3 1 3 2 3 3 5 1 5 2 5 3 5 4 5 5 6 1 6 2 6 3 6 4 7 1 7 2 7 3 7A 8 1 8 2 8 3 8 4 8 5 8 6 8 8 8 8 9 9 1 9 2 9 3 9 4 9 5 MEO CGO 2 nee ea nee 5 Formatting and layout used throughout this documentation 6 General security information _ 2 2 222 22 cece eee eee eee ee cece eeeeeees 7 Anti virus protection 22220 oounune ccc cee ec cece eee cece ence ccc eeeeccceeees T Saving passwordS Arash nen ee T Using mobile devices ee cee ccc ec cee nec cece cece ccc eneccceeccceneceees T Administrator tasks 222020oouoeeeeeeasnsnnnnnennnnnnnnnennennennnenn 8 Terms and definitions _ 2 2 22 2202 cece eee ee eee eee e eee ceeceeeeeees 9 WEI ee es oe Be ee eee er ee 9 SOHUUOTE ss ne soe ee once ee ee ee eee at eee eee 9 OS a os ee ee eee ee nee esse 10 R
5. Follow the steps below to get an overview of the inboxes that are available and the inboxes that are in use 1 Click on the Settings menu option and then on Inbox The following screen will show the inboxes to which you the administrator have access Your personal inbox will be named Inbox 2 Click on Add Cort Iribe Management z Arlministreion Swrichromsalian aa Profiles Inbesageess Solution Management Searches Add nn Gani FEUER Kar E Meil Adiles Sester Confguration Hair Network Manage Cached Drala Email enice Messages Advanced 3 Enter the name of the user or user group you want into the Group User field and click on Search 11 4 2 Administration manual doculife Desktop 11 Inboxes 53 Add Group User Inbox Create a Group User Inbox or add an existing Group User Inbox to your workplace Group User Groups Users Name Information Law Privilegierte B Law Standard Benu Lisa Meier Max Mustermann The relevant user and user group inboxes will be shown in the bottom pane a group inboxes will be displayed as follows Grey Disabled inbox Black Enabled inbox Personal inboxes will be displayed as follows Grey After the user is created but only until the user logs in for the first time Black Black font colour afterwards 4 If you select an inbox and close the dialog box by clicking on OK the inbox will be added to your Inbox Management
6. Go to Settings Inbox Settings and disable the option allowing the inbox to receive e mails Disable the option allowing the inbox to be used for external forwarding Empty the list of whitelisted forwarding and sender addresses Go to Settings Inbox Settings and delete all the group inboxes to which the user had access Close the user account log in as an administrator and open the Usersmanagement screen Call up the user s account and remove it from all groups Click on Deactivate 2 ree eee el Tele Lars enni Camia a eas miile orl iaaa ME ie i 27 Users 2 Graups Mussmann Show rain Kama Lew Ty ps Dasa pir Hamasi by l Si B kekemasan Mas Musermanm False nmeenmzannakalemenn com In the prompt that appears click on OK Do You want to deactivate the selected user Click on Apply to confirm the changes you have made and close the User Man agement and Settings screens by clicking on OK The user will be shown as being deactivated the next time the Usersmanagement Administration manual doculife Desktop 8 Managing users 33 screen is opened Larsmanmprament Orosbo Users and Groups argan zce access nght and deachwatbe aging Lo Graygis Akalari Sha Login Mame UserType Descroben at el Fiss Mias mann LETT ite E EE E HAL ale h ui ie a i MEGHAN al a mi a Mn cn MH m a Please note Once you deactivate the user account it will no longer be possible to access their
7. gt are not permitted in group names Add code letter R for user groups at the end of the name Complete Name The group s display name in doculife Description Optional Managed by Management information optional Close the dialog box by clicking OK To assign data access and editing permissions to the group select the group and then enter the name of the group to which you want to add the original group into the lower search box It is not necessary to enter the whole name l e entering part of it will be enough When you do this all groups with a name containing the text you entered will be shown To have the program also show technical groups enable the Show also technical users and groups option Please note If you enable this option business groups and technical groups will both be shown together In the Groups pane on the bottom right select the user group s to which you want to add the group Then click on the left arrow icon to add the group s to the Member of groups pane Click on Apply to confirm your selection Administration manual doculife Desktop 9 Managing groups 39 Benutzer und Gruppen erstellen Renechtiquagsstruaburan crganisieren und Zug nge deskinieren Bere Ii Gruppen EirspF Kanu Mae Reana hinn eran Ping irh MEuchhateng4 Cuchhaiung M gicdorccrAboiung Duchabing Sdministater al Auch technische Benutzer und Gruppen anzeigen Mitglied in Gruppen Kenning ame bes
8. 8 3 8 4 8 5 8 Managing users User types Administration manual doculife Desktop Whenever you create a user you will have to assign him or her to a user type The table below shows all available user types Full user Full user amp mobile Web user Web user amp mobile Web user read only Web user read only amp mobile Infrequent user Infrequent user amp mobile Infrequent user read only Infrequent user read only amp mobile Self service user Self service user User who accesses the program using Desktop User who accesses the program using Desktop and the mobile client User who only accesses the program using WebClient User who accesses the program using WebClient and the mobile client User who accesses the program using WebClient but with read permissions only User who accesses the program using WebClient and the mobile client but with read permissions only User who accesses doculife only occasionally User who uses the mobile client to access doculife only occa sionally User who accesses doculife only occasionally and with read per missions only User who uses the mobile client to access doculife only occa sionally and with read permissions only User who is only allowed to use the self service mode User who is also allowed to use the self service mode on the mobile client Important When selecting a user type keep the licenses available to you in mind
9. can be grouped together and stored in a file and its registers Documents can be stored in files either without a specific structure or following a specific storage structure In fact registers can be used to create as many hierarchical storage struc tures as necessary in a file Files have index fields which can be used to store index values metadata that describe the files Files can be assigned to a variety of file types Each file type has a series of custom index fields that depend on the intended use of the corresponding file within the business Any number of file types can be used in a solution Register Registers subfolders are used to subdivide files in order to store documents that logically belong together in terms of format and or content in their own separate location In addition registers can contain their own registers Registers have index fields that can be used to store index values metadata describing the corresponding register Registers can be assigned to various register types Each register type has a series of cus tom index fields that depend on the register s intended use Any number of register types can be used in a solution Document A document is an individual information object stored for a specific doculife tenant doculife supports both digitized objects and objects originally created in an electronic format Documents have index fields that can be used to store index values metad
10. DE Mandanten HM Memo ba alarm moculia Gaskto Acplcabona mCurad EiSE_M andanben _ MMS YDemo_buel amp drmn dorure Deskio Appala Frust U36_Mancantes_MBIS Demo_boeAdrun_toculla Deski rplieahena murah DME Mandanten VAIS Oemo brelcrun_cocuife Deskin Spplcabena imeua 0 36 Mandanten_ VAIS Oemo_boelAdmin_ doculie Deski Search engere Concegabeancn DE Mandantes_ MBS emo bisama Jocus Deska Sauri sani oursaSacunhySseanne PAAS Mandanten VMMSiQeamo boalAcmmn coculia Daska install Adii Templates and User Management Current profile Thename of the tenant 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 Synchronize to Server Function for manually updating all templates and choice lists 12 6 Open System Configuration Administration manual doculife Desktop Please note It is recommended to have the program run updates automatically and to manually syn chronize the templates and choice lists only when necessary User Management Opens the menu for managing users and groups Share scanning activation Generates the scanning key required in order to activate the direct scanning integration fea ture Editing choice lists Opens the dialog box used to edit choice lists Thesaurus Management Opens a dialog box that can be used to edit and manage the thesaur
11. Manatak i er Dana ie BETTER Micra Ojcem nsnsi iensen Idea Donn Isereaussunun Keen i eee ACET EE ET A e terse yon BERT Diara Flir Frolsk Bernie fienseimard Iranti irendi 3 To leave the dialog box click on Save to confirm your changes 4 To leave the dialog box click on Close and then close the Settings dialog box by click ing on OK 13 4 4 Adding index values Values internal system values must be unique within their choice list Special characters lt gt are not permitted in these names Before editing a choice list make sure to become familiarized with the system being used for the corresponding values it is recom mended to keep using the same system Moreover before entering a value make sure that it is not being used already Please note Please note For more information on the system and values used please refer to the description for your solution To add an index value to a choice list follow the steps below 1 Select the following as the starting point Thename of the choice list in the All ChoiceLists pane if the list is a single level choice list The node to which you want to add the index value in the Values to select pane if the choice list is a cascaded choice list 13 4 5 13 Solution administration Administration manual doculife Desktop Wekucs bo Schi wakue io edit Pusat Genera Dosar Ore sc rk WML ik ehr i Asse amar Gere yO a
12. T Paiste Ail en klemar Fil Jaki Fide Bee E A TTS sm Show abo technical users and groups Renner of gnia co Mama Den GeneralPrmileperneieretoerL 4 Gerey Piraji Bewe a HRM A Regine Renul E aa Priania Reuter Genera Prieger Ber Genera Priwilurzere Beni HAM Porsilsgierle Bence ey Pinvila deme Renit ar In the Groups pane on the bottom right select the relevant user group s Then click on the left arrow icon to add the group s to the Member of groups pane Please note When assigning a user to a user group make sure to keep the permissions scheme in mind To find out which user groups are available and what their permissions are please refer to the description for your solution 10 Click on Apply to confirm the changes you have made and close the User Man agement and Settings screens by clicking on OK Ueserzmanagemeni 2 Greabe Lesers and Groups organize acces nights and deacineic Uae Groups EET Login Hame UserType Description f anagad by a Paiste ail Nha Muse Fii lkki SE ERRAINA ium Show sbo technica users and groups Manner of grips ees anne i GenerelP nelegeneSe nutes DL a Gerea Foeil gierteBecwtzeer IL 4 Gene ulPinilsgierteBerwieer IX i HMM iagiateRenulseCl 2E ga Pirilaniete Reier General Pralegdere Der Genera P isileigene Ben HAM Poraitugiene BeinizH aay Pinilanieme Renan 22
13. a customized feature set from your solution vendor Customizations carried out by you as well as change requests updates and individual solu tions can be made available to all users by using the Save Publish Templates function Saving templates in the filesystem Please note Advanced administrator rights are required in order to be able to save templates in the filesystem Back up your current solution before Editing choice lists Making searches available to other users Modifying templates found in the solution Loading a change request or a custom solution To back up the solution you are currently using follow the steps below 1 Click on Settings System Configuration Click on Save Templates to Filesystem 2 3 Administration manual doculife Desktop 13 Solution administration 59 Common Synchronization Profiles Solution Management Searches Organize Favorites System Configuration Network Manage Cached Data Inbox Email Service Messages Advanced av Templates Management Administrator Templates and User Management Current profile Administrator Published Update from 28 01 2015 13 18 47 Last complete update 15 02 2015 10 44 26 Refresh All User Management Share scanning activation Edit Choicelists Thesaurus Management Configuration Tool Show Configurator in toolbar Save Templates to Filesystem synchronize Templates ig Save Publish Templates Remove publ
14. compressed update package from server 3 Once the process is complete close the System Configuration and Settings win dows by clicking on OK 13 9 Feature set 13 9 1 Feature set overview The feature set for a tenant can be customized as required for your company s specific needs Among other things the layout used for My Workplace and the range of func tionalities in Manage accounts can be configured as necessary Feature sets will be provided by your solution vendor upon request 13 9 2 Adding a feature set Follow the steps below to add a feature set 1 Click on Settings System Configuration Select Add feature set for account 2 Inthe next dialog box search for the location where the feature set idac is stored Select the feature set and click on Open Administration manual doculife Desktop 13 Solution administration 73 EL Demo boe Mandant Search Mandant Organise Mew Tolder Favorites E Desktop amp Downloads p Hecent places E Desktop R We This PC File name Arlvalon Me sadec Open Cancel 3 The configuration will be enabled After enabling the feature set close the System Con figuration and Settings windows by clicking on OK 13 9 3 Feature set Follow the steps below to remove a feature set and restore the corresponding default set tings 1 Click on Settings System Configuration Select Delete feature set for account 2 Inthe prompt that ap
15. required for administrative tasks may not be fully available under certain circumstances If necessary the Administrator user must be added to the following groups so that they will be able to use the corresponding Desktop functions AdvancedTemplatesAdminG Functions for saving templates on the filesystem and synchronizing template changes from the filesystem AdvancedLDAPAdminG Function for deleting users and groups LibaryManagementG Function for sharing libraries Please note If the aforementioned groups are not created automatically when the solution is loaded they will need to be created manually if required Important In order to be able to customize the access permissions for files registers and documents membership in the corresponding user groups will also be required in line with the permissions system Granting management permissions The administrator can grant management permissions for administration functions to other users Todo this the user needs to be added to the relevant groups Granting user management permissions LDAPAdminG Grants permissions for managing all users and groups resetting pass words and sharing scanning activations LDAPBusinessAdminG Grants permissions for creating users and groups man aging assigned users and groups and sharing scanning activations Granting editing permissions for choice lists 80 15 Administration rights Administration manual d
16. templates section of the user manual for doculife Desktop 2 Select the option Available for all led el Show type AN Dossiers Nele Max Results 20 Vescnpbon Arber Following fields are wed for quick search Meene ML Kennan HT Reference Mil Te A0 3 Save the search template using the name you want to use in order to make the template available to all users e g file number search 13 4 13 4 1 13 4 2 Administration manual doculife Desktop 13 Solution administration 61 Choice lists Overview Choice lists make it possible to provide users with selectable entries for file register and document index fields Values not included in a choice list cannot be entered into the index field associated with the choice list Choice lists can either be simple single level choice lists or cascaded multi level choice lists Areal House Flat Job Construction Owner Buyer Renter u gt elect nothing Project ENTE TEEN Building linear _ Building2 Building3 Building4 Building5 Building6 Building7 Building Building9 B j dir all hierarchic Important When working with cascaded choice lists please note that nodes cannot be selec ted as index values Please note To find out which choice lists are available and the input screens in which they are used please refer to the description for your solution Opening a choice list To open a
17. 1 AS Dosserketeve Has Mustennanr 62d4db di5b 7e89 2055 1F 4clisvbce El a Poth MEQ 0 32 21 AM Opsserksieer Mas Mera DRAJAT OSTEN e eE By default the hit list will show for example the date and name of the event the name of the user who triggered the event the DMS ID the corresponding object name and the old and new index values in an action specific manner Please note To find out what the exact elements in the hit lists will be please refer to the description for your solution If you are interested in custom search templates and hit lists please contact your solution vendor 14 3 Calls for events The following table lists all event calls that can be analyzed for files a ee Dossier Create File created Dossier Delete Request File deletion confirmation prompt Dossier Delete File deleted Dossier PrivilegedUsersUpdate Not available by default Dossier Retrieve File retrieved Dossier SecurityUpdate File access permissions updated Dossier Update File index values changed Dossier Update Property Changed file index values Dossier OwnerUpdate File owner changed The following table lists all event calls that can be analyzed for registers we o Zr Folder Create Register created Register deletion confirmation Folder Delete Request prompt Administration manual doculife Desktop 14 Audit 77 Be oo a Folder Delete Folder Move Folder Retrieve Folder Security Update Folder U pdate Folder Up
18. Calls for events ann ccs sateen ann ehe era ee werden 76 15 Administration rights 2 0200o2002e seen 79 19 1 AJM TOT ee ee ne ee a ep ner 19 15 2 Granting management permissions _ 22 eee cee cee cc ec ce ccc ccc eeeceeecees 79 16 Te gt 81 Administration manual doculife Desktop 1 Introduction 5 Introduction This documentation describes how to manage a doculife tenant with Desktop Version 5 6 It is intended for end user administrators In order to be able to understand this documentation the user must be familiar with the use of doculife and with the user manual for doculife Desktop Please note The administrator functions that are available will depend on the solution being used and the extent of your administrator rights If you have any questions please contact doculife Sup port All the examples and screenshots in this manual are based on the default configuration for doculife and therefore may not be an exact match for your actual setup For additional information on structures metadata the permissions concept and custom ordered parameter configurations please refer to the solution descriptions for the solutions you are using 6 2 Formatting and layout used throughout this documentation Administration manual doculife Desktop 2 Formatting and layout used throughout this documentation This section goes over the most important formatting and layout choices used thro
19. EGEN he se soa ese eda a eae nse testis dae ely ie er ete ie Roe eee eee 10 DOCUMEN nee ee ee ee ee nee een 10 Open System Configuration _ 0 22 2 c cece cece eee cee eee ee eee 11 OVEIVIOW ee wd tee ce hae bees ben bac Je ee eee oe ee dee De Eee 11 Templates and User Management 2 oe ee eee ec ee cece cece cece eeeceeecees 11 Common update sellings 2 00 ee ce ce yew dec ches ineinander essen 13 Display and manage add ins _ 2 eee eee eee 13 Permissions concept _ 02 02 coe eee e eee eee cece eee ee eeceeeeeeeees 14 Overview of the permissions concept 222 ee ee eee ee cee cee cece eee ee 14 Types of access permiSSIONS lee ee ee eee eee eee 15 OS ae ee EEE NE OE GNERSENUNESETERTERESTERHESRSEEENHENEENESEEEEETUEESHEN REN RIPEHEERRUENERREINERAERUSENNN 16 OU gt ce ee ee banat ee edu aeeeseceetaue 16 Managing users 2 22 22 oe eee eee cee cece cee cece eee ceeeeeeeeeeseeeseenes 18 Requirement _ 202 eee eee ec cee ec eee eee eee ee cece eee oaoa onanan 18 PRO GIO IS ONS as Soe ks nde ae es ene ee ee esse wes 18 MISO VOCS asses oe tes oe ee ere oes Soe eased ee ee ne ee Senegal 22 Guidelines for strong passwords 2 ee eee eee ec eee cee ec eee cece eeeceeeceees 22 Assigning management information __ _ 2 22 eee eee eee cece ee eee e eee e ee eeeee 22 WAN AGING USCIS occ rn reese tee a ae a ee ee ner 24 8 6 1 Resetting passwords
20. Guidelines for strong passwords Passwords must meet the following criteria A password must not be blank It must have at least eight characters The password must be made up of at least three different character groups lower case letters uppercase letters numbers symbol characters Especially strong passwords will include characters from all four groups The password must not be one of the last seven passwords used Assigning management information Among the various settings for a user account there is the option of defining a user or user group with management permissions for the account If a user or user group is given man agement permissions for a user account only the Administrator user and the user user group members with the aforementioned management permissions will be able to add the user account to groups To add this management information to a user account follow the steps below Administration manual doculife Desktop 8 Managing users 23 If You are creating anew user click on Select user or group Assign new user Create a new user Full User amp Mobile Mustermann Max Mustermann Description e g Email address mustermann mustermann com Managed by Select user or group Password P2vg 26VG Repetition P2vg 26VGl Strong password Show password characters Guidelines of secure passwords Send login data to user Cancel
21. Management 2 Select the Users radio button Enter the user s name into the search box and click on Show The user you are looking for will be shown 3 Select the user by clicking on them The Member of groups pane below will show the groups to which the user belongs ie Crease Users and Groupa orgerize access ighis and deactivate DS izgr i i Lewy i N Grup Vogler sate Lown ie Hama Usar type Lascnplen Managed be i Musgeermsnm Mas Muster Ful User Rear a RE Lenin date Manage C Sta steno technica usara and groups 1 dam Bekeciod Lon MHernber of groups Groups ih Login a eme Login a Name Deserptian BS GansralPmlagerasandeni Ganar Pralaqierts Hani 4 Enter the name of the group to which you want to add the user into the lower search box It is not necessary to enter the whole name i e entering part of it will be enough When you do this all groups with a name containing the text you entered will be shown In the Groups pane on the bottom right select the relevant user group s Then click on the left arrow icon to add the group s to the Member of groups pane or remove the groups you do not want from the pane by clicking on the right arrow icon Administration manual doculife Desktop 8 Managing users 27 LE cremanapemenit Create Users and Groups organize access rights anc deactvetc mgr Users i Groups Musermann oun 4 Minne Laser Typ Dannin naeh E Muzemann Max kuscmann Full Lites Munste
22. Membership through com ment that explains how they are a member of the group Group General Privilegierte Benutzer DL Name Login Membership through amp Administrator Administrator Direct through General Privilegierte Benutzer DL amp Lisa Meier Meter Direct through General Privilegierte Benutzer DL amp Max Mustermann Mustermann Direct through General Privilegierte Benutzer DL Cose 4 Click on Close to exit the list Displaying group memberships When a user is assigned to a user group or a group is assigned to another group all the per missions defined in the permissions scheme will be assigned to the user to the first user group automatically When a user or user group is assigned to a user group the user the first group will not only become a member of the user group to which it has been assigned direct membership but will also inherit any memberships corresponding to that user group In other words the user user group will also become a member of the groups to which the parent user group belongs indirect membership Please note The user groups to which other user groups are assigned by default Selection when a cus tom solution is activated or loaded should not be altered as the solution s installed for a tenant may stop working properly under certain circumstances To display the groups to which a user or group is assigned follow the steps below 1 Open the User Management screen by clic
23. T yet Gee Ora ae nel J Garama aaa Te J GeremDosisnge0c J Gare snes Geta east Tepes 2 Gece succes er hope Fle era Fidi 3 To leave the dialog box click on Save to confirm your changes To leave the dialog box click on Close Editing and adding nodes Values internal system values must be unique within their choice list Special characters amp lt amp gt are not permitted when naming values Before editing a choice list make sure to become familiarized with the system being used for the corresponding values it is Administration manual doculife Desktop 13 Solution administration 65 recommended to keep using the same system Moreover before entering a value make sure that it is not being used already Please note For more information on the system and values used please refer to the description for your solution You can add new index values to the nodes in a cascading choice list at any time Follow the steps below to add a new index value to a node 1 Inthe All ChoiceLists pane select the name of the choice list you want In the Val ues to select pane select the entry to which you want to add a new level All Sheva tots Valice io select hhii Genra Eose Dao F Oreo J Seco Dormis L A ERR Sabine Cera ins MAT yea ot a dJ Gere Dcume n ips E ee Gere Oe runic bos ites m appa a J harain llozimsri wearde eben Gate Diane al Frujkak Tecan at Gece Uscumea
24. agement permissions for each permission group If a user or user group is given management permissions for a permission group only the Administrator user and the user user group members with the afore mentioned management permissions will be able to add users or groups to the group Technical groups Technical groups provide essential permissions for internal system processes and the groups associated with them 18 8 Managing users Administration manual doculife Desktop 8 Managing users 8 1 Requirement In order for you to be able to manage a tenant s users your account must be associated with the corresponding tenant Please note Only administrators are allowed to manage users The administrator creating and managing users is responsible for documenting their creation and management 8 2 Adding users Follow the steps below to add a new user 1 In Desktop open the Users management screen by clicking on Settings System Con figuration User Management 2 Select the Users radio button and then click on Add Usersmanagement Create Users and Groups organize access rights and deactivate logins _ Groups Login a Name UserType Description Managed by Administration manual doculife Desktop 8 Managing users 19 3 You will be able to enter the new user s information in the dialog box that appears Assign new user Create a new user User Type Full User amp Mobile Login Name Max Musterm
25. all user groups Follow the steps below to deactivate a user account 1 In Desktop open the Users management screen by clicking on Settings System Con figuration User Management 2 Call up the user you want and take control of the user account by resetting its password 3 Log in with the new login information 32 10 11 12 13 14 15 16 8 Managing users Administration manual doculife Desktop Check the contents in the user s personal inbox Forward these contents to the user s replacement if necessary or move them to their final storage location Once you are done empty the recycle bin completely Check whether the user still has documents checked out If possible check these doc uments back in from the user s workstation or cancel the checkout Check whether there are any tasks that have not been completed or that are currently pending under Tasks Find out who will be responsible for completing these tasks Check whether there is any data stored in the My Documents folder If there are any documents in it find out what should be done with them Once you are done empty the folder completely Check the user s recycle bin Find out whether any documents in it are still needed or whether they should be permanently deleted Restore any documents that are still needed and delete all others Once you are done empty the recycle bin completely Remove all links from the users My Workplace and library
26. ann Description e g Email address mustermann mustermann com Managed by Select user or group Password P2vg 26VG Repetition P2vg s26VG Strong password Show password characters Guidelines of secure passwords send login data to user 4 Select a user type Important When selecting the user type keep the licenses available to you in mind 5 Enter the following information for the new user Login The user s login name Important Spaces and special characters a6 u lt gt are not permitted in the login name Technical user names cannot be used as a login name If signature based author ization is used the label used for the owner when the signature was issued must be used as the login name Name The user s display name in doculife Description Optional Managed by optional if necessary select the corresponding management information for the user Please refer to the Assigning management information section Password The users password not used if a signature is used for authorization 20 8 Managing users Administration manual doculife Desktop purposes Repetition Enter the user s password again not used if a signature is used for author ization purposes Please note Make sure that the password follows the guidelines for strong passwords When you are done click on OK lf the Show password characters check box is enabled the password s char acters will be s
27. ata describing the corresponding document In order to specify its type in greater detail a document can be assigned to a specific doc ument type This assignment will make it possible to use index fields specific to the doc ument type Any number of document types can be used in a solution 6 2 Administration manual doculife Desktop 6 Open System Configuration 11 Open System Configuration Overview The functions available for managing users groups and solutions can be accessed through Settings System Configuration een aie omplatcs Management Synchtanization A Proviles lamelotes ond User Monagement Solution Management m iinis Searches Current profibe a Organize Favorites Published Updeie from 28 01 2015 13 1847 Sester Cenia ian Network Manage Cached Data Inia Eman Service Messages Advanced Configuration Tool 177 Show Gontigumator in tool Lest comeleie sodote 13 122075 TAg 28 Relresi All Heer Kanogemsrm Shore stinna Gch lor Edda Chagalists ess elneiameanenic Save Tangles to Fileeysien Syachrorize Templetes frum Filesysten Gava Pubish Taraplates Remove published templates Load delsult solution Adc temhie sat far acccuint Celita fashire aat for account Comman pdea Settings Andale made Aulems c ha Loss ph automahe chaeck if sere ode updates ore ewolehle tor deenlood Recommended Display and Manage Add Ins Component Names Irstabahan Path P pplzaien a PETSA
28. be traced includes Which user created or deleted a document and when Which used accessed a document and when Which user checked out a document or cancelled a checkout and when Which user created an attachment for a document and when Which user moved a document and when Which user changed the corresponding access permissions and when In terms of user management some of the actions that can be traced for specific users include When auser was created deactivated reactivated or deleted When auser was added to or removed from a group When management information was added to a user or modified for that user In addition some of the information that can be traced for groups includes Administration manual doculife Desktop 14 Audit 75 When a group was created or deleted When a group was added to or removed from a group When management information was added to a group or modified for that group 14 2 Searching for events To search for events follow the steps below 1 Open WebClient and click on the Audit tab 5 2 E rri After Gees ty 1 B Paanan EE ya Tr 21 te sh al Bi 4 Kriatm hr l ak I kr a Scorch Ale Adi Mapares Admiaicn acai Coedijurodai About 2 Enter the search criteria you want into the Events search template and click on Search Title Dossier Name Action 3 User DMS ID Source Max result 25 v Search Reset lt lt Advanced S
29. choice list in order to edit it follow the steps below 1 Click on Settings System Configuration Then click on Edit Choicelists 62 13 Solution administration Administration manual doculife Desktop Common ayy Templates Management Synchronization Administrator Profiles i Templates and User Management Solution Management in acts vanag searches Current profile Administrator Organize Favorites Published Update from 28 01 2015 11 06 22 System Configuration Network Manage Cached Data Inbox Email Service Messages Edit Choicelists Thesaurus Management Last complete update 23 02 2015 13 20 16 Refresh All User Management Share scanning activation Advanced Configuration Tool _ Show Configurator in toolbar 2 Inthe leftmost pane select the choice list that you want to edit The pane in the middle will show the index values in that list AN Chotcelinas Wrin En ariar Minia tn acd Hanc A Garam imama H Ceca n I ae E Tema eel amiak Okio Br a Pl 3cnsrelksik DLesneemeicL gine ee O ns Somer apse Chka fimuinch Ei hay il Sa ed re a i Dhim i senese nL Crau Eun Dienstes aC Ere gri Clir oL Pires nl Eike CO Gere kerasa a Dik aris i nakee Urari Olini menehi Ea Turkas C Danara Du a e a Ea a A aia E C eet eat is Dea A pala pa PEI A eT EA a aN pA na 13 4 3 Changing the label for an index value To change an index value s label follow the steps below 1 Inth
30. chrakung Kernung E General boD it BusnewFollerkesoG at Dortea 2 Densa Dic DLs ai i Cens Dre C reaa I Geners Dose oes Mt Genra Dessiner Geners ubdcssier llesiors i Seners amp ubdessistOXlreaicr z Anasi Hinman Mitgicder Yaraning E Fh Busine ssFolcerCreal Dur Geari General Durumenl O General Documeri Oi General Dossier OL General Dossier Dat General Subdessier General Subdessier gt Ahhrerhen Ubarmehmer 6 Closethe User Management window by clicking on OK Please note If you do not add the newly added group to another group the group will not have any data access or editing permissions Once you are done open the Usersmanagement screen and assign users to the group you created based on their functional role within the business To do this call up each user account individually and add it to the group Member of groups 40 9 3 9 4 9 Managing groups Administration manual doculife Desktop Showing the members of a group Follow the steps below to find out which users currently belong to a group 1 Open the User Management screen by clicking on Settings System Configuration User Management 2 Select the Groups radio button enter the name of the group you want into the search box and click on Show 3 Then select the group and click on Members Group members will be shown with their name login and a
31. ctionalities SettingAdminG Technical DMS system administration group Group used to provide permissions for the functionalities for tech TechnicalUserG f nical users Group used to provide permissions for granting temporary TempAccessG access not used in doculife as of this writing TemplatesAdminG Group used to provide permissions for managing templates ViewAuditG Group used to provide permissions for viewing audits To have the system display technical groups as well enable the Show also technical users and groups option in the User Management screen Please note The assignment of technical groups to other technical groups should not be altered as the solution s installed for a tenant may stop working properly under certain circumstances 44 9 Managing groups Administration manual doculife Desktop 9 7 Deleting groups Please note In certain cases deleting a group may cause the solution s installed for a tenant to stop working properly If you have any questions please contact your solution vendor or doculife Support Technical groups cannot be deleted Important Before deleting a group make sure to first remove all users from that group To delete a group follow the steps below 1 In Desktop open the Users management screen by clicking on Settings System Con figuration User Management 2 Call up the group you want 3 Select the group and remove it from all groups Click on Apply Usersmanagemert Crea
32. ctivate doculife tenants and load the desired solution After setup managing a doculife tenant includes Creating and managing users and user groups Creating and managing group inboxes Maintaining choice lists and templates Loading new solutions and updating existing solutions Please note You account must be associated with the corresponding tenant in order for you to be able to use the various administrator permissions Administration manual doculife Desktop 5 Terms and definitions 9 5 Terms and definitions 5 1 Tenant In doculife tenants are units that are organizationally and technically independent of each other Please note Throughout this document the term tenant is used the same way as it is used in IT It describes how an organizational unit is mapped in doculife In doculife the processing of files registers and documents for the individual tenants is kept strictly separate as is the data storage for each tenant Moreover all access is based on ten ant specific access permissions The following applies when it comes to tenants The user interfaces structures search templates search result lists choice lists and index values for a tenant s files registers and documents are independent of other tenants A tenant s user and permissions management is independent of other tenants Languages can be selected in a tenant specific and user specific way One or more solutions can be run for a
33. date Property Folder OwnerUpdate Register deleted Register moved Register retrieved Register access permissions updated Register index values changed Changed register index values Register owner changed The following table lists all event calls that can be analyzed for documents LE 1 Document Attachment Document CancelCheckout Document ChangeDossier Document ChangeSecurityParent Document Checkin Document Checkout Document Create Document CreateAndFile Document Delete Request Document Delete Document File Document PrivilegedUsersU pdate Document Retrieve Document SecurityUpdate Document Softdeleted Document Unfile Document Update Document Update Property Document Undelete Document OwnerUpdate Attachment added Document checkout cancelled Document moved to dossier New access permissions applied after moving the document Document checked in Document checked out Document created File imported and document cre ated Document deletion confirmation prompt Document deleted Document was moved or linked Not available by default Document retrieved Document access permissions updated Document moved to Recycle Bin Document link removed Document index values changed Changed document index values Document restored from Recycle Bin Document owner changed The following table lists all events that can be analyzed for user management 14 Audit Administration manual doculife D
34. de the entries underneath that node will also be deleted 2 Click on Save to confirm the changes you have made To leave the dialog box click on Close Administration manual doculife Desktop 13 Solution administration 67 Please note If the label for an index value is already being used in files registers and or documents before the change the index value s value will be shown after the index value is deleted This also means that you will not be able to search for files registers or documents using the label anymore A new index value will have to be assigned to the corresponding index field 13 5 Updating templates When it comes to templates that are locally stored on the filesystem you can modify them yourself or send them to your solution vendor so that they can carry out a change request custom update Please note Do not modify templates without first being briefed and trained by your solution vendor on how to do so Improperly modifying templates may have a negative impact on the proper operation of the solution s installed for a tenant To transfer updated templates to doculife use the Synchronize Templates from Filesys tem function To transfer the updated templates follow the steps below 1 Click on Settings System Configuration Click on Synchronize Templates from Filesystem Comins ha lampin Managerem m CET ir P r Syachrmesratnn Adminssiralor Pro Tiles eh r Templates and User Marag
35. de 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 storing 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 tenant Attention risk of misuse of data Saving login information can enable unauthorized users to access your data Please make absolutely sure 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 4 Administrator tasks Administration manual doculife Desktop Administrator tasks doculife tenants are managed by the Administrator user Administrators a
36. dministration manual doculife Desktop 10 4 Changing keys Please note Make sure that the user making the change safely stores the key afterwards and notifies other key owners This is especially important as locked tenants cannot be unlocked without a valid key and keys cannot be reset by administrators The key can be changed by any user who has locking permissions 1 Click on Settings Profiles Select your user account and click on Change 2 Click on Change key Name Account Credentials User name Administrator Password store login information Change key Change password Scan Activation loaded Load Scanning login data 3 Change the key Confirm by clicking on OK Administration manual doculife Desktop 10 SECplus SECmezzanine key administration 49 EN nderung Ihres Konto Schl ssels Bitte w hlen Sie einen Schl ssel den Sie sich gut merken k nnen und der den angezeigten Richtlinien enspricht Beachten Sie dass Ihr Konto unbrauchbar wird falls Sie diesen Schl ssel vergessen sollten Im Sinne der Hochsicherheitsanforderungen f r Ihre Daten gibt es keine M glichkeit den Schlussel durch den Dienstanbieter zur cksetzen zu lassen W hlen Sie hier einen Schl ssel um Ihr Konto auf und abzuschliessen Choose here a key to lock unlock your account Old Key New Key 10 to 50 characters needed Repeat key Show key characters 4 Saveor prin
37. e Values to select pane select the index value for which you want to change the label 40 Chol ote Walis io select T bas 10 edit Miss an Cicely earch ay Disko inaa de Er ae TR Ey sen rcst senai ok meri yen eta F Steed oir LE paral vision Cuter Aberg E GereraLocsaer Os and Denen Alan Selen Laasi EAEN insab j ikinin f sensed costed Tepai isle CNIS Cl enra Daibh kL oeinene Drench mnra ha ch nie mn gt Delhi Turkazh tandes D insati CO Danwa henaa An anai 1an Demen u Elias el arm mre ii en B i i M a a i es i i i ii o i a li i ea a a uiie i a ia ii Bi a a i a i aa win ai a ii Ma Ma eh a ee le Loss The following will be shown under Value to edit Administration manual doculife Desktop 13 Solution administration 63 Value attribute value The internal name that the system uses to identify which index value is being edited Languages The actual label that will be displayed in various languages 2 Enterthe label s you want into the corresponding Languages fields Click on Refresh to confirm the changes you have made Al Choka ine Yalucz io zuleci Walle ta odit Pela ries A Gers eres ool ale Orion Peers Doetie Fiese lt l a nek aed kn TRAGEA Mlee s a Doe pame Sinin Deinsch Parhon bine Denar inane Dirne Dien FJA LR i E Ejtees tassels Load Is sr Dei OL Tape Dere CiGe erUeruneche cel ict LU ET IS fees Deedee Fidel reisen lss emnstareiche e Ha
38. e set Loading a feature set Overview 22 Publishing changes Removing a feature set Revoking published templates Saving templates Solution updates Updating templates System configuration Overview update settings System Configuration PROGINS eos eceacomcwieuebsagecnces 72 82 16 Index Administration manual doculife Desktop T Technical groups Overview Technical users Displaying 2 2 Technical Users Overview Tenant U User Assigning management inform ation _ 0 2 22 e eee eee eee ee Editing user information Usertypes User account Closing an account Deleting Reactivating When to close an account User group adding Showing the members of a GTOUP 2c canctceececcuasrieeesances Adding een ee Additional user account Business users Changing the groups for a user
39. earch Created from to The timeframe during which the event occurred Title The document s title Dossier Name The dossier s title Action The action s event s name User The name of the user who triggered the event DMS ID Source The object s unique ID in doculife Important If you use the DMS ID criterion for your search make sure to enter the full ID e g 08068148 9a87 1c77 e053 474c1dacd3d3 In the case of documents queries using the DMS ID will only return events for the documents latest version If you want the events to include events for versions use the document name Title for your search The corresponding events will be shown 76 14 Audit Administration manual doculife Desktop Search Mack Fvents H Created iron EM toy El Tita i Dossier Name L Ametsmappe Arlio 4 ses bn MS IL Sours Max result 500 Search Asset lt lt Advanced Search d Events a L3 hits 1 kunt Into Aron ETE DHS wt Ef eos AM Doumer Cece Max Mostenmann OdlSanll ad6a 20bb 2053 A7AcidaJ02 gt Dalai Pf 1s Ro AM Dossorliatnsen Max Hesterman Be dddhy dh fen o s didel iari i I Kata LEHA 1 A102 Id Ad Hosteria Max Mustenmann O8Fdddhe dizh Fern cosh dk sabe boris i if au Ders ana ce ae Hosseriipdate Peoperty Mar Misteemann oRrdeakr dish Peper coi dake danin etai pds Ace ar Dosser peace Max Miestermann OR Fdddh diak reizi r si rear a c C aH Marai 1 3615 9 32 2
40. ease note If the Share scanning activation function is disabled after you change computers for example you can re enable it by loading the activation key used to activate the tenant 8 6 4 Providing an additional user account for a user If for example you work with doculife both as an administrator and as part of your normal work it is recommended to use an additional user account for non administrative tasks All you have to do in order to perform the tasks corresponding to the administrator role and to the normal user role is to set up an additional user account in the existing setup 1 Administrators only Give the existing account a name that clearly indicates that it is an administrator account To do this go to Settings Profiles and select the existing account 2 Click on Change and append the word administrator to the account name and then save the change by clicking on OK Name Administrator Accourl ci Credentials Izer nama Administrator Password on Store login information Change password Stan Activation loaded Load Scanning login data 3 Goto the User Management screen and create a new user Then assign the user to the relevant user group s based on the user s functional role within the business 4 In Desktop go to Settings Profiles and click on Add Administration manual doculife Desktop 8 Managing users 29 Commer a Manage your acces Synchronization Adrministrien
41. eee eee eee cee cece eens 58 133 Greating SC AION CS esse ae ea Degree 60 13 3 1 Creating searcheS xo oe ieee ed de Sieweeseeetieenekteel 2022o 2o22 ononon 60 13 3 2 Making available to all users 02 0002 ee eee eee 60 134 CNOC NSS ee eb teehee ee ee ee 61 13 4 1 002 ARNO ees ues nee sede a ceeees aneeeeseseese 61 13 4 2 Opening a choice list _ 22 2 ieee cece nun nun nennen 61 13 4 3 Changing the label for an index value 0 02 222 eee eee eee 62 13 4 4 Adding index values 0 lee cee cc eee cece ee eee neces 63 13 4 5 Editing and adding nodes 2 22 eee cece ccc ee cee nun 64 13 4 6 Deleting index values and nodes 22 2 eee ee eee eee nennen 66 13 5 Updating templates 2 2 steril seas anne 67 13 6 Solution updates onn onen nun nun nun aaoo anonra 68 13 7 Saving and publishing changes oe eee cece cc ee ccc cc ee cece ce eecceecees 70 13 8 Revoking published templates __ 22 lee eee cece cee eee eeeee 72 19 9 Fear SCE ee nee ee ee een eine 12 13 9 1 Feature set overview 22 2 cece cece ee cee cee nenn nennen 72 13 9 2 Adding a feature set 2 ec c cee cee ccc cece cece ecceecceeces 72 13 9 3 FS US SC aes ae ee a abieeuseedacseese 13 14 Audit 222222 2020 74 14 1 Overview ea econo eaeeb eens tee dbeede sede oe teesaseaemeteeseeeaceeae 14 14 2 Searching forevents onen ann ee ee ee eee eee 75 113
42. eir responsibilities and authorization levels and are assigned per missions data access and editing permissions for their work in the DMS eo er pA E EE EAE EA LES Tp IN EEE EEE BRITISH AHAW a 2 A aviators stewardesses on Sa Be passengers 1 t Pec lees d i i i Klaus Eu Luise MW mic Matthias Engel Schmidt Tissen Fink access nights by esh new aeroplane m jo board fic jeunes to take anasuncement fly t board i to isuimey 16 board ic journey to take ancuncerment cere TG board Confidentiality levels The required confidentiality levels and the extent of the data access and editing permissions for a user group are determined based on the specific existing security requirements for the documents that will be stored in doculife The following are determined during the process Whois allowed to view which files and documents Whois allowed to edit these files and documents and to what extent they are allowed to do so The following confidentiality levels will be defined in a doculife standard solution by default Confidential For confidential files and documents Default 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 as the author will have access at first but for which you can unlock access for other users in a targeted manner Permissions scheme The
43. emenid Solution Management F Sea bes Current profile Administrator Sagan FRNORRIRS Bublsied Update trom JE Ab teas System Configuranen Lest compieic update 18 02 2315 15 44 23 Heira All Manage Lehed Data Metanork Uscrhisnagenen Share scanning acivatianr Inbox Email Serie Messages Edit Shoscelisis Thesaurus Menegement Acvanced Daigo Toe _ Show Zandgureisr in toolbar Have ampia tn Filesystem Syrahanniea Tampinbes tres Fanan Sapro Tenues Remove published beticlates f Mi o a i i h Te oi m ons GM ee na lem ee eee h ee ee ee a En aR As Mala a m m ME m MAN i h ols 2 Inthe next dialog box select a storage location for the updated templates and confirm your selection by clicking on OK 68 13 Solution administration Administration manual doculife Desktop Do you want to update templates for current profile Administrator from edited template files in filesystem By Desktop gt ie p gt Me Dieser PC b 9 Bibliotheken b Netzwerk BJ Systemsteuerung X Papierkorb Administrator Neuen Ordner erstellen Abbrechen 3 Inthe prompt that appears click on OK K Templates for profile Administrator updated from ChUsers Desktop Administrator 13 6 Solution updates If you order updates or custom solutions from your solution vendor the solution vendor wil
44. esktop Be o A UsersMgmt Group Attributes Set UsersMgmt Group Create UsersMgmt Group Delete UsersMgmt Membership GroupGroups Add UsersMgmt Membership GroupGroups Remove UsersMgmt Membership GroupUsers Add UsersMgmt Membership GroupUsers Remove UsersMgmt User Attributes Set UsersMgmt User Create UsersMgmt User Delete UsersMgmt User Disabled UsersMgmt User Enabled UsersMgmt User Locked UsersMgmt User Password Set UsersMgmt User Unlocked Management information set for group Group created Group deleted Group added to group Group removed from group User added to group User removed from group Management information set for user User created User deleted User deactivated User reactivated User locked User password changed User unlocked 15 15 1 15 2 Administration manual doculife Desktop 15 Administration rights 79 Administration rights Administrator The Administrator user has all the permissions for managing the tenant and the solutions being used In order to ensure that this user will be able to perform their administration tasks they are a direct member of the following groups in doculife by default AdminAccessG AdminOperationG BusinessUserG DisableSystemG LDAPAdminG StandardErrorlnboxG StandardInboxG Please note Do not change the groups to which the Administrator user is assigned as shown above as doing so may mean that the permissions
45. hown in order to make it easier to ensure that the passwords match Ifthe Send login data to user check box is enabled the login information will be created after this dialog box is closed so that it can be sent Send the login information or save it so that you can send it later on The login information can be printed out saved in PDF format or sent by e mail Once you are done close the window with the login information If you choose to send the information by e mail an activation file will be generated for the user account at the same time and will be provided so that you can send it Please note that you can send the activation file login information and password separately Toassign data access and editing permissions to the user assign the user to one or more user groups Please add user Max Mustermann to any of solution groups Be Simply click on OK in the prompt that appears to this effect Select the user and enter the name of the group to which you want to add the user into the lower search box It is not necessary to enter the whole name i e entering part of it will be enough When you do this all groups with a name containing the text you entered will be shown Administration manual doculife Desktop 8 Managing users 21 Wscromenagenmcni IR Create Users and Groups organize access rights and descinwate lagin W Uae CO Oroupa Musta Login a Hane Usar Type Dsscnpion fdanaged by
46. ih Linse J rtsta Basar rel E i DER L Geren Dornier aL LAT IC _ Cerda Tena een ler Disien Gorm Dorethko in do Arge HERRN Ppa Jr inset ae reed Geri Dorset oarenencl heran Line ed ee aparar Geter Dotter arc Jerene EL hoet ten A Gece Diese a a EEE Terceros DL hT iee _ Gars Miama TA baina Gera Dose DLT oreen 2 Garem nena Depanmeni I GencraDossiciOLOiwsion Theran ttn Franch inemnacielt harem 2 Enter the value internal system value for the new sub level entry index value into the Value field Enter the label s you want into the corresponding Languages field s Click on Add Important If you are editing a cascading choice list the Value field will already be filled out To add a new index value overwrite the contents in the field 3 To leave the dialog box click on Save to confirm your changes To leave the dialog box click on Close and then close the Settings dialog box by clicking on OK Tip To change the order of the entries use the Move up and Move down buttons 66 13 Solution administration Administration manual doculife Desktop Node labels can be changed In addition new index values can be added to nodes Please refer to the Adding index values and Changing the label for an index value sections Please note If there is an existing index value and a sub level with additional index values is added to it in the ChoiceList Maintenance dia
47. ished templates In the next dialog box select a storage location and confirm your selection by clicking on OK Do you want to save templates of current profile Administrator for editing to filesystem By Desktop gt p le Dieser PC b 9 Bibliotheken p A Netzwerk P Systemsteuerung il Papierkorb Neuen Ordner erstelle In the prompt that appears click on OK 60 13 Solution administration Administration manual doculife Desktop Templates for profile Administrator exported to C Users Desktop Administrator Important Give the download a unique name Store it safely Direct changes to tem plates should not be made using the original templates Instead copy the folder with the templates before making changes 13 3 Creating searches 13 3 1 Creating searches doculife Desktop users can create personal search templates for themselves in addition to the default searches available Administrators can make their own personal search tem plates available to all users as default searches Please note For information on how to create new searches please refer to the Working with personal search templates section found in the user manual for doculife Desktop 13 3 2 Making available to all users To make a search template available to all users follow the steps below 1 Tocreate the search template follow the steps in the Working with personal search
48. iting items changing item properties check ing documents in and out creating and delet ing links creating new items In addition to the rights that come with Read Write Delete read write access Delete Items In addition to the rights that come with read write delete access Full access Setting and modifying access permissions taking over ownership permissions for an item 16 7 3 7 4 7 Permissions concept Administration manual doculife Desktop Users doculife distinguishes between Business users Technical users Business users Business users are people who are assigned to one or more user groups based on their responsibilities and authorization levels role If a user is added to a user group in the User Management screen all the permissions assigned to that group in the permissions scheme will be assigned to the user automatically In addition to the permissions directly associated with the user group the user will also be assigned all the indirect permissions for the groups to which the user group belongs Please note Users should be assigned to a user group that corresponds to their role in the business process as set out in the permissions concept The process owner in the relevant company is responsible for selecting the user group A user can be a member of multiple user groups including user groups from more than one solution Please note When a doculife tenant is deployed n
49. k at the groups to which it belongs The corresponding memberships will be shown Direct memberships will be shown using black text while indirect memberships will be shown using gray text Making individual changes to the implemented permissions concept and the permissions scheme is possible at any time For more detailed information please contact your solution vendor or doculife Support Groups used to provide access permissions Groups used to provide access permissions are also referred to as permission groups They provide user groups with solution specific permissions for creating and editing objects based on the permission system s permissions scheme 42 9 6 9 Managing groups Administration manual doculife Desktop In solutions with a single level security context user groups are directly assigned to tech nical groups with creation permissions The following technical groups with creation per missions will be available for each solution Group with permission to create files DossierCreatorG Group with permission to create registers SubdossierCreatorG Group with permission to create documents DocCreatorG To have the system display these groups enable the Show also technical users and groups option in the Usersmanagement screen In solutions with a multi level security context user groups are assigned to solution specific permission groups These permission groups provide permissions indi
50. king on Settings System Configuration User Management 9 5 Administration manual doculife Desktop 9 Managing groups 41 2 To view the groups to which a user belongs select the Users radio button Enter the users name into the search box and click on Show To view the technical groups to which the user belongs enable the Show also technical users and groups option Select the user in order to look at the groups to which they belong The corresponding memberships will be shown Llasra nmiiepeenl Crests Users ang Groups onganze eccess puhi and desfyele r Feru ere _ Groups Wine Musleemacn URTA 1 ap Homa uka Types Depam Warajad bry dhd nT eT IT BRETT Beene Bea Pde esa Full dae Faso Deectents Date Login date__ Manniy Sho also technical ucors and groupa 1 search r suN ember of geuupa Groups hl j Login a Mams D crplion A Garsa Tate peels Tl Deisl Piil Renu al a a1 Poel pe Tp SCE lol TT aa ba a a LE ore 3 kaa i U Son rahe sen med DL fen Gana ore Cain chal Coser CL Croat ia a i Direct memberships will be shown using black text while indirect memberships will be shown using gray text To view the groups to which a group belongs select the Groups radio button Enter the group s name into the search box and click on Show To view the technical groups to which the user belongs enable the Show also technical users and groups option Select the group in order to loo
51. l provide them in the form of a ZIP file zip To load a ZIP file zip follow the steps below 1 Click on Settings System Configuration Click on Load solution 2 Inthe dialog box that appears click on Load from file Administration manual doculife Desktop 13 Solution administration 69 Select your solution Please choose the solution that best fits your requirements y C doculife Team 3 predefined teams German amp English Versson 1 0 0 Zn Far easy collabortion wah several teams includes 3 preckfned teams Goculife Start German amp Englrah Yeman 2 1 3 Mn Your connection io Fhe cloud Lowe fron tile 3 Select the solution s ZIP file zip in the filesystem and start the loading process by clicking on Open 4 Enable the checkbox next to Are you really sure these changes can t be reverted Then click on Yes Do you really want to load this solution and overwrite existing templates Are you really sure these changes can t be reverted Das Konto wird mil der ausgew hlten L sung emgerichtet 5 Once the loading process is complete close the System Configuration and Settings windows by clicking on OK 70 13 7 13 Solution administration Administration manual doculife Desktop Important The settings will not be updated until users restart their Desktop When they restart it the settings will be automatically updated and the modified solution will be pr
52. ll Documents Data Files and E Mails search option File Settings Help vr Favorites T o Ee Search for Documents E Mails or Name Type Rete My Workplace 6 nn ts Te aT ET eT AT AT aT eT Ti AT AT AT a a TT TT T 2 Enter the name of the document you are searching for or a relevant term from the doc ument s contents into the search field and run the search File Settings Help Favorites W gt im a E Dokument im Gruppenpostkorb p b DU My Library Name My Warkplace 5 H Inbox Elg Modified on this computer Fl My Documents Recycle Bin 2 Tasks Searchresults for Dokument im Gruppenpastkorb 1 W Inbox of Max Mustermann IE Quality Name Type 0 Dokumentin Gruppenpostkorb Testdokument DORUMent in Administrator 1 search results Duration 0 88 sec g The results will show the document and the inbox in which the document is found 58 13 13 1 13 2 13 Solution administration Administration manual doculife Desktop Solution administration Overview Solutions can be customized and expanded at any time You can do the following yourself Customize and expand choice lists Create searches and make them available to all users Modify templates found in the solution Or Send templates found in the solution to your solution vendor so that they can carry out a change request Order an update or a custom solution zip Order
53. log box the original index value will become a node Node labels cannot be used in the index fields for files registers or documents If the label for an index value is already being used in files registers and or documents before the change the node s value will be shown A new index value will have to be assigned to the cor responding index field 13 4 6 Deleting index values and nodes Please note It is recommended not to delete any index values or nodes before consulting with your solu tion vendor Index values and nodes can both be deleted To delete an index value or node from a choice list follow the steps below 1 Inthe Values to select pane select the name of the index value or node you want to delete and click on Delete Ali Chea inla Weucs bo sofort Yak c io edit Miu Fi Ge mre Ds Lets re AT pers ic e Acton Darel i Cissa Lense ges Gere Decumeriissihe Ir maT El JeereiaDasirmend belle am J Gamin h dl cine Upeo J GeieaDocumcmFs mn Mes Ende ERARA Gace iamar m Diori Gere tees mem vl Errani J aces eis RET Er aT E a Cite iaa Eui des alD asien LUrawanna urn sera wliassetnoceh id se Te ek Batma Cae ir ay Jtereslassmtergemeril Gew al Dear pei el Jermyn onc 2 Gawi Died ee Pil GetenDessin leon ind J Garaia nna inal MEA EA em ARET fe JGam Diaa eee ros EL parariL O Gersi inmesi pe et gaitian LF aL Chou HETET ER m LELY Important When you delete a no
54. name into the search box and click on Show The user you are looking for will be shown Administration manual doculife Desktop 8 Managing users 25 3 Select the user by clicking on them Click on Password or Login data Create Users and Groups organize ecoess nights and deactyate Inmns gt Groupe Mustermann UserType Description PA Matia Max Musleiirnerei Full Les Hearne roe prs bey Ta Oe 4 Inthe password dialog box that appears enter the new password and then click on OK Reset the password The password for selected user will be resetted Login Mustermann ea niare oSsword dd New password Repeat password _ Show password characters How to create secure passwords If you opened the dialog box by clicking on Login data the login data will be generated in such a way that it will be ready to be sent out 5 Inthe prompt that appears click on OK Please note When entering a new password the password must not be one of the last seven passwords used Notify the user of the fact that their password has been changed and to provide them with the new password making sure to observe your company s password rules 26 8 Managing users Administration manual doculife Desktop 8 6 2 Changing the groups for a user To change the groups for a user follow the steps below 1 Open the Usersmanagement screen by clicking on Settings System Configuration User
55. nie pament d p Ciao L r ges r Peru Linen El Gre mOosHall ano Dressur Durlach J Sac Teast Ser bl Cined isthe sia il CELE Urag J GeraDossioCl spec Avett Eine Gates nase Chara ald Orztard lactea Doin Chaa F akl Errani _ aces ied harak abl Grea fa Gate D min EAC naia Dirarat H Gpo oerke Turkial Fidi 2 Bataa Daia Ciani 2 Gere assess LJ Casema Deas te SF bed Fol ores Des se UNL Gan Mia ST yet Gee Ora ene Grass Tibet Jarre Doina J Gata iaa driom T peL Jeerers minezetlheiiefeln Ps BT aS ee mep a EFT 2 Enterthe value internal system value forthe new index value into the Value field Enter the label s you want into the corresponding Languages field s Then click on Add Important If you are editing a single level choice list the Value field will be empty after you select the starting point If you are editing a cascading choice list the Value field will already be filled out To add a new index value overwrite the contents in the field Wahucs Ba sciori Yake io edit METER Fi Geren Dost Lorancrc US Metzizni 1 Grreslosunll cpament l eee emetens Een Dane Din Gees Des aC anol iur Hyj Aledo J Gamioa See Upeo is GrremDessia Cl Tepes Misuri Erali Cintas aie hara F ll Drsiord GerciaDerssiolechoacaFak Drm Jemma haraka Eiraordd dotea Dmna Dreseg hl nsersligselixlioetienieeti The oj Geter Dae CAD NT TE 2 Gece Dass Gesell SF bed Fol JoresDass seis Dawi Da e
56. nistration user SystemService System service for archiving processes Automatically enables temporary access when the latter is granted not Meme Cees used indoculife as of this writing Template Technical user for managing templates u1 un Upload user 1 to n Please note When a doculife tenant is deployed the system will set up all technical users automatically Technical users cannot be managed using the Usersmanagement screen 8 9 Displaying technical users Tohave the system display technical users as well enable the Show also technical users and groups option in the User Management screen a Usersmanagement Create Users and Groups organize access rights and deag logins Users _ Groups Cir F Login Name UserType Description Managed by show also technical users and groups BE Ee pn TT I TT Mn eT AT TI Wr nu Mn Important If you enable this option business users and technical users will both be shown together 9 2 Administration manual doculife Desktop 9 Managing groups 37 Managing groups Overview In order to make the task of managing groups easier users need to be added to one or more user groups based on their role User groups receive permissions by belonging to one or more groups used to provide access permissions permission groups Permission groups get their access permissions from the technical groups to which they belong When a user is assigned to a user gro
57. o abschliessen Das Konto kann auf verschiedene Weise abgeschlossen werden Stellen Sie vor dem Abschliessen sicher dass Sie Ihren Konto Schl ssel kennen Anderenfalls wird Ihr Konto unbrauchbar gt lock Sate lock waits until running operations are completed Lock immediatly Stop running operations and lock the system Cancel 3 Inthe prompt that appears click on OK The tenant is now locked Administration manual doculife Desktop 10 SECplus SECmezzanine key administration 47 EN Konto abschliessen Das Konto kann auf verschiedene Weise abgeschlossen werden Stellen Sie vor dem Abschliessen sicher dass Sie Ihren Konto Schl ssel kennen Anderenfalls wird Ihr Konto unbrauchbar Y Lock immed ilatly SLOD TANNING Spberfat 10 3 Granting permissions for locking a tenant To grant permissions for locking a tenant add the corresponding user to the AdminOper ationG technical group Please note Assigning the user to the AdminOperationG group will give them additional permissions Before adding the user make sure that their functional role in the business process allows for these permissions to be assigned to them For more information regarding the per missions associated with belonging to these groups please refer to the chapter Granting management permissions Important The key can be changed by any user who has locking permissions 48 10 SECplus SECmezzanine key administration A
58. o business users users other than the Admin istrator user will be set up Do not change the technical groups to which the administrator is assigned by default as doing so may mean that the permissions required for administrative tasks may not be available in certain circumstances Among the various settings for a user account there is the option of defining a user or user group with management permissions for the account If a user or user group is given man agement permissions for a user account only the Administrator user and the user user group members with the aforementioned management permissions will be able to add the user account to groups Important Special administrator rights are required in order to be able to manage users Please refer to the Administration rights section as well Technical user Technical users provide system functions that are available on all the solutions for a tenant Please note When a doculife tenant is deployed the system will set up all technical users automatically Groups doculife distinguishes between User groups roles Groups used to provide access permissions Technical groups Administration manual doculife Desktop 7 Permissions concept 17 User groups Users are assigned to a user group based on their responsibilities and authorization levels role When a user is assigned to a user group the user receives the group s permissions data access and editing permissi
59. oculife Desktop ChoiceListAdminG Grants permissions for editing choice lists Granting managing permissions for templates TemplateAdminG Grants permissions for saving and publishing templates revoking published templates loading solutions and loading and removing feature sets Granting permissions for viewing audits ViewAuditG Grants permissions for viewing audits Granting permissions for sharing libraries LibaryManagementG Enables the function for sharing libraries Granting permissions for viewing user access details BusinessInfoG Grants permissions for showing all members with access to an object Granting advanced administrator rights AdminOperationG Grants permissions for managing technical groups locking SECplus and SECmezzanine tenants editing choice lists saving and publishing tem plates revoking published templates loading solutions loading and removing feature sets archiving and viewing audits Notes Please refer to the description for your solution for more information on deviating assign ments when granting management permissions 16 Administration manual doculife Desktop 16 Index 81 Index A Audit Events 2 22 222 76 Overview 74 Searching for events 75 C Choice lists 61 Adding index values 63 Adding nodes 64 Changing the label for an index val
60. of contents Administration manual Desktop 9 6 Technical groups oo cee ote teed cee yates a meee eek eke EEA 42 9 7 Deleting groups gerd cerewera deans HE 44 10 SECplus SECmezzanine key administration 2 22 45 10 1 Overview ___ 222 eee cee ec ee cece eee eee ee cence ee ee ce eee ceeeeeeeeeeees 45 1092 EO CHING TOWNS aise ee oo teas ee a et os Sancta nee see een ee 45 10 3 Granting permissions for locking a tenant 2 22 eee cece ee cee cece eceee 47 104 Changing KEYS co cc Sees 222 220002 EL Lose uence wecnceuceludedeuteetagietuen d otace 48 11 InboxeS 2888 ccc eee ee eee eee cece cece cece eee eeeeeeseeeeseesenes 51 11 1 Overview __ 1 2 lie ec cc cc cece eee nun ce ee nenne nme nme nneeneeenen 51 11 2 Pers nal iNDOXES ee ee ae see 51 113 OROUB INDOXO San ae ee a ae ee a ea ee 51 11 4 Managing inboxes 2 lec cee cc cece cece cece cece ccceecceccceccceecees 52 11 4 1 Adding inboxes to the inbox overview 22 nn eee eee eee eee eee 52 11 4 2 Opening and working with a user s inbox 0 22 222 eee eee eee 53 11 4 3 GOUD INDOK one seen aaa ee 54 12 Finding documents 022 222 cee cee eee cee eee eee eeee 57 13 Solution administration _ 2 2 22 2 e cece cece cece eee cece eceeeeeeeee 58 13 1 Overview __ 022 eee cee eee ce cece cece cece ee eee ence cence ee eeeeeeeeees 58 13 2 Saving templates in the filesystem 000 020 l
61. ons for working in the DMS This means that each user group is used to group together all the users who need the same data access and editing per missions for files file types registers and documents belonging to a specific confidentiality level The naming syntax for user groups is as follows Solution assignment information or solution specific code Information on the access permissions scope or a role name Code Role R or User for user group Please note To find out which user groups are available please refer to the description for your solution There is the option of defining a user or user group with management permissions for each user group If a user or user group is given management permissions for a user group only the Administrator user and the user user group members with the aforementioned man agement permissions will be able to add users to the group Groups used to provide access permissions Groups used to provide access permissions are also referred to as permission groups The naming syntax for permission groups is as follows Solution assignment information or solution specific code Information on the access permissions scope and or a solution specific extension Code G for group Please note To find out which permission groups are available please refer to the description for your solution There is the option of defining a user or user group with man
62. operties Full User w Login Mustermann Name Max Mustermann Description e g Email address mustermann mustermann com Managed by 7 If necessary select new management information for the user To do so click on Man age Enter the name of the user or user group that will manage the user into the search box Click on Search The user user group will be shown 8 Select the user user group and confirm your selection by clicking on OK 9 Assign the user anew password Click on Password or Login data In the password dialog box that appears enter the new password and then click on OK Notify the user of the fact that their login data has been changed and provide them with the new data 10 Close the Usersmanagement window by clicking on OK 8 7 4 Deleting a user account Please note Deleting user accounts is not recommended for doculife installations in which Busi nessOwnerG has not been implemented In general it is recommended to only delete user accounts if they have never been used before To delete a user follow the steps below 8 8 Administration manual doculife Desktop 8 Managing users 35 1 In Desktop open the Users management screen by clicking on Settings System Con figuration User Management 2 Call up the user account you want Important Make sure that the user account has not been used yet If the user account has already been used carry out all the steps required in o
63. oup being absent may make it necessary for an administrator to open or empty a personal inbox in order to make it possible for other users to access the documents in the inbox so that they can work with them Opening group inboxes To view the full contents of a group inbox add the inbox to your Inbox Management over view Open the inbox under My Workplace Working with group inboxes Use the Usersmanagement screen to add yourself to the relevant group Open the group inbox and click on Forward to make the relevant documents accessible to the people who 56 11 Inboxes Administration manual doculife Desktop need to work on them or drag and drop them onto a different file Once you are done remove the inbox from your Inbox Management overview Simply select the inbox and click on Remove Restore the permissions for working with the group inbox to the way they were previously by removing yourself from the corresponding group in the Usersmanagement screen Administration manual doculife Desktop 12 Finding documents 57 12 Finding documents Documents stored in a user s personal inbox or My Documents folder cannot be viewed by other users Please note The functionality for finding documents in personal inboxes and My Documents folders can only be used by administrators If necessary an administrator can find out which user has a specific document stored in their personal inbox or My Documents folder 1 Todothis use the A
64. overview Opening and working with a user s inbox Please note The functionality for viewing the contents of personal inboxes can only be used by admin istrators A user s personal inbox can only be opened and viewed by that user However certain cir cumstances such as the user being absent for an extended period of time unexpectedly may make it necessary for an administrator to open or empty a personal inbox in order to make it possible for other users to access the documents in the inbox so that they can work with them 54 11 4 3 11 4 3 1 11 Inboxes Administration manual doculife Desktop Opening personal inboxes To view the full contents of a user s personal inbox add the inbox to your Inbox Man agement overview Open the inbox under My Workplace Once you are done remove the inbox from your Inbox Management overview Simply select the inbox and click on Remove Working with personal inboxes Take control of the user account by changing the user password in the Usersmanagement screen Log in to the DMS with the user account Tip To make sure you won t get mixed up with other inboxes to which you have access use a separate instance of Desktop portable to log in Click on Forward to make the relevant documents accessible to the people who need to work on them or drag and drop them onto a different file Reset the user account s password once you are done Make sure to notify the user accord ingly G
65. ovided Saving and publishing changes Only the administrator will be able to access the changes and additions you make to choice lists searches templates and templates provided by your solution vendor after they are cre ated synchronized from the filesystem The administrator will be able to verify the corresponding choice lists searches and or tem plates before the changes and or additions are published This ensures that it will be possible to make corrections without affecting users work Changes and additions can Besaved in doculife Besaved and published in doculife Important Changes and additions will not be available to users until they are published To save changes and additions follow the steps below 1 Click on Settings System Configuration Click on Save Publish Templates 2 Tosimply save the changes additions click on Save templates to server Vorlagen auf den Server bertragen Legen Sie fest in welcher Form Sie die Vorlagen speichern publizieren m chten gt Vorlagen auf dem Server speichern und publizieren OK Abbrechen 3 The changes will be transferred to the server In the prompt that appears click on OK Administration manual doculife Desktop 13 Solution administration 71 All changes transmitted to server Important The transferred changes will not be available to users until they are published 4 Once you are done close the System Configuration and Se
66. pears click on OK iD All activation file are deleted Do not show again 3 After removing the feature set close the System Configuration and Settings windows by clicking on OK 74 14 Audit Administration manual doculife Desktop 14 Audit 14 1 Overview Please note Special administrator rights are required in order to be able to view an audit Please make Sure to observe your company s policies concerning access to confidential and personal data All actions concerning files registers documents and user management in doculife are logged These actions which are also referred to as events can be viewed by authorized users using WebClient The date and time as well as the name of the user who performed the corresponding action will be shown for each event Events can be exported in the form of a CSV file csv In the case of files some of the information that can be traced includes Which user created or deleted a file and when Which user accessed a file and when Which user made changes to a file and when Which user changed the corresponding access permissions and when In the case of registers some of the information that can be traced includes Which user created or deleted a register and when Which user accessed a register and when Which user moved a register and when Which user changed the corresponding access permissions and when In the case of documents some of the information that can
67. personal workplace 8 7 3 Reactivating a user account Deactivated user accounts can be reactivated To reactivate a user account follow the steps below 1 In Desktop open the Users management screen by clicking on Settings System Con figuration User Management 2 Call up the deactivated user account you want and click on Reactivate Usersmanepemeni Serle les amd Groupe CIM ERa 1 iht wnf Chdivale logins i Users gt Groups Muslemenn hoe Lig Plan Usa Tepe Danigo Mirugad be Ach ea Mustermann fooMuscemdnn Tul ise mUcSmanmnemusernmanmecee 3 Inthe prompt that appears click on OK Do You want to reactivate the selected user 4 Select the user and enter the name of the group to which you want to add the user into the lower search box It is not necessary to enterthe whole name i e entering part of it will be enough When you do this all groups with a name containing the text you entered willbe shown Inthe Groups pane on the bottom right select the user group s to which you want to 34 8 Managing users Administration manual doculife Desktop add the user Then click on the left arrow icon to add the group s to the Member of groups pane 5 Click on Apply to confirm the changes you have made 6 Edit the user data for the account if necessary Click on Edit to open the corresponding dialog box Click on OK to confirm the changes you make Change user properties Change user pr
68. r P czTihes solution Management ae Searches Ad Ramere Organize tavontes iian errari System Cortiguration el Administrator 3 Network Manage Cached Data Inbox Fmail Serie Messages Advanced 5 Inthe dialog box that appears enter your login information and click on Login or click on Activate a new account and activate the user account with the corresponding activ ation file Please enter your login information Account MyAccount ho stname com Username Password Store login information Login Activate a new account 30 8 Managing users Administration manual doculife Desktop 6 Close the Settings window by clicking on OK 7 You will now be able to select the additional user account in the lower left pane in Desktop M A Wa We WW A E We zn E E Dr zn E E E E E E E E A E m A Fa g Administrator Mustermann ln ale ii tl ii aii aii atl 8 6 5 Editing user information The user information entered when creating a user can be edited at any time The following can be changed The type of user Name Description To change the user information for an account follow the steps below 1 Open the Usersmanagement screen by clicking on Settings System Configuration Usersmanagement Enter the users name into the search box and click on Show The user you are looking for will be shown 2 Select the user by clicking on them and click on Edit
69. r mannemuslenmenncaom Doschveta Dekhi Login ia Mne Show aka technica users und groupe ilar seen Edi Mamie ot groups Eiai ai Linge Lain d Haea Logn GensrePovlegetsBenuze General Povieqgers Sem Ger amp ul ngesctraenkieenuze lk Generel ingeschra A GereylZngeschsenksSenuzerC Gamal ngeschiar TRE eee ise iD FRM Eng Iie a avis Scliraank a Ranina Lae Ainahan 5 Click on Apply to confirm the changes you have made and close the Users management window by clicking on OK 8 6 3 Sharing scanning activation files In order to be able to use the direct scanning integration feature in Desktop the scanning integration feature must first be activated If the scanning integration feature was not auto matically activated while the user account was activated it will be necessary to activate it separately To do this the corresponding user will have to import a scanning key after click ing on Settings Profiles Load Scanning login data These scanning keys can be generated by clicking on Settings System Configuration Share scanning activation 1 Click on Settings System Configuration Share scanning activation 2 Save the generated iasc activation file Datzmame ir Dateityp jasc wi Ordner ausblenden Speichern Abbrechen 3 Close the Settings window by clicking on OK 4 Send the file to the user so that they can import it 28 8 Managing users Administration manual doculife Desktop Pl
70. rder to deactivate the user please refer to the Deactivating a user account section before deleting the account 3 Select the user account and click on Delete Renulce upd Gragpen asielen Berechligungsslmuklanen argan saran und Zugange deaktmieren W Benutzer i Gruppen ia Mustermann Acadian Kennung te Hame Serukzomyn Descvetung Veranta durch Hirzufugen 4 Wustomorr Wax Mostemiann WeobGenuirear TUS Torey TS LETT TT Keri Zugangsdaten ee i T 4 Inthe prompt that appears click on OK Do You want to deactivate the selected user 5 Close the User Management window by clicking on OK Overview of technical users Technical users provide system functions that are available on all the solutions for a tenant The following technical users are used in doculife Bme bea EEE Audit Audit event service Logs application events triggered by users and tech nical users in the audit EmailService E mail service Runs the e mail based functions available in the DMS Export Export service Provides contents for full text searches Import service Imports the files and metadata delivered by the IMA sys Import tem components and through third party system web services into the DMS MDI MDI service Processes information delivered through web services 36 8 Managing users Administration manual doculife Desktop Bme De Master Data Integration interface OSAdmin Technical admi
71. rectly through their membership in technical groups with creation permissions Additional permission groups can be added to solutions Please note Make sure to add permission groups only in accordance with the permissions scheme cor responding to the permissions system of the solution being used If you have any ques tions please contact your solution vendor or doculife Support Technical groups Technical groups provide essential permissions for internal system processes and the groups associated with them Technical groups with creation permissions that apply to all solutions Used to provide all user groups with the permissions assigned according to the per missions scheme e g for creating items belonging to classes used commonly file e mail multimedia Technical groups with function permissions that apply to all solutions These bundle internal system permissions for the use of DMS functionalities based on a defined group hierarchy group is a member of group and provides them to the user groups based on the permissions scheme Technical groups with creation permissions that apply to all solutions Name Description BusinessFolderCreatorG Group that provides permissions for creating files registers Group that provides permissions for creating basic class doc PICO eoue uments computer files e mail multimedia Technical groups with function permissions that apply to all solutions w es 5 ACLAdminG G
72. roup inbox Enabling group inboxes Follow the steps below to enable a group inbox so that it can be used by the members of a user group Open the screen used to manage inboxes by clicking on Settings Inbox Add 1 Inthe Group User field enter the name of the user group for which you want to enable a group inbox Then click on Search 2 The inbox that will be enabled will be shown in the pane at the bottom Then click on OK 11 4 3 2 Administration manual doculife Desktop 11 Inboxes 55 Add Group User Inbox Create a Group User Inbox or add an existing Group User Inbox to your workplace Group User Groups Users Name Information Law Privilegierte B Law Standard Benu Lisa Meier Max Mustermann The group inbox will be enabled and added to your Inbox Management view Once the inbox is enabled all members of the corresponding user group will be able to add the group inbox to their workplace by clicking on Settings Inbox Add 3 If you will not be needing the enabled group inbox later on you can remove it from your Inbox Management view Simply select the inbox and click on Remove Please note For more information on how to use inboxes please refer to the user manual for doculife Desktop Opening and working with group inboxes Group inboxes can only be opened and worked with by members of the corresponding user group However certain circumstances such as all the members of the user gr
73. roup that groups together the permissions for managing per missions AdminAccessG Group used to provide administration rights for accessing all data Group used to provide permissions for select administrative func CITING paallene tions audit reports choice lists Administration manual doculife Desktop 9 Managing groups 43 ee ArchiveDenyG Technical DMS archive group ArchiveG Group used to provide permissions for archiving items ArchiveOwnerG Technical DMS archive group Group that provides user groups with the required permissions for BusinessUserG using DMS applications ChoicelistAdminG Group used to provide permissions for managing choice lists DisableSystemG Technical DMS system administration group LDAPAdminG Group used to provide permissions for managing users and groups LDAPBusinessAdminG Group used to provide limited permissions for managing users and groups LockDenyG Reserved not used indoculife as of this writing LockOwnerG Reserved not used indoculife as of this writing ManagementG Group used to provide permissions for editing solution con figurations OSAdminG Technical DMS administrator group OSUserG Technical DMS user group PrintG Group used to provide permissions for using an optional print ser vice not used in doculife as of this writing Pesci alone Group used to provide permissions for reactivating archived items ReportG Group used to provide permissions for the server side reporting fun
74. s the aforementioned key as well as the one who manages it and uses it to unlock the tenant This ensures that Authorized users can prevent any access to the corresponding data by locking the ten ant Technical staff and IT administrators will not have any access to the customer s data since the tenant is automatically fully locked when technical work is being per formed and the data for the tenant cannot be viewed as a result The following applies in terms of how the key is used and managed The administrator sets the key during initialization first use with the idac activation key The tenant can be locked at any time by any user with the corresponding permissions The tenant can be unlocked by any user who has the corresponding key The key can be changed by any user who has locking permissions Locking tenants To lock a tenant follow the steps below 1 Select the Lock account option on the bottom left of the Desktop 46 10 SECplus SECmezzanine key administration Administration manual doculife Desktop V Administrator Max Mustermann Lock account Administrator 2 Select the type of lock you want Lock The tenant will be locked after any ongoing actions being carried out by users are completed e g ongoing file imports with drag amp drop Lock immediately The tenant will be locked immediately Any user actions that are still ongoing will be aborted EN Kont
75. single tenant Specific recognition solutions can be optionally integrated for a tenant 5 2 Solution A solution is a DMS application installed specifically for a tenant The following applies to solutions One or more solutions can be run for a single tenant independently of each other Each solution will feature its own permissions scheme File register and document index fields search templates search result lists and choice lists can be individually modified and expanded for each solution In each of the solutions for a tenant the repository can be independently structured with files registers and documents independently of the tenant s other solutions The administrator is the one who selects and loads solutions the first time a tenant is activ ated Please note For more information on loading solutions please refer to the Initial activation section in the doculife Getting started documentation Loaded solutions can be modified by Having the administrator provide new searches templates and choice list contents Updating the solution with custom modifications made and provided by the solution s vendor 10 9 3 9 4 9 9 5 Terms and definitions Administration manual doculife Desktop Files In solutions installed for a doculife tenant documents are stored in files folders which can be subdivided into registers This means that documents with various formats e g PDF Office e mails
76. system side relationships between the defined confidentiality levels for files registers and documents and the various user groups are referred to as a permissions scheme A per Administration manual doculife Desktop 7 Permissions concept 15 missions scheme represents a solution s permissions system in Summarized form and is the basis for managing users and groups Types of access permissions The following types of access permissions are available in doculife ae Create C Creating files Searching browsing viewing contents view ing properties viewing attachments showing Read R ake BE permissions viewing document contents showing document versions Author Document A Creating documents Editing properties creating registers adding Write W documents and links checking documents out in editing document contents Deleting files removing links removing delet Delete D ing documents Security S Changing permissions taking over ownership The permissions assigned to a group are grouped together and shown as follows in an object s properties Properties Access Rights Access Rights column Access permission Description of permissions Searching browsing viewing contents view ing properties viewing attachments showing permissions viewing document contents showing document versions Read access In addition to the rights that come with read access Read write access Ed
77. t the key Confirm the prompt reminding you to safely store the key by enabling the corresponding checkbox then click on OK 10 SECplus SECmezzanine key administration Administration manual doculife Desktop EN Wichtiger Hinweis Wenn Sie den Schl ssel oder das Kennwort vergessen wird lhr Konto unbrauchbar Weil Ihre Daten den Anforderungen an die Hochsicherheit unterliegen kann der Dienstanbieter weder den Schl ssel noch das Kennwort zur cksetzen Wir empfehlen deshalb den Schl ssel und das Kennwort als PDF Datei zu speichern oder auszudrucken und an einem sicheren Ort zu verwahren lich habe die Hinweise zur Aufbewahrung des Schl ssels und des Kennworts zur Kenntnis genommen Save as PDF file or print Cancel 5 Confirm the key change by clicking on OK A Key was changed successfully Important Once the key is changed the tenant will be locked and will need to be unlocked by someone with the appropriate permissions 11 11 1 11 2 11 3 Administration manual doculife Desktop 11 Inboxes 51 Inboxes Overview Inboxes are an important tool in the teamwork between users and user groups Inboxes can be used to assign incoming documents to a user or user group for review and editing Moreover using the forwarding DMS function in conjunction with inboxes makes it possible to initiate carry out and monitor agile workflows for editing and approving doc uments Inboxes are also e mail inboxes for
78. te Users and Groups organze access ight and deactvate lingna e Grouse Bechhatng Fame Deecripton Bieter Buckellung Mile der de Ae ung Surh Alasa ri Ghow also bachnieat users and greape Member of groune Groupa Orr L gin amp Mame Login Name Dsscrption A GeneraQeacDbGrmaterG General Dacerment EL Cre 4 Thenclick on Delete 5 Inthe prompt that appears click on OK The group will be deleted 10 10 1 10 2 Administration manual doculife Desktop 10 SECplus SECmezzanine key administration 45 SECplus SECmezzanine key administration Overview Please note The following functions are available for doculife SECplus and SECmezzanine tenants only When documents are transferred between a client and the doculife cloud service using the transport layer they are encrypted as well HTTPS SSL Once the documents are on the server a full text index is generated on the server and the documents are stored in a secure tamper proof repository after being encrypted with 256 bit AES Finally the corresponding metadata as well as the full text index itself is stored in encrypted databases Generally speaking encryption on the server is organized in such a way that the operator does not have any access to document metadata and encryption contents Please note For more information on how encryption works and its scope please contact your solution vendor or hosting provider The user is the one who set
79. the corresponding enabled doculife e mail addresses There are two types of inboxes in doculife Personal inboxes Group inboxes Personal and group inboxes are created automatically in doculife when a user or group is cre ated A personal inbox is automatically activated and enabled the first time the corresponding user logs in Meanwhile group inboxes must be activated and enabled by the administrator before they can be used Personal inboxes A personal inbox is automatically activated and enabled the first time the corresponding user logs in A personal inbox contains documents forwarded to the user for editing jis the inbox for the user s doculife e mail address canbe used as a default scan input folder The contents in a personal inbox can only be viewed and edited by the corresponding user Group inboxes Every user group has its own group inbox and the members of a user group can connect to the corresponding group inbox and view and edit its contents A group inbox Contains documents forwarded to the group for editing Is the inbox doculifefor the group s e mail address Can be used as a default scan input folder Group inboxes are created automatically when a group is set up However before the group inbox can be used the administrator needs to activate it 52 11 4 11 4 1 11 Inboxes Administration manual doculife Desktop Managing inboxes Adding inboxes to the inbox overview
80. ttings windows by click ing on OK To publish changes and additions follow the steps below 1 Click on Settings System Configuration Click on Save Publish Templates 2 Topublish the changes additions click on Save templates to server and publish cP Transfer templates to server Choase how to save publish templates to server gt Save templates to server 3 The changes will be transferred to the server and published In the prompt that appears click on OK Important The settings will not be updated until users restart their Desktop When they restart it the settings will be automatically updated and the modified solution will be provided 4 Once the loading process is complete close the System Configuration and Set tings windows by clicking on OK 72 13 Solution administration Administration manual doculife Desktop 13 8 Revoking published templates Please note When published templates are revoked all templates will be removed from your tenant and will cease to be available to users To restore the tenant s proper functioning you will need to load and publish the templates again It is recommended to use this function only after consulting with your solution vendor To revoke published templates follow the steps below 1 Click on Settings System Configuration Select Remove published templates 2 Toremove the templates click on Yes in the prompt that appears Do you want to remove the published
81. ue ocesdvwececwceeecseicdeeees 62 Deleting an index value 66 editing 2 61 D Direct user group Displaying group mem berships 40 Document 10 F PSS sense Aber 10 Finding documents 57 Formatting and layout used throughout this doc umentation 6 G General security information 7 Group inbox 22 22 2 51 Enabling 54 Opening and working with 55 Groups Deleting 44 Permission groups 17 Technical groups 17 User groups 17 Viewing permission groups 41 I Inboxes Adding to the inbox overview 52 P Passwords guidelines Resetting Permissions concept Confidentiality levels Data access and editing per MISSIONS an 2 0 40 Overview nu Permissions system Access permissions Personal inbox R Register S Search Creating 2 Making available to all users SECplus SECmezzanine Changing keys Granting permissions for lock ing a tenant Locking tenants Sharing scanning activation files Solution 2 00022000 Solution administration Featur
82. ughout the online help 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 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 Definitions Definitions for terms and structure specifications are indicated as follows The definition for the term print server would be provided here Tip Useful shortcuts additional options and special settings are indicated as follows Tip This is a tip Important Important is used to point out information that is important for the process or workflow in question or for ensuring that an instruction can be carried out Examples Examples of individual functions are indicated as follows Example This is an example Instructions step by step 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 arrow icon 3 1 3 2 3 3 Administration manual doculife Desktop 3 General security information 7 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 provi
83. up or a group is assigned to another group all the per missions defined in the permissions scheme will be assigned to the user to the first user group automatically When a user or user group is assigned to a user group the user the first group will not only become a member of the user group to which it has been assigned direct membership but will also inherit any memberships corresponding to that user group In other words the user user group will also become a member of the groups to which the parent user group belongs indirect membership Adding a user group Additional user groups can be added to solutions Please note Make sure to add new user groups only in accordance with the permissions system cor responding to the solution being used If you have any questions please contact your solu tion vendor or doculife Support Follow the steps below to add a user group to a solution 1 Open the User Management screen by clicking on Settings System Configuration User Management 2 Select the Groups radio button and click on Add 3 Inthe dialog box that appears enter the information required in order to create the group 9 Managing groups Administration manual doculife Desktop Assign new group Create a new group Name Complete Name Description e g Email address Managed by Select user or group Cancel Name Name of the group Please note Spaces and special characters a0 lt
84. us optionally available Configuration Tool Opens a configurator optionally available for editing templates Show Configurator in toolbar Adds an icon to the toolbar that can be used to start the configurator optionally available Save Templates to Filesystem Opens the dialog box used to save templates locally Synchronize Templates from Filesystem Opens a dialog box that can be used to synchronize template changes and additions made locally with templates being used actively Save Publish Templates Opens a dialog box that can be used to save and publish edited templates Remove published templates Undoes the last template publication Load solution Opens a dialog box that can be used to load a solution from the filesystem Add feature set for account Function for loading a tenant specific configuration This configuration will provide tenant parameter configurations that are independent of the solutions being used Delete feature set for account Function for deleting a tenant specific configuration 6 3 6 4 Administration manual doculife Desktop 6 Open System Configuration 13 Common update settings Update mode Every time Desktop starts the program will check whether there are any new or changed templates on the server that need to be transferred and used The following options are available Automatic When starting Desktop the program will automatically check whether there are any ne
85. w templates on the server and load them This is the recommended setting Always The program will check all the settings on the server at cyclic intervals This may take a few minutes Manual The program will not check automatically whether there are any new or changed templates on the server If you select this option updates will have to be car ried 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 AddIn zip in the Windows File Explorer To uninstall an add in right click on it and then click on Uninstall Please note Add ins required in order for Desktop to work properly cannot be uninstalled 7 1 7 Permissions concept Administration manual doculife Desktop Permissions concept Overview of the permissions concept doculife features an easy to understand fine grained role based permissions concept for files registers and documents that is designed with real life applications in mind In it data access and editing permissions are defined in detail using a permissions scheme and are then managed at the group level Data access and editing permissions Access permissions for editing files registers and documents data access and editing per missions are grouped together and provided for user groups roles Users are assigned to these groups based on th

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