DMDoc General Concept

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1 DMDoc General Concept... 1 Administration and Main Settings... 1 Administrator Panel... 2 User Account Types... 2 Administrator Account Rights... 2 User Account Rights... 3 Creating User Accounts... 3 Creating an account by a user Creating a user account through Administrator Panel... 4 Creating Documents Tree Structure... 6 File Manager How to Upload a Scanned Document Search Documents DMDoc General Concept DMDoc is a web application intended for imaging, indexing, managing, and tracking paper documents. With DMDoc it is possible to add scanned documents to a central location and add meta information: tags, indexes, description etc. The documents tree structure is customizable and is created by an administrator of the software. For every document type it is possible to create and add custom indexes which will be shown just for the specified document type. It is possible to control what info from document meta to show in search results. The search interface is built in Google-like style, thus users don t need to get used to new software and users in the office can search a required document just like they search any other information in Google. So, the work with the product is easy and intuitive. The search is performed through both document meta information and document text making search results precise and saving time on search for a required document. DMDoc is licensed as a SaaS (Software as a Service) solution. This means that users don t need to bother themselves with the problem of organizing infrastructure to make the software work. All is needed to do to make the software work is to get the required number of accounts for your company. DMDoc works on all devices: PCs (Windows and MAC), Tablets, Smartphones, etc. This ensures that you can get access to your documents from any device, from any place and at any time. Administration and Main Settings To make the software ready to use for uploading documents and search them, it is required to do the following settings: 1

2 1. Get access to Administrator account (provided by DMWorks Systems) 2. Create User Accounts and/or allow users to register in the software themselves 3. Create documents tree structure 4. Create indexes for document types 5. Assign access rights to documents folders When these setting are set, users can start uploading scanned documents to the system. Administrator Panel Administrator Panel of DMDoc is intended for configuring the main settings of DMDoc required to manage the documents. It can be accessed by a user with Administrator rights at the top right side of the software. Here it is possible to specify the following settings: Users create and manage user accounts. Document Structure create and manage documents treeview Document Types - create and manage document types and its indexes Refer t the corresponding sections below to learn in details how to use these sections. User Account Types Administrator Account Rights Administrator account type has the following rights: 2

3 a) Create/edit/delete user accounts b) Grant/restrict access of users to documents folders c) Create/edit/delete documents tree structure d) Create/edit/delete document types e) Create/edit/delete indexes for document types Users with Administrator rights are able to do everything allowed to users with the User account type. User Account Rights User account type has the following rights: a) Add documents to the system along with document meta information (description, tags, indexes) b) Search for documents c) Download documents d) View meta information of documents Creating User Accounts Access to the Administrator account can be obtained from DMWorks Systems representative within 30 days free trial period or after purchase. To get your Admin account us at There are two ways to create User accounts: a) Allow users create accounts/ register b) Create user account through Admin Panel Creating an account by a user. To create an account, access DMDoc from our web browser and click the Register button on the right top corner: Fill in the required fields and press the Register button: 3

4 Creating a user account through Administrator Panel Access DMDoc using a web browser and click the Admin Panel link: 4

5 In the Admin panel, click the Users tab (1) on the left side of the application, then the Register User button (2) Fill in the form and click Register: 5

6 Creating Documents Tree Structure Login to DMDoc under Administrator account, go to Admin Panel and click the Documents Structure link on the left side of the panel: 6

7 Here we create structure of the folders for further uploading of the documents. The structure is as follows: 1) Company a company which the uploading documents belong to. It is possible to add several companies within an instance of DMDoc and manage documents for several companies. 2) Department a department of the company, for example Sales, Financial, Legal departments. It is possible to add unlimited number of departments. 3) Category a documents category. For example, let s assume we have an Accounting Department and as categories of payments we can add Bills, Taxes, etc. 4) Document Type a type of the uploaded document. For example, Bills, Payments, Invoices, etc The tree is created using the corresponding buttons on the form. But to add the document type for the Category, first it is required to create a library of Document Types using the corresponding section on the left panel. Since the Document types can repeat for different Categories of payments it will save your time when creating the documents structure. To create Document Types, press the Document Types section on the left panel, then press the Add Document Type button on the top. In the opened window, fill in the required fields: Document Type Name name of the document as it will be displayed in the treeview of the documents structure. Document type description some free-hand description of the document type for understanding its purpose. 7

8 To add Document Type for the Category, press the Add Document Type button on the main form of the Admin Panel. In the opened window fill in the required fields as follows: Document Type select the type of the document from the list of available document types previously created as it described above. Name name of the document type as it will be displayed in the treeview in the File nameger 8

9 Document types can be supplemented by Indexes. The indexes are descriptive information for the document type that can be presented n the form of text, number or date. The index created for a document type will be available for filling when uploading a document and adding meta information for it. To add an index for the document type, click the Document Types section on the left side of the panel and click the indexes link near the required document type: In the opened window, you can edit the created indexes and create new indexes, by pressing the Add Index button: In the opened window fill in the required fields: 9

10 Index Name name of the index to refer to it; Index Description description of an index; Index type type of an index: String (text field), Date (date filed) or Numeric (numeric field) Show on search show or not the index in the search results. File Manager The File Manager is intended for solving the following tasks: - upload scanned documents by folders of the documents structure created in Administrator Panel; - fill-in meta information and indexes for the uploading documents - download, edit, delete the uploaded documents; - view information about uploaded documents, etc The File Manager is accessed by the File Manager button on the top left side of the application and has the following main areas: 10

11 1 Documents tree structure that is created in Administrator Panel. 2 The Add file button invokes a window for uploading a document and filling meta information about it; 3 Editing Panel here we select the uploaded files to see information about them, download, edit, or delete an uploaded document. 4 Information Panel here we see the whole information available for an uploaded file. How to Upload a Scanned Document Let s assume that we have a folder with the scanned documents located locally (or in the Intranet) on a computer. To upload a document it is needed to do the following steps: 1) Click the File Manager button on the top left side of the application; 2) In the opened window select the required folder to upload a document and press the Add File button 11

12 It will open a window for uploading a file and filling in the information about it: 3) Fill in the required fields: Select file click the button to select a file from the file system of your machine; 12

13 Name meaningful name of the uploading file as it will be displayed in search results; File Description description of the file as it will be displayed in the search results. Tags keywords for a file for easier indexing and further search of a file; Indexes here are the indexes that have been previously created for the selected Document Type though the Admin Panel. The indexes are usually different for every Document Type and created by a user with Administrator rights. EXAMPLE: For example, in this sample we selected the DMWorks Systems as the Company, the Financial and Accounting folder as a department, the Reports folder as a Category and Reporting as a document type. So, the indexes here will be the indexes created for the Reporting Document Type. Search Documents To find a necessary document DMDoc offers a familiar interface of search engines: 13

14 To find a required document, enter the keywords into the search field and press the Search button or the Enter key on the keyboard: When choosing the keywords for documents search, keep in mind that DMDoc uses full text search of scanned document along with the meta information that is filled when a document is added to the system. 14

15 Clicking a document title from the search results page: Oopens the PDF in a new window: 15

16 Clicking the more info link next to the document: Opens a modal window with the file details: 16