KRYSTAL DMS User s Guide PRIMELEAF CONSULTING [P] LTD 29, Hendre Castle, D.S.Babrekar Marg, Gokhale Road (North), Dadar, Mumbai 400 028, India Tel No + 91 2447 3371 / 72 / 73
FIRST EDITION AUGUST 2013 This edition applies to the licensed program KRYSTAL DMS Enterprise Edition Version 8.0 and to all subsequent releases and modifications until otherwise indicated in new editions. Please make sure you are using the proper edition for the level of the product. All the names in this guide / manual are fictional and any resemblance to existing people or firms is purely coincidental. If you have any comments about the guide / manual or the product, we would very much like to hear from you. Please send your comments by e-mail to info@krystaldms.in or by fax to +91 2447 3373. The contents of this document are strictly confidential and remain the property of Primeleaf Consulting [P] Ltd. The document or any part thereof must not be distributed to any person other than those within the Client organization who are authorized to view the same.
Table of Content Introduction to KRYSTAL DMS - Enterprise Edition... 1 Features... 1 System Architecture... 2 System Structure... 3 Domains... 3 Document Repository... 3 Starting KRYSTAL DMS - Enterprise Edition... 4 Windows Installation... 4 Linux Installation... 5 Getting Started... 6 Accessing KRYSTAL DMS - Enterprise Edition... 6 Enterprise Document Management Console (EDMC)... 7 My Workspace... 7 Document Library... 8 Workflow... 11 Applications... 12 Main Menu... 15 Document Classes... 16 Open Document Class... 16 Search Document Class... 17 Filter Document Class... 17 Search Documents... 19 Search Results... 19 Add Document... 19 Bulk Upload... 20 Manage Subscriptions... 21 Checked out documents... 22 Document Hit-list... 23 Working with Documents... 23 View Document... 25 Bookmark Document... 26 Add to Document Set... 26 Submit to Workflow... 26 Checkout Document... 26 Check in Document... 27 Cancel Checkout... 28
Revision History... 28 Edit Indexes... 28 Move Document... 29 Delete Document... 30 Download Document... 31 Share Document... 31 Document Tags... 32 Notes... 33 Document Properties... 35 Show Access History... 35 Document Attachments... 36 Export Results... 36 Export to Excel... 36 Export to PDF... 37 DocViews (Document Views)... 37 Create DocView... 38 STEP 1: Select Document Class... 38 STEP 2: Select Document Indexes... 39 STEP 3: Create DocView... 39 Delete DocViews... 40 Document Sets... 41 New Document Set... 41 Open Document Set... 42 Delete Document Set... 42 Hotlinks... 42 Create Hotlink... 43 STEP 1: Select Document Class... 43 STEP 2: Select Linked Document Class... 44 STEP 3: Select Index... 44 Edit Hotlink... 45 Delete Hotlink... 45 Checked Out Documents... 45 Bookmarks... 46 Rename Bookmark... 47 Delete Bookmark... 47 Workflow... 48 Work Queues... 48 Workflow Cases / Workflow Tasks... 49 Completed Instances... 50
Tasks... 51 View & Edit Task... 51 Add Task... 52 Delete Task... 53 Events... 53 View Event... 53 Add Event... 54 Edit Event... 54 Delete Event... 55 Announcements... 55 View Announcement... 55 Add Announcement... 56 Edit Announcement... 56 Delete Announcement... 57 Discussions... 57 View Discussion... 57 Add Discussion... 58 Edit Discussion... 59 Delete Discussion... 59 Utilities... 59 Search Notes... 59 View Exception Logs... 61 View Exception Details... 61 My Profile... 62 Preferences... 62 Change Password... 63 Change User... 63 Logout... 64 KRYSTAL Document Viewer... 65 Document Attachments... 66 View Attachment... 66 Add Attachment... 67 Remove Attachment... 67 Document Tags... 67
Add Document Tag... 67 Remove Document Tag... 68 Forgot Password... 69 Conclusions... 70 Further Reading... 70
Introduction to KRYSTAL DMS - Enterprise Edition KRYSTAL DMS - Enterprise Edition is easy to use, powerful and cost-effective document management software that allows companies to centralize the management, storage, retrieval and distribution of electronic as well as paper based documents. Built with robust, scalable architecture, KRYSTAL DMS - Enterprise Edition can be deployed over LAN, WAN or Internet in organizations. These products also empower individuals and organizations by acting as powerful knowledge management tools. KRYSTAL DMS - Enterprise Edition addresses the needs of many vertical markets, including manufacturing, architecture, engineering and construction, utilities, universities, and government agencies. KRYSTAL DMS - Enterprise Edition provides and rich toolset to help users manage their valuable business documents and records efficiently. Managing users, security and access permissions, user groups, work areas (domains), versioning and document control are just a few management functions of KRYSTAL DMS - Enterprise Edition document management software. The centralized Document Repository provides a self-service environment with which authorized users can manage document lifecycles efficiently and securely. Tracking changes to documents, audit trails and logs will help you manage your documents with incredible efficiency and speed. Features KRYSTAL DMS - Enterprise Edition provides following features and functionalities. Robust Document Management with Version Control Accessibility over the Internet, WAN or LAN Document Indexes, Meta-data and Full Text Searching Template based access control Document Expiration and Notifications Detailed Audit Reports Document sharing and distribution Microsoft Office and Open Office and Auto CAD Document Support File Preview, mark-up and annotation support Subscriptions and Notifications Platform independence Easy setup, support and administration Workflow engine to automate business process Web Services APIs to integrate with existing and custom build applications 1 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
System Architecture KRYSTAL DMS Enterprise Edition is completely web based solution and it runs on a centralized server. The only software need on the client workstation is a JAVA enabled web-browser such as Internet Explorer Mozilla Firefox Google Chrome Safari The distributed architecture of the system allows, intelligent partitioning of database and application server. Users can use any of the following databases with KRYSTAL DMS Enterprise Edition Oracle Microsoft SQL Server MySQL Apache DEBRY / IBM Cloudscape DB2 UDB PostGRE SQL 2 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
System Structure KRYSTAL DMS - Enterprise Edition comprises mainly of 2 major components Domains Document Repository These components are user defined hence it helps a better representation of your business. For further details on system configuration and administrator please refer to Administrator's Guide. Domains Each domain typically represents a relatively self-contained department, division or location of an organization. Primarily it groups related users and related document classes by their job / business function. Administrators can create more than one domain in a single server environment depending upon the licensing of the application. Each domain can then be assigned an Administrator who will configure and monitor it. For further details on system configuration and administrator please refer to Administrator's Guide. All end users are given a username and password and are assigned to one or more domain. Users can login to their assigned domain(s) and get access to those domain specific documents. All documents are domain specific and are stored and manipulated independently of the other domains. A document class can be shared among domains. After logging on to a specific domain, user gets access to all the domains assigned to him/her by selecting the domain name from a drop down available from top navigation panel. Document Repository Every document uploaded, created or imported to KRYSTAL DMS - Enterprise Edition is stored on the server inside a Document Repository. It is a unified domain based storage system which stores and maintains all types of documents and meta-data. As an enterprise class Document Management System, KRYSTAL DMS - Enterprise Edition can accommodate all types of electronic documents, including scanned physical files (TIF, JPG), PDF, MS-Office files and faxes. 3 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Starting KRYSTAL DMS - Enterprise Edition KRYSTAL DMS - Enterprise Edition server is installed as a Windows Service on Microsoft Windows platforms. You can use services control panel to start and stop KRYSTAL DMS - Enterprise Edition. On Linux or Solaris distributions, you can use the script StartServer.sh located in KRYSTAL_HOME/bin/ folder to start the server To verify the installation and configuration of KRYSTAL DMS - Enterprise Edition server, you can open the browser and visit http://localhost:portno/ to get connected. If you are on a machine other than on which KRYSTAL DMS - Enterprise Edition is installed then visit http://hostname:portno/ where hostname is the name / IP address of the machine where it is installed and 'port number' on which it is configured to be running. Windows Installation KRYSTAL DMS - Enterprise Edition server is installed as a Windows Service on Microsoft Windows platforms. You can use services control panel to start and stop KRYSTAL DMS - Enterprise Edition. 4 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Linux Installation On Linux or Solaris distributions, you can use the script StartServer.sh located in KRYSTAL_HOME/bin/ folder to start the server To verify the installation and configuration of KRYSTAL DMS - Enterprise Edition server, you can open the browser and visit http://localhost:portno/ to get connected. If you are on a machine other than on which KRYSTAL DMS - Enterprise Edition is installed then visit http://hostname:portno/ where hostname is the name / IP address of the machine where it is installed and 'port number' on which it is configured to be running. 5 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Getting Started KRYSTAL DMS - Enterprise Edition is a completely web-based solution. Hence once it is installed on the server, only software required to use it is, internet browser. End users rarely require any training and if they do, we have this complete web based training system free of charge for our customers. We strive to keep things simple. Accessing KRYSTAL DMS - Enterprise Edition KRYSTAL DMS - Enterprise Edition can be accessed using any standard Java enabled web browser from anywhere on your corporate intranet / extranet or internet. To access KRYSTAL DMS - Enterprise Edition server, you can open the browser and visit http://localhost:portno/ to get connected on the server where it is installed. If you are on a machine other than on which KRYSTAL DMS - Enterprise Edition is installed then visit http://hostname:portno/ where hostname is the name / IP address of the machine where it is installed and 'port number' on which it is configured to be running. To gain access to KRYSTAL DMS - Enterprise Edition, users need to supply their secure username, password and a domain name. Once logged in, users can navigate through all accessible documents via Enterprise Document Management Console (EDMC). 6 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Enterprise Document Management Console (EDMC) The Enterprise Document Management Console (EDMC) is designed in such a way that users can get to the required documents in as few clicks as possible. My Workspace On logging to the KRYSTAL DMS - Enterprise Edition user is presented his / her workspace. This area is designated as My Workspace. The My Workspace contains following sections. Document Library Workflow Applications 7 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Library This section of the workspace contains following subsections. Document Classes DocViews Checked out documents Recent Viewed Documents Global Search Document Charts Document Tags Document Sets Bookmarks Document Classes This section of My Workspace displays document classes under the Document Library section to which user have at least read access. User can view all documents in a particular document class by clicking on Open link associated with the document class. User can search documents based on various index fields, meta-data fields and criteria using the Search link associated with a particular document class. If user has create permissions / rights, then an additional link title Add Document will be available to the user to add a new document in to a selected document class. Documents created in last 7 days are accessible by clicking on the new X documents link available beside the name of the document class. Other details like total number of documents available in document class, creation date of the document class and user who created the document class is also available here. Search Documents Users can search documents across all Document Classes in a single go. User can enter the required search text in the search box and click the Search button to search document across all indexes in all document classes to which s/he has read access/permissions. 8 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
All indexes available in a document class and all the document tags are searched using this function. DocViews DocViews section of My Workspace module will display document views created by the logged-in user, along with document views which are created by Administrator type of user and are marked as public. To view all documents which are filtered by DocView are accessible using Open link associated with the particular DocView record. User can further filter the documents by using Search link available. Checked Out Documents If revision control is enabled on a document class and if the documents are checked out by the logged-in user then these document will appear under this section of the My Workspace. Here, logged-in user can see the name of document class, path were document is checked out on the users workstation, date and time of checkout. User can perform actions like cancel check-out and check-in by clicking on the respective links associated with checked out document record. Recent Viewed Documents Last 5 Documents viewed by the user are displayed in this sub-section of the Document Library section of My Workspace 9 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Charts This sub section of Document Library section of My Workspace displays a pie chart of Repository Documents for currently logged-in domain. Bookmarks This section of My Workspace displays list of bookmarks, defined by the logged-in user. User can access a document in a single click by clicking on the name of the bookmark. Here a list of bookmarks created by the user is displayed with option to rename or delete the bookmark. User can click on the View link to view the document. User can click on Rename link to rename the bookmark. To manage bookmarks, user can click on the Bookmarks link at the top of the Bookmarks section of My Workspace. 10 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Tags Document Tags are labels that you can add on documents to help you describe them. Unlike subjects in the metadata of the document, you don't have to choose tags in a closed list. You are free to apply the labels that describe the document best. You can use the tag cloud to find all documents that have the same tags. Workflow Work Queues Work queues are represented by username, groups and roles to which user belong. Each queue consists of work items or work cases. If workflow access is enabled for a user then all the queues for users will appear on My Workspace module under Work queues tab. On clicking on the particular queue, work cases assigned to that queue will be displayed as a hit list. The size of hit list is restricted by user preferences. User can start a new case using Start Workflow link available at the bottom of this section. 11 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Completed Instance If logged-in user is administrator, then access to all completed instances of the various work process will be available through this section. Applications Various collaboration applications of the system are available in this tab of the My Workspace. Tasks Task assigned to or assigned by the logged-in user are listed under this sub section of the Applications section of My Workspace. Users can view details of the tasks by clicking on the title of the task or by clicking on the View link associated with the task record. Task management can be carried out by clicking on the Tasks link available on the top of this section. Events Events module allows users of KRYSTAL DMS - Enterprise Edition to publish details of events organized in business. Events published by various users are displayed on the Events sub section of the Applications section of My Workspace module. Along with title of the event, event date is displayed. Details of the event can be viewed by clicking on View link available with the event record. Event management can be carried out by clicking on the Events link available on the top of this section. 12 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Announcements Announcements are listed under this sub section of the Applications section of My Workspace module. Announcements feature of KRYSTAL DMS - Enterprise Edition allows users to publish important information relating to its business for collaborative purposes. Announcements added by various users are displayed on the Announcements section of the My Workspace module. Users can view details of the announcement by clicking on the title of the announcement or by clicking on the View link associated with the announcement. Management of announcements can be carried out by clicking on the Announcements link available on the top of this section. Discussions This collaborative feature is available under Discussions sub sections of the Applications section of My Workspace module. Discussions feature allows users of KRYSTAL DMS - Enterprise Edition to collaborate and discuss various business problems and provide their opinion on the same. Users can view details of the discussion by clicking on the title of the discussion or by clicking on the View link associated with the discussion. Users can view the discussion details by clicking on title of the discussion, or number of postings. Access History Access History or Recent Activities section of the My Workspace module displays the 10 most recent activities performed by the logged in user. Following data is displayed in tabular manner. Action 13 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Object Type Date Time IP Address Comment Utilities Couple of utilities is available to the logged in user to search notes on the documents and view exception logs about exceptions which have occurred during the current session of the user. 14 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Main Menu The Main Menu of the system enables user to access various features of the system. Logged-in users can access each and every module of the system using the main menu of the application. This is a dropdown menu which contains following sub menus My Workspace Control Panel (Available Only to System Administrator Group Users) My Profile Help Guides Domain My Workspace My Profile Control Panel Help & Support Document Classes Preferences Manage User Users Guide DocViews Change Password Mange Groups Administrators Guide Document Sets Change User Manage Roles Web Services API Guide Tasks Logout Manage Domains Submit an Error Events Manage Document Classes Announcements Manage Indexes Discussions Manage Lists Bookmarks Manage ACL Templates Search Notes Manage Checkouts View Exception Logs Manage Workflow Templates Manage Global Settings Manage Jobs System Reports Recycle Bin 15 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Classes Document Classes are nothing but a group of similar documents. Document which are similar in its functional capabilities are grouped under a particular document class. For example, "Invoices, Purchase Orders, Shipping Confirmations etc On clicking My Workspace -> Document Classes link on the main menu of the system, user will be presented with a list Document classes to which s/he has at least read permissions. The number of document classes on the page is restricted by the hit-list size parameter of user s preferences. Logged in user can also initiate Adding a new document and can view Checked out documents by clicking on Add Document, Checked out documents link on this page respectively. Users can sore the listing of document classes on the basis of Creation date as well as name of the document class. User can also see a graphical representation of number of documents added every month in each document class. Open Document Class To view all the documents in the document class user can click on Open link associated with it. This will open up a hit list of document. Please refer to Document Hit-list section of this document for further details. 16 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Search Document Class Logged-in user can perform various searches on a particular document class on document indexes, meta-data and full text of the document content. To search within a document class user can click on Search link associated with document class. Filter Document Class Users can perform searches across all indexes in a document class. User can select from multiple operators to perform a search across indexes. These operators are as given below. Is Is Not Like Not Like Is Greater Than Is Lesser Than Between Is Empty Is Not Empty Along with indexes, users can also perform searches on following meta-data fields File Name Document ID Content Search Creation Date (Created On) Last Modification Date (Last Modified On) Expiry Date (Expiry On) Document Type Created By Last Modified By Search all revisions Document class statistics are also displayed with the search filters. Count of document created / modified today, this week, this month, and this year will be displayed. Also it displays the number of documents which are expiring in next 7 days. 17 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
To search documents user can enter any of the criteria and click on Show Hits button. The resultant document hit-list will display all documents which matches users search criteria. Please refer to Document Hit-list section of this document for further details. 18 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Along with this, various tags available on the documents in selected document class are also displayed to the user for quick search. Search Documents User can perform index search across all the document classes to which s/he has at least read permissions. User will enter search text and click on the Search button to get a search result. Search Results All the indexes across each of the document classes are queried by the system and matching results are displayed to the user. If matching value is found in the document class and if user has access to this document class then it will be displayed along with matching number of documents. To view the resultant hit list of documents user can click on Open link. Please refer to Document Hit-list section of this document for further details. Add Document To add a new document into existing document class, user can use this option. The option of adding a document is available only to those users who have create/add permissions on the document class. Clicking on Add Document link will open a light box popup window where user can select a document to upload from his/her workstation. User must select a document and a document class to upload/capture a document into the system. 19 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
On clicking the Save button, the document will be uploaded to the server system and stored in the selected document class along with index information. User must input all mandatory fields in order to upload the document to the system. If a workflow is associated with a document class then feature of uploading a new document to the document class will not be available. The document can only be uploaded using Start Workflow link available under Work Queues section of the My Workspace Bulk Upload Users can also upload more than one document in a single go using the Bulk Upload feature of the system. Once user clicks on Bulk Upload link, a popup window is displayed to the user. User can select documents to be uploaded by clicking on the Add Document button or by simply dragging and dropping documents on the area marked. On clicking the Upload Documents button, the documents will be uploaded onto the server in bulk mode. If a workflow is associated with a document class then feature of uploading a new document using Bulk Upload feature to the document class will not be available. The document can only be uploaded using Start Workflow link available under Work Queues section of the My Workspace. 20 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Please Note: No index information is added to the document when documents are uploaded using this feature of the system. Manage Subscriptions To get notifications on changes made on documents, user can subscribe to document classes. User subscribe to following events. Batch Import Document is added Document is edited New version of document added Document marked as deleted Document marked as expired Document is expiring in 7-days User can choose appropriate checkboxes and click on a Save button to subscribe. 21 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Checked out documents Users can checkout documents for editing of the document outside the Document Management System. Once the document is checked out by any user, the document will not be available to another user for editing. Administrators and user who have checked out documents can perform check-in or cancel the checkout to make the document available to other users of the system. 22 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
To view documents checked out by logged-in user, s/he can click on Checked out document link on the Document Classes module. User can see Document Class, Checkout Path & Date Time of each document which is checked out by the logged-in user currently. User can view the document, properties of document, revision history by clicking on appropriate links. User can cancel the checkout or can check-in the document by clicking on appropriate links. Document Hit-list Document Hit-list displays all the matching documents from various searches or all documents from document classes. Depending upon the permissions assigned to logged-in user, user can perform many actions on a document. Working with Documents User can perform diverse range of operation on the documents in EDMC by clicking on and selecting any of the following action available according to access permissions from resultant hit list. View Document: To view the document you can click here or on any index field. On clicking KRYSTAL Viewer will open and document is displayed to the user. Bookmark Document: To bookmark the document for quick access in future, user can use this option Add to Document Set: User can add the document to existing Document Set using this action 23 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
of the document hit-list. Submit to Workflow: This option will help user to submit the document to an existing workflow process. If the document has already passed through the workflow process then it will not be submitted to same workflow again. Check Out Document: If revision control is enabled on the document class and user has permission to check-out the document for editing then this option will be available. User can check-out document on the local machine and can edit a check-in the document back to KRYSTAL DMS - Enterprise Edition. Once the document is checked out, no one except Administrator can check-in / check-out the document. Check In Document: If revision control is enabled on the document class and document is checked out and user has permission to check-in the document then this option will be available. User can check-in document from the local machine and can also update the indexes associated with the document. Cancel Check Out: User who has checked out the document can cancel the checkout using this action. Revision History: User can view complete revision history of the document by selecting this option from the action list. It displays complete details of whether the document was checked out or checked in, when and who performed the operation. Edit Indexes: To change the indexes associated with the document, users can use this option. Each edit operation is logged into KRYSTAL DMS - Enterprise Edition but the version no of the document does not get updated. Users will edit permission on the document class can only change the index values of the document. Move Document: User with edit permissions to document class can move the first revision of the document from one Document Class to another using this action. Delete Document: To delete the document from the repository use the delete document option from the action list. Download Document: User with download permissions can download the document on their desktop by clicking the action. Microsoft Office, Open Office, JPG, PNG, BMP, TIFF files are downloaded as read-only PDF documents. Share Document: User with email permissions can share the document with others DMS users or external users by using this action. View Hotlinks: Document classes are linked with each other using the feature called Hotlinks. All documents related to the current document in other document classes can be accessed using the single click operation. Domain administrators can link more than one document class with each other using the common index fields of the document classes. 24 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Tags: To add and view document tags, users can click on this menu item Notes: To add and view Notes users can click on this menu item Document Properties: All properties relating to the document can be viewed by clicking on to this action. Show Access History: Every action performed on the document is logged. Each read / writes / edits operation along with the user, time, IP address is logged. User can use this option to view the complete access history of the document. Access history also stores details like creation / updating / deletion of annotations on the document. View Document User can view the document by using this action. KRYSTAL Document Viewer will display the document from within the browser directly if it is supported. Otherwise document can be opened by native application installed on the logged in user s desktop. KRYSTAL Document Viewer is a JAVA based applet that enables users to perform a variety of imaging functions like zoom-in, zoom-out, rotate, annotate etc. Users can toggle the display of the thumbnails for each page of the document. If users have appropriate permissions then s/he can create annotations like highlights, blackout, sticky notes, rubber stamps, notes etc. 25 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Bookmark Document User can bookmark the document for future retrieval and easy access. On clicking this action menu a popup will appear which will ask user to input the name for the bookmark as given below. On clicking the Save button; the document will be bookmarked in the My Workspace module of the EDMC. Add to Document Set KRYSTAL DMS - Enterprise Edition allows users to add a document to an existing Document Set. Document Sets allows users to group documents from various Document Classes and across Domains for easy access. Submit to Workflow Users can route a document through a workflow process using this action of the system. A document can be submitted to an existing Workflow Process using this option. If document is already processed using the Workflow Process then it cannot be submitted to the same process. Checkout Document KRYSTAL DMS - Enterprise Edition allows users to checkout and check-in documents in to repository. Users with check-out permissions can check out document from a document class by using the Check-out Option from the action list. The document is then downloaded on the local machine into a pre-defined path set by user in the preferences. 26 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
If revision control is enabled on the document class and if the document is not checked-out and if the logged in user has checkout permissions then s/he can check out the document to his/her desktop for modifications. The original document will not be edited / modified in the repository. Check in Document To check-in the document back into repository, users can use this feature of the system. 27 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
If document is checked out and if the user has check in privileges / permissions then and then only this action will be available on the document. User must select a document and define the version (Major / Minor) and submit the form to check in the document in the repository. Comments added while check in of the document will be considered as note on the document. Both, old and new version of the document will be available in repository for searching and access. Cancel Checkout User can cancel the checkout of the document by clicking on this action menu. The document will then be marked as available for checkout. This action of cancelling the checkout will be registered in Revision History of the document. The document will now be available to all again for editing by other users who have checkout permissions on the document class. Revision History For document classes with revision control enabled, this action menu is available. Users can view the complete revision history of the document by using this feature. Edit Indexes Users with write permissions can edit the indexes associated with the document. On clicking the Edit Indexes action, a new form with pre-populated index data will be displayed to the user. This action is available only if the document is not checked out by any user. If the document is checked out then this link will not be available to users of the system. Apart from index values users can also define the expiry date for the document using this feature of the system. 28 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
User can modify / edit these indexes and click on Update button to save the changes. Move Document Users with write /edit permissions can move document from one Document Class to another. User will be presented with a page which will allow user to select a Document Class to which the document needs to be moved to. On selecting the Document Class, all indexes from that class will be displayed to the user with matching indexes being populated from source Document Class. Only document the initial revision of the document can be moved from one document class to another. Any revision of document greater than 1.0 is not allowed to move from one class to another. 29 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Delete Document Users with delete permissions can delete the document if the document is not checked out. On clicking the Delete Document action, a popup will appear for confirmation to delete the respective document. 30 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
On confirming the delete action, the document will be marked as deleted. Document will then move to Recycle Bin from where it can be restored or deleted permanently by the administrator user. Download Document User with write/edit permissions can download the document by clicking this action. On clicking this action the document will be downloaded on the logged in user s desktop. Share Document Document can be shared as an attachment in an email by users who have email permission or can be shared as a URL link. On clicking Share Document action a new page will be displayed to the user. 31 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
User must enter a valid email address and provide the comments before sharing the document. The comments entered by the user will be added to the email and sent to the email address. Document Tags Document Tags are labels that you can add on documents to help you describe them. Unlike subjects in the metadata of the document, you don't have to choose tags in a closed list. You are free to apply the labels that describe the document best. Users can add any labels / tags on a document for quick and easy searching. Users can add and delete document tags created by him/her using this feature of the system. Administrator user can delete any tag applied by any user. 32 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
There is no limit on number of tags you can enter / applied on a document. Notes A Note is a type of annotation that can be put on the document and it remains throughout the life span of the document. Notes cannot be modified or deleted by users. Only Administrators can delete notes or the users who have created notes can delete it. Users can create public as well as private notes. Public Notes are available to all users to view, while private notes are available only to the user who has created these notes. 33 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Unlike other annotations, notes are not based on the revisions of the document; it is available for all the revisions of the document. If document contains Note(s) then it is displayed in the center column of the Annotations column of the document hit list. To view the Note annotation click on notes icon associated with the document. Users can add and view Notes associated with the document using this feature of the system. On clicking the Notes link, a popup will be displayed to the user. Users can now choose about type of note they want to add on the document. Users can now add Public notes or Private Notes. User can add a note by using the form available on the popup. All other notes added by users will be displayed on the popup screen. The same action can be invoked by clicking on the Notes icon associated with the document on document hit list. This icon appears only when there are notes added on the document. 34 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Properties All important properties of the document can be viewed using this feature of the system. All available document indexes are also listed here. Show Access History This feature displays a complete access history of the document by all users. It displays the action, username, IP address, date and time of the action, type of object, parameters and comments as given below. This action provides a complete Audit Log Details of the document, starting from the day it is created. Users will be able to track every activity performed on a particular document using this feature of the system. 35 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Users can also filter the access history by date and time. User can click on Detailed History link to view the detailed access history of the document. Document Attachments On the document hit list, with each document if the document contains attachments then an icon is displayed to directly access the attachment. On clicking the attachment icon, list of attached document appears. On clicking the attachment title the attached document is displayed. Export Results Export to Excel Document Hit-list can be exported in excel format by clicking on Export to Excel button available below the document list. The resultant excel sheet will contain all matching records which are available in hit-list in Microsoft Office Excel 2007 format (.xlsx). 36 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Export to PDF Document Hit-list can be exported in PDF format by clicking on Export to PDF button available below the document list. The resultant PDF will contain all matching records which are available in hit-list in PDF Format. All index information and document properties are available. DocViews (Document Views) DocViews are similar to the views made on database tables or can be used as saved searches. In this case the database tables are replaced by Document Classes. A snapshot of Document Class is known as a DocViews. 37 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Just like database views, DocViews also provides a read only access to the selected Document Classes. Users with administrative privileges can create Public and Private DocViews. Normal users can create views which are Private and are accessible only by them. Users can access public DocViews created by administrator and his/her own private DocViews from DocViews section of My Workspace. DocViews can also be accessed from My Workspace -> DocViews menu from top navigation bar. User can perform various actions on the DocViews using this section of the EDMC. Create DocView To create a DocView, click on New DocView link on this page. Following steps are required for creation of DocView. STEP 1: Select Document Class In STEP 1 of the process, the user is asked to select at least one document class from the available Document Classes to create a DocView. 38 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
STEP 2: Select Document Indexes After selecting Document Class, user will be asked to select indexes from the selected document class. User can set search criteria at this stage for each of the index available in selected document class. STEP 3: Create DocView If the user has administrative privileges then option of creating a public DocView will be present for this user, otherwise the DocView will be private. User must enter all mandatory fields and click on the Save button to create the DocView. 39 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
The newly created DocView will appear under DocViews section of My Workspace. User can click on Open link to view all the documents qualified by the DocView or can use Search link to further refine the search of the documents. Public DocViews are accessible by all the users of the system. Private DocViews are only accessible to the logged in user. Administrator user can however manage all the DocViews. Delete DocViews Administrator or users who have created the DocView can delete a DocView by selecting the DocView and clicking on the Delete link associated with the DocView On clicking the Delete link, a confirmation is taken from the user and on confirming the delete operation DocView will be deleted from the system. DocView deleted once cannot be recovered. 40 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Document Sets Document Sets allows users to group documents from various Document Classes across various domains for easy and quick access. Users can create any number of Document Sets and can store any number of documents in a particular Document Set. Users can access its own Document Sets directly from Document Sets section of My Workspace. Document Sets can also be accessed from My Workspace -> Document Sets menu from top navigation bar. New Document Set User can create a new Document Set by clicking on a New Document Set link available on the page. On clicking the link a form will be presented to the user. Here user needs to provide a unique name for a Document Set and brief description for the same. On clicking a SAVE button, Document Set will be added. The newly added Document Set is accessible immediately on the My Workspace under Document Sets section. 41 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Open Document Set To view the documents in a Document Set, user can click on Open link associated with the Document Set. The resultant screen will be as given below. Users can view the document by clicking on the icon available on this screen. User can delete a document from the document set by clicking on document. icon associated with the Delete Document Set To delete a Document Set, user can click on Delete link associated with the Document Set. On clicking the link, confirmation is taken from the user for delete operation and on confirming the same, Document Set will be deleted from the system. Hotlinks Hotlinks features of the KRYSTAL DMS - Enterprise Edition allows administrator to link Document Classes with one another. Hotlinks allow users to view documents from linked classes in a single click. Hotlinks are available while viewing the document as well as under the action menu item of the document hit list. Users can view documents related to each other by using this feature of the system. Administrator can create any number of hotlinks for a particular Document Class. Users cannot create hotlinks but they can use hotlinks features to view documents which are linked with each other in other Document Classes. On clicking the Hotlinks menu item on the main menu of the application available hotlinks are displayed to the ADMINISTRATOR user. Users who have administrative privileges can access this feature. 42 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Create Hotlink Administrator can create hotlinks by linking two Document Classes. Two classes must have a common index field in order to be linked with each other. For example an Invoice class has an index field called PO Number which is also available in the Purchase Order class. On clicking Add a Hotlink link on this screen, Administrator will be taken to a page which will allow him/her to create a hotlink. STEP 1: Select Document Class The system will fetch all the active document classes here. Administrator should select a document class in order to create a new hotlink. After selecting a Document Class, Administrator must click on NEXT button to continue. Matching indexes from both the classes will be displayed in next step. 43 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
STEP 2: Select Linked Document Class Now the system will automatically identify all the document classes which are available in the system having common indexes with the class selected in previous step. STEP 3: Select Index Administrator can select one index on which s/he wants to link the original Document Class with Hot-linked Document Class as given below. 44 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
After entering the name for the hotlink, user can click on Submit button to save the Hotlink. User must select one index on which s/he wants to link the two document classes. Edit Hotlink Currently the system does not support this functionality. In order to edit Hotlink, user must delete the existing hotlink and create a new hotlink. Delete Hotlink To delete a hotlink, Administrator user can click on Delete link associated with the hotlink record. On clicking the link a confirmation is taken, and on confirming the delete operation, hotlink is deleted from the system. Checked Out Documents Checked Out document can be accessed through My Workspace -> Document Classes -> Checked out Documents link. Here list of checked out document will be displayed to the user in tabular manner. 45 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
User can view document, view document properties, revision history by clicking on appropriate link associated with the checked-out document. This section also displays name of the document class, checkout path and date and time of the checkout along with actions to cancel the checkout or check in the document in the repository. Bookmarks Users can bookmark documents to retrieve the documents at later date in a single click. Users can have multiple bookmarks for multiple documents. User can manage all these bookmarks using this module of the system. To gain access to the bookmarks module, user can click on My Workspace -> Bookmarks link from the main menu of the system. Alternately, user can also click on Bookmarks title link available on the Bookmarks section of the My Workspace screen. 46 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Rename Bookmark To rename a bookmark, user can click on Rename Bookmark link associated with the bookmark record. On clicking the link a popup will appear which will ask user to enter the new name for the existing bookmark. Once user enters the new name and click the Submit button, the bookmark will be renamed. The renamed bookmark also gets reflected on My Workspace module. Delete Bookmark To delete a bookmark user may click the Delete link associated with the bookmark. On clicking the link, a confirmation is taken and on confirming the delete operation, the bookmark is deleted from the system. 47 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Workflow Every organization worldwide documents processes by which it conducts business. Each process comprises of activities performed by entities in a manner most efficient for an organization with the use of minimal resources. Each activity can parallel or sequential activity. Processes require superior process knowledge and tight supervision in a manual world. But as the complexity increases, so does the cost and labor. Process involving interaction between various division and departments, invariably involve extended completion time. KRYSTAL DMS Enterprise Edition Workflow Component tries to eliminate the deficiencies associated with a complex business process. It automates the management of activities and distribution of tasks to different entities. It monitors and schedules tasks over the life of a process. Each task can have an associated content in the form of document, information, issues, tasks, work orders bug/defect and reports. It has an inbuilt time mechanism which makes notification and escalation of tasks very efficient. KRYSTAL DMS Enterprise Edition Workflow Component consists of two basic parts; KRYSTAL DMS Enterprise Edition Workflow Modeling Component Modeling component enables analysts to define processes and activities and assign them to various performers including system users and groups. System activities can be configured to have an application which can exchange information with external systems. One can also define the interaction between various activities including use of triggers and notifications. Process is modeled using XPDL, a standard defined by The Workflow Management Coalition (WFMC). KRYSTAL DMS Enterprise Edition Workflow Execution Component The execution component provides an execution environment for the process designed by the modeling component. It also provides an interface for end-users for completing their tasks. The execution component can be seen as sitting on top of other systems in an organization often exchanging information with them. It is responsible for a number of functions like authorization, authentication, scheduling, monitoring, event processing, queues, prioritization, escalation, load balancing, and task termination and auditing. Work Queues Work Queues are represented by username, groups and roles to which user belong. Each queue consists of work items or work cases. If workflow access is enabled for a user then all the queues for users will appear on My Workspace module under Work Queues tab. 48 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
On clicking on the particular queue, work cases assigned to that queue will be displayed as a hit list. The size of hit list is restricted by user preferences. Workflow Cases / Workflow Tasks An executing instance of a Workflow model is called a Case or process instance or a Task. There may be multiple cases of a particular workflow model running simultaneously, however each of these is assumed to have an independent existence and they typically execute without reference to each other. Once the user has clicked the work queues, all the cases in that queue are displayed. User can view the case by clicking on action and then selecting option. This will open the workflow case. 49 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
The workflow case displays the details of the task on the left panel with a button that allows user to view the associated document. User can take action on the form displayed on the left panel. If user closes the window without making any changes or taking any action then the case is locked by system. Only user with administrative privileges can unlock the case. Completed Instances Completed Instances section is only available to the Administrator types of the user. This section displays all the Workflow Process Templates to which users have access permissions. On clicking on the particular Workflow Process Template Name, all Completed Instances / Work Cases are displayed to the user in tabular manner as given below. 50 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Tasks Tasks module allows users of KRYSTAL DMS - Enterprise Edition to create and assign tasks to themselves or to other users of the system. Tasks assigned to or assigned by the logged in user are displayed on the Tasks section of the My Workspace module. Users can view all tasks assigned to him/her or assigned by him/her by clicking on My Workspace - >Tasks menu on the top navigation bar. In this page all the tasks assigned to or assigned by the logged in user are displayed. If user has assigned the task or user is an administrator then s/he will have option to edit or delete the same. View & Edit Task To view and edit the details of the task, users can click on the View link associated with the task. 51 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
If the Task is assigned to the user then s/he can edit the task details on the same screen and can save the modifications by clicking on to SAVE button. Add Task To add Task, user can click on Add a Task link on the top of the Task list. A form will be displayed to the user with following details. Task Title Due Date Task Status Start Date Priority % Complete Task Details Category Assigned To After entering all mandatory data user should click on SAVE button to add / assign the task. 52 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Delete Task To delete a task user may click the Delete link associated with the task record. On clicking the link a confirmation is taken and on confirming the delete operation, the task is deleted from the system. Events Users can view all events by clicking on My Workspace -> Events menu on the top navigation bar. In this page all available events are displayed to the user. If user has published / created an event or user is an administrator then s/he will have option to edit or delete the same. View Event To view the details of the event, users can click on the View link associated with the event record. 53 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Add Event To add / publish an Event, user can click on Add an Event link on the top of the Event list. A form will be displayed to the user with following details. Event Title Event Date Event Details After entering all mandatory data user should click on SAVE button to add / publish the Event. Edit Event On clicking Edit link associated with event, a pre-populated form is displayed to the user. User can modify / edit required details and can click on Update button to save the changes. 54 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Delete Event To delete an event user may click the Delete link associated with the event record. On clicking the link a confirmation is taken and on confirming the delete operation the event is deleted from the system. Announcements User can view all the announcements by clicking on My Workspace -> Announcements menu on top navigation bar. In this module all the available announcements are displayed to the user. If user has created the announcement or user is an administrator then s/he will have option to edit the announcement or delete the announcement. View Announcement To view an announcement, user can click on View link associated with announcement record. 55 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Add Announcement To add an announcement, user can click on Add an Announcement link on the top of the Announcement list. Here a form is presented to the user to enter following details. Announcement Title Announcement Details Expiry Date After entering all mandatory data user should click on Save button to save the announcement. Edit Announcement On clicking Edit link associated with Announcement Record, a pre-populated form is displayed to the user. User can modify / edit required details and can click on Update button to save the changes. 56 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Delete Announcement To delete the announcement user may click the Delete link associated with the announcement. On clicking the link a confirmation is taken and on confirming the delete operation the announcement is deleted from the system. Discussions Users can view all discussions by clicking on My Workspace -> Discussions menu on top navigation In this module all the available discussions are displayed to the user. If user has started / created the discussion topic or user is an administrator then s/he will have option to edit the discussion or delete the same. View Discussion To view the details of the discussion, users can click on the View link associated with the discussion record. Here user can post his/her opinion on the discussion. All postings by other users are also displayed in this module of the system. 57 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
User can enter a comment / posting for the current discussion and click on the SUBMIT button to post a comment on a discussion. Add Discussion To add / start a discussion, user can click on Add a Discussion link on the top of the Discussions list. A form will be displayed to the user with following details. Discussion Title Discussion Details 58 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
After entering all mandatory data user should click on SAVE button to save / start the discussion. Edit Discussion On clicking Edit link associated with discussion, a pre-populated form is displayed to the user. User can modify / edit required details and can click on Update button to save the changes. Delete Discussion To delete the discussion user may click the Delete link associated with the discussion. On clicking the link a confirmation is taken and on confirming the delete operation the discussions is deleted from the system. Utilities This section details Utilities available to the user of KRYSTAL DMS - Enterprise Edition. Search Notes Users can use Search Notes utility from My Workspace module to search notes by particular user, on particular document class. Users can search notes by clicking on Search Notes link under Utilities section of My Workspace module or by using My Workspace -> Search Notes menu from top navigation bar. 59 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
User need to enter search text and select at least one document class and at least one user to perform the search. On clicking the Search button, matching records are displayed to the user as depicted below. Here user can view the document on which note is posted by clicking on View Document link. Administrators can delete the note by clicking on Delete Note link associated with the note. 60 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
View Exception Logs Exceptions occurred during the current session of the user can be viewed using this module of the system. Users can view exception logs by clicking on View Exception Logs link under Utilities section of My Workspace module or by clicking on My Workspace -> View Exception Logs menu on top navigation bar. As shown below, this module will display Exception Title and Date time when the exception has occurred. View Exception Details To view details of the exception user can click on Exception Title or Date time. Here following details are displayed for each exception. Exception Title Exception Date Time Exception Details 61 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
My Profile The My Profile menu item allows users to manage their profile information. Users can use following menu items. Preferences Change Password Change User Logout Preferences Users of KRYSTAL DMS - Enterprise Edition can customize various settings for the application using this module. This module allows user to set system preferences. User can define settings for hit-list size, hits columns, checkout path etc here. User can turn-on or turnoff the hit list columns and thumbnails in document viewer. 62 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
To save these preferences user should click on SAVE button. The preferences will take effect immediately for the user in current logged in session. Change Password Change password utility will help user to change his / her password. On clicking Change Password link on Utilities section of My Workspace module or by clicking on My Workspace -> Change Password menu on top navigation bar a popup will be displayed to user for changing the password. The password must match following criteria. Must of 8 character or more in length Must contain at least one UPPER CASE letter Must contain at least one LOWER CASE letter Must contain at least one NUMERIC character Must contain at least one SPECIAL character Only if the current password is matching with the user s current password and new password and confirm password are same and at least 8 characters in length then it will be changed by clicking on the Submit button. Change User Change user menu item is available only when the Automatic sign on is enabled in the system. On clicking the Change user menu item, user s session is terminated and login details saved in the client browsers cookies is destroyed permanently and user is redirected to successful logout page. To gain access to the system, user must enter his/her credentials. 63 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Logout To logout from the system, users can use this menu item under My Profile menu of the system. On click of the logout menu, confirmation is taken from the user and on confirming the action user is logged out from the system and appropriate message is displayed to the user. To gain access to the system, user must enter his/her credentials. 64 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
KRYSTAL Document Viewer Documents in KRYSTAL DMS - Enterprise Edition are viewed using KRYSTAL Document Viewer. The KRYSTAL Document Viewer comes bundled with KRYSTAL DMS - Enterprise Edition system. The KRYSTAL - Document Viewer provides following functionalities to the users. Zoom In / Zoom Out Rotate Document Annotations o Blackout o Highlight o Stick Notes o Notes o Rubber Stamps Print Document Email Document 65 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
If document format is not supported by KRYSTAL - Document Viewer then it will allow user to view the document in its native application installed on clients desktop. Document Attachments Certain documents cannot be classified in document classes as they are supporting documents for a specific document. Such files / images / documents can be added as an attachment to a document. View Attachment Users can view attachment by clicking on the attachment title on the attachment list page or by clicking on the attachment title tab available on document window. While viewing a document, user gets an option to add attachment to the document. User can click on the attachment tab associated with the document to manage attachments for the document. 66 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Administrators can remove these attachments by using remove icon attachment. associated with the Add Attachment On clicking Attachments tab associated with a document, list of attachments are displayed to the user along with option to add attachment. User can select the document / file to be added as attachment and can provide the title for the attachment along with keywords. On click of Add Attachment document will be stored in repository and marked as an attachment to the current document. The attachment list is also updated immediately. Administrators can remove these attachments by using remove icon associated with the attachment. Remove Attachment Administrators can remove attachment from a document using this feature of the system. On clicking the remove icon a confirmation is taken from the user and on confirming the delete operation the attachment is removed from the document. Document Tags Document Tags are labels that you can add on documents to help you describe them. Unlike subjects in the metadata of the document, you don't have to choose tags in a closed list. You are free to apply the labels that describe the document best. Add Document Tag Users, who have read permissions on a document class, can add any number of tags by adding the label in Document Tag field and click on Submit button given. 67 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Remove Document Tag User can delete a document tag by clicking on delete icon associated with the tag. Users can delete only tags which are added by him/her. A confirmation is taken on delete operation and on confirmation the tag will be removed from the system. 68 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Forgot Password This module allows users to gain access to their password. Users can enter their Username and registered email id to gain access to their password. On submitting the details if the details are valid then KRYSTAL DMS - Enterprise Edition will generate a new password and send the password to the registered email address (Email ID) of the user. 69 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn
Conclusions This document is a great help to users who wants to access KRYSTAL DMS Enterprise Edition. After having read it you will be able to use KRYSTAL DMS Enterprise Edition. Further Reading For comprehensive information on administering and managing KRYSTAL DMS Enterprise Edition, we recommend reading KRYSTAL DMS Enterprise Edition Administrator s Guide. In order to integrate KRYSTAL DMS with existing or custom developed applications using Web Services APIs please refer to KRYSTAL DMS Enterprise Edition Web Services API Guide. Copyrights and Trademarks Copyright: 2001-2013, Primeleaf Consulting [P] Ltd, India. All Rights Reserved. This guide is subject to copyright protection. All other trademarks are acknowledged as the property of their respective owners. This document and the product to which it pertains are distributed under licenses restricting their use, copying, distribution, and de-compilation. No part of this document or of the associated product may be reproduced in any form by any means without prior written authorization of Primeleaf Consulting, except when presenting only a summary of the tutorial and then linking to Primeleaf website (http://www.primeleaf.in) / KRYSTAL DMS website (http://www.krystaldms.in). DOCUMENTATION IS PROVIDED "AS IS" AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID. 70 P a g e h t t p : / / w hw tw t p. k: / r / yws wt aw l. dkm r s y s. itn