administration manual

Newgen OmniDocs 7.1

Administration Manual

Newgen Software Technologies Limited

A-6, Satsang Vihar Marg, Qutab Institutional Area

New Delhi - 110 067, INDIA.

Tel: +91-11-268154671-79 Fax: +91-11-26815472

E-mail: [email protected]

Newgen OmniDocs 7.1 Administration Manual 2

Table of Contents CHAPTER 1 ...................................................................................................................................................4

INTRODUCTION ............................................................................................................................................4

CHAPTER 2 Working with OmniDocs Web Admin .......................................................................................5

2.1 Invoking OmniDocs Web Admin ..........................................................................................................5

2.2 Tool Bar ...............................................................................................................................................8

2.3 Working with Cabinets ........................................................................................................................9

2.5 Working with Folders ....................................................................................................................... 13

2.4.1 Adding a Folder ........................................................................................................................ 13

2.4.2 Deleting Folder ......................................................................................................................... 19

2.5 Working with Keywords ................................................................................................................... 21

2.6 Working with Users ............................................................................................................................. 23

2.6.1 Assigning Properties to a User ........................................................................................ 100

2.6.2 Assigning Groups to a User ............................................................................................. 101

2.6.3 Assigning Privileges to a User ........................................................................................ 102

2.6.4 Assigning Roles to a User ................................................................................................ 103

2.7 Group ................................................................................................................................................ 104

2.7.1 Assigning Properties to a Group ............................................................................................... 106

2.7.2 Assigning Users to a Group ....................................................................................................... 107

2.7.3 Assigning Privileges to the Group ............................................................................................. 107

2.7.4 Assigning Roles to Users of a Group ......................................................................................... 108

2.8 Roles .................................................................................................................................................. 109

2.8.1 Assigning Properties to a Role .................................................................................................. 110

2.8.2 Associating Groups to a Role .................................................................................................... 111

2.9 Global Index ................................................................................................................................... 111

2.10 Data Class ...................................................................................................................................... 113

2.10.1 Assigning Data Class Properties ........................................................................................... 117

2.10.2 Assigning Indexes ...................................................................................................................... 118

2.12 Image Volumes ...................................................................................................................... 121

2.12.1 Volume Properties .................................................................................................................... 122

2.12.2 Deleting a Volume .................................................................................................................... 130

2.13 Site ......................................................................................................................................... 132

2.14 Supervisor Rights Control ...................................................................................................... 133

2.15 Owner Inheritance Policy ............................................................................................................ 134


2.16 Password Policy Manager ...................................................................................................... 137

2.17 Using Search User .................................................................................................................. 142

2.17.1 Folder level ............................................................................................................................... 142

2.17.2 DataClass level ........................................................................................................................ 150

2.17.3 Roles level ............................................................................................................................... 152

2.17.4 Groups level ..................................................................................................................... 153

2.18 Reports Management System ............................................................................................... 157

2.21 Audit Log ............................................................................................................................... 158

2.22 Stamps ................................................................................................................................... 163

2.23 Maker Checker....................................................................................................................... 165

2.24 Personal Settings Sorting Preferences ................................................................................... 180

2.25 Configuration Settings of Trash Management ....................................................................... 180

2.26 Last Login ............................................................................................................................... 181

2.27 Folder Search ......................................................................................................................... 181


CHAPTER 1

INTRODUCTION

OmniDocs is an Enterprise Document Management (EDM) platform for creating, capturing,

and managing, delivering and archiving large volume of documents. OmniDocs provides

highly scalable, unified repository for securely storing and managing enterprise documents .It

provides access to enterprise documents directly and through integration with business

applications.

It provides centralized repository for enterprise documents and supports rights based archival.

It supports both centralized and distributed scanning with policy-based upload. It manages

complete lifecycle of documents through record retention, storage and retrieval policies.

OmniDocs supports exhaustive document and folder searches on date, indexes and general

parameters as well as full text search on image and electronic documensts.


CHAPTER 2 Working with OmniDocs Web Admin OmniDocs Web Administration is a server-side tool that enables the Supervisor to manage

various objects of OmniDocs such as Folders, Keyword, Users, Groups, Roles, Global

Indexes, DataClasses, ActionItems, Image Volumes, and Sites used in a Document

Management System. OmniDocs Web Administration enables the Supervisor to create and

work with these objects, assign rights and privileges to various users and groups to access and

retrieve documents from the Cabinet and ensure security of information. Using OmniDocs

Web Administration the Supervisor can:

Create Document Repository such as Folders and Sub-folders for

information management, and hierarchical storage of documents.

Create Users and Groups and Assign Rights, Privileges, and Roles to work with folders and documents.

Create DataClasses with multiple user-defined indexes for various data

types, Global Indexes, and Keywords, to file & index documents for

quick retrieval of documents.

Define ActionItems and Create Ad-hoc Routes for routing and tracking

of documents, messages, and forms.

Perform Entire Document Lifecycle Management by creating storage

units such as Image Volumes and Sites to store and manage documents

and images.

This chapter describes the Toolbar options and other features that enable you to work with

the OmniDocs Web Admin.

2.1 Invoking OmniDocs Web Admin

To invoke the OmniDocs Web Admin:

1. Open the browser. Specify the path where the OmniDocs Web Admin site is working

and click ENTER on the keyboard. The Login screen of the OmniDocs Web Admin

appears.

The URL of the OmniDocs Web Admin that you need to specify in the Address bar o f

the browser is:

http://<Ip Address of server></admin></login.jsp>


Figure 2.1 Login Screen of the OmniDocs Web Admin

2. Specify the username and password in the User Name and Password text boxes

respectively.

By default, you need to log on as the supervisor with the username as

Supervisor and no password when you logon for the first time. You are

assigned all rights and privileges that are assigned to a supervisor or a

member of a Supervisor group.

3. Specify the name of the Cabinet that you need to access from the Cabinet drop down

box by selecting the name of Cabinet from the drop-down list.

4. Select the option, Remember my User Name and Cabinet for directly logging on

the Cabinet later.

Once you select the option, Remember my User Name and Cabinet, the

Login dialog box has the username and password already typed in the

User Name and Password text boxes respectively when you open the Login

dialog box next time.

5. Click the Login button to log on to the Cabinet. A message box appears if the

username that you typed in the User Name text box has been already used for logon to

another computer.

Figure 2.2 Message Box

6. Click the OK button to disconnect from the other computer and log on using the same

username and password


or

Click the Cancel button to invoke the Login screen again you can login using a new

username and password.

If you do not type correct logon information, which consists of your user name and password

then you receive an error message that also shows the number of remaining attempts to

enable you logon to OmniDocs user account. Figure below shows the error message that is

displayed when you provide incorrect logon information:

Figure 2.2.1 Error message for Incorrect login Information

This figure show the error message when you provide incorrect logon information and that

three attempts remain to enable you log on to OmniDocs user account with correct logon

information.

If you fail to provide correct logon information within the remaining attempts to logon to an

OmniDocs user account, then the user account is locked. The OmniDocs Administrator,

Supervisor, or a member of the Supervisor Group, can unlock such locked user account.

After you logon to the Cabinet specified in the Cabinet box of the Login screen, the Main

screen of the Cabinet of the OmniDocs Web Admin appears. The Main screen of the Cabinet

of the OmniDocs Web Admin shows the Cabinet Properties Information about the specified

Cabinet on the right pane of the Main screen and its list of contents such as folders,

keywords, global indexes, users, and groups on the left pane of the screen.


Figure 2.3 Main Screen

After the main screen is invoked, the system administration option would allow performing

all admin level operations, as shown in the figure below.

2.2 Tool Bar

Figure 2.3.1 Main Screen

The Tool bar on the Main Screen of the Cabinet of the OmniDocs Web Admin has the

following options:

Enables you manage Password policy, Cabinet Registration,

manage Audit log and manage Stmaps.

Enables you to use Search Folder, Volume Tools and Site

Tools.

Enables you to provide online support about the different

features of OmniDocs.


Enables you to log out from the OmniDocs Web Admin.

2.3 Working with Cabinets

The Omnidocs Web Admin allows the supervisor also known as administrator to modify the

properties of a Cabinet. The supervisor or a user of the supervisor group who is also known

as the administrator can modify the default volume and security level for a Cabinet. Also,

the Omnidocs Web Admin allows the administrator to define the rights at the cabinet level

and object level and that can be used to assign rights to different object s.

Figure 2.4 Main Screen

The Cabinet Name, Cabinet Creation Date-Time, Cabinet Type is displayed on the right pane

of the main screen after you log on to the OmniDocs Web Admin. As a supervisor or a user

of the supervisor group, you can select the image volume from the drop-down list of the

Default Image Volume box.

AutoVersioning feature is provided for automatically creating the versions whenever any

annotation is applied to the document. Inherit Ownership feature is provided using it owner

of the new folder is inherited from owner of the cabinet. The different levels of security, such

as, No Security, Cabinet Level, and Object Level security can be assigned to the specified

Cabinet. If you have the rights and privileges of the supervisor or the administrator assigned,

you can select from the three security level options shown on the main screen of the

OmniDocs Web Admin to assign the rights. If you select Cabinet level option, you assign

rights to the cabinet and if you select object level option, you can assign rights to various

objects present in the Cabinet. User can assign Separate user or group privileges. User can

also check or uncheck the feature Remove the Rights of Supervisor, applying this feature

Supervisor rights is stripped off and the user becomes the normal user. You can also define

the rights of a user or a group to work on the Cabinet at various security levels.

Assigning Rights to User(s)/Group(s) to Work with a Cabinet

To assign rights to other OmniDocs users or groups on the Cabinet:


1. Select the Cabinet Level Security option on the Main screen and click the Rights

button.

Figure 2.5 Cabinet Information Screen

If you select Cabinet Level security option on the main screen then you can perform the

following functions on the Cabinet: OmniDocs Admin screen:

You can add a user or a group to the Group(s)/User(s) list and assign

rights to the user or group or modify the default rights assigned to the

user or the group.

You can modify the rights of existing users or groups on the Group(s)/User(s) list.

You can delete existing users or groups from the Group(s)/User(s) list.

To add a user or a group to the Group(s)/User(s) list and assign rights to the user or group or

modify the default rights assigned to the user or the group:

1. Click the Rights tab in the above screen; a dialog box is invoked as shown below.

Select a user from the drop-down list beside the Add User button or a group from the

drop-down list beside the Add Group button.

2. Click the Add User button to include and display the selected user in the

Group(s)/User(s) list shown on the Cabinet: OmniDocs Admin screen. Similarly you

click the Add Group button to include and display the specified group in the

Group(s)/User(s) list.


Figure 2.6 Cabinet: OmniDocs Admin Screen

3. Select the various options such as, Read, Create, Modify, Delete, and Annotate that

you need to assign to the group or the user.

By default a user or a group that you add has the Read, Create, and

Annotate rights assigned when the user or the group is displayed on the

Group(s)/User(s) list of the Cabinet: OmniDocs Admin screen. You can

select or clear the various Rights options to modify the rights you wish to

assign a user or a group.

4. Click the Modify button to save the changes that you made to the rights of a user or a

group and return to the Main screen or click Cancel to exit from the Cabinet:

OmniDocs Admin screen without saving the changes made and return to the Main

screen.

5. Click the Advanced link to assign advanced sharing rights to the user.

Figure 2.7 Cabinet: OmniDocs Admin Screen

6. Click the Save button to save the cabinet sharing settings to the user.


A user having a document print and copy right is automatically assigned download right. If a

user has the print right and does not has the copy right then the document download right is

also not assigned.

Figure 2.8 Application Right Name Screen

To modify the rights of existing groups or users on the Group(s)/User(s) list:

1. Select a group or user from the Group(s)/User(s) list and select the rights from t he

various options such as, Read, Create, Modify, Delete, and Annotate that you need to

assign to the group or the user.

2. Click the Modify button to save the changes made to the rights of a user or a group

and return to the main screen or click Cancel to exit from the Cabinet: OmniDocs

Admin screen without saving the changes made and return to the Main screen.

To delete existing users or groups from the Group(s)/User(s) list on the Cabinet: OmniDocs

Admin screen:

1. Select groups or users from the Group(s)/User(s) list.

2. Click the Remove button on the Cabinet: OmniDocs Admin screen to delete the

selected user(s) or group(s) from user(s)/group(s) list.

3. Click the Modify button to save the changes made to the rights of a user or a group

and return to the main screen or click Cancel to exit from the Cabinet: OmniDocs

Admin screen without saving the changes made and return to the main screen.

You click the Cancel button at any stage to exit from the Cabinet: OmniDocs Admin screen

and return to the main screen.

you need to select object level security option to assign or modify rights of

various objects present in a cabinet and click the done button.


2.5 Working with Folders

A folder is a repository for the documents. A folder can contain documents and sub-folders.

Omnidocs Web Admin enables you to create a folder; and while creating the folder, you can

specify a Dataclass for the folder and an ImageVolume, where you store the folder data. The

Omnidocs Web Admin also provides the facility of viewing all the available folders and their

properties; and allows you to modify the properties of the folder such as the dataclass

attached to a folder or the volume where the data of the folder is stored. You can perform the

following operations on the folders:

Add a folder

Add a folder within a folder

Share a folder

Add a DataClass

Delete a folder

2.4.1 Adding a Folder

To add a folder:

1. Click the Folders link beside the folder icon on the left pane of the Main screen. The

Folder Information screen appears with the Add Folder link and a description of a

folder on the right pane and the list of existing folders below the folder icon on the

left pane.

Figure 2.9 Folder Information Screen

2. Click the Add Folder link on the right pane of the Folder Information screen and the

Add Folder screen appears.


Figure 2.10 Add Folder Screen

3. Type the name of the folder in the Name text box. Select the name of the owner of the

folder from the drop-down list of the Owner box.

By default, the owner of the folder is the user who has logged on the

OmniDocs Web Admin.

4. Select the Image Volume from the drop-down list of the Image Volume box and the

data class from the drop-down list of the Data Class box.

The DataClass button shown on the Add Folder screen remains

unavailable and by default, DataClass box contains none. When you enter

a dataclass from the drop-down list of the DataClass box, the DataClass

button is made available. You click the DataClass button to open the Add

DataClass Fields screen, add information to the various fields on the Add

DataClass Fields screen, and add a dataclass to the folder. To know more

about adding information to a dataclass see the section “Adding Properties to a DataClass.” If you select a DataClass from the drop-down list of the DataClass box for a folder on the Add Folder screen, the folder

is shown with lines inscribed on it to indicate that the folder contains a

dataclass. If there is no dataclass available in the drop-down list of the

DataClass box then you create a folder without dataclass. You can create

a dataclass for the folder later and then associate the dataclass with the

folder. To know more about creating a dataclass see “To create a dataclass” in the DataClass section.

5. You may type the name of the user who has locked that folder in the Locked By text

box and add comments in Comments scroll box. Select the Enable FTS option for performing a Full Text Search on the folder while searching for specific information.

6. Click the OK button to create and add the specified folder to the list of existing

folders on the left pane of the Folder Information screen or click the Cancel button to

exit from the Add Folder screen at any stage.


Figure 2.11 Current Folder Added to the List of Folders

Adding a Folder within a Folder

You can also add a folder within a folder shown on the list of folders below the Folder link

on the left pane of the Folder Information screen. To add a folder within a folder:

1. Click the folder name link on the left pane of the Folder Information screen. On the

right pane of the Folder Information screen Folder Properties view appears showing:

2. Add Folder and Delete Folder links

3. Folder Properties Information such as Name, Owner, Image Volume, DataClass,

Locked By, Comments, and Enable FTS, Auto Versioning and Lock options

4. DataClass, Rights, OK, and Cancel buttons

Figure 2.12 Folders Properties View of the Current Folder

5. Click the Add Folder link on the right pane. The Add Folder screen appears.

6. Repeat the steps 3 to 5 of Adding Folder section to add a folder within a folder.


7. Click the OK button to create and add the folder within a specific folder.

Figure 2.13 Sub-folder added to the Current Applications Folder

The folder which contains a folder shows a plus „+‟ sign beside it shown on the list of existing folders on the left pane of the Folder Information screen or click Cancel to exit from

the Add Folder screen at any stage. You click the plus „+‟ sign to expand the folder structure to see all the folders present within a folder.

Sharing a Folder

Sharing of a folder enables users or groups to work with the folder. In the Omnidocs Web

Admin, an administrator can define the rights of a user or a group to work with a folder.

When the administrator defines the rights of a group to work with a folder, the users of that

group inherit the rights to access and work with the folder from the rights assigned to the

group. To assign rights to users or groups enabling the users or groups to use a folder:

1. Open the Main screen, select Object Level security option and click the Done button.

Figure 2.14 The Cabinat Information Screen


2. Click the folder name link in the left pane of the main screen. The Folder Information screen appears in the right pane with various folder properties information.

Figure 2.15 The Folder Properties Screen

3. Click the Rights button in the right pane of the Folder Information screen. The Share

Folder screen appears.

Figure 2.16 The Share Folder Screen

4. Select the required option to assign the level of sharing the folder.

5. If you select Private you do not share the folder

6. If you select Shared you need to assign the rights of sharing the contents of the folder

to Groups and Users.

7. If you select Inherited the folder will be assigned the sharing rights assigned to its

parent folder. If the Folder is itself a parent folder then the folder inherits the sharing

rights assigned to the Cabinet.

8. Repeat the steps Assigning and Modifying Rights of Group(s) and User(s) and

Deleting Group(s) and User(s) as shown in the case of sharing a cabinet.


9. Click the Modify button to save the changes and return to the Folder Information

screen or click the Cancel button at any stage to exit without saving the changes and

return to the Folder Information screen.

10. Click the Advanced link to assign advance sharing properties to the user.

Figure 2.17 Share Folder Screen

11. Click the Save button to save the advanced security settings of the cabinet to the user.

A user having a document print right doesnot matter whether the user has document

download right or not. If a user doesnot has the print right then t he document download right

will also not be assigned.

Similarly, if the user has the download right then the print right is assigned by default.

Moreover, if the user has no download rights assigned then the document print rights

assigning to the user will depends on the decision of the administrator.

Figure 2.18 Application Right Name Screen


Adding DataClass Fields

The DataClass button shown on the Folder Properties pane of the Folder Information screen

remains unavailable if the DataClass box contains none. When you enter a dataclass from the

drop-down list of the DataClass box, the DataClass button is made available. To add a

DataClass:

1. Click the DataClass button on the right pane of the Folder Information screen to open

the Add DataClass Fields screen.

Figure 2.19 Add DataClass Fields Screen

2. Enter information to the various fields on the Add DataClass Fields screen and click

the OK button to add a dataclass to the folder.

To know more about adding information to a dataclass see the section “Adding Properties to

a DataClass.” If you select a DataClass from the drop-down list of the DataClass box for a folder on the Add Folder screen, the folder is shown with lines inscribed on it to indicate that

the folder contains a dataclass. If there is no dataclass available in the drop-down list of the

DataClass box then you create a folder without dataclass. You can create a dataclass for the

folder later and then associate the dataclass with the folder. To know more about creating a

dataclass see “To create a dataclass” in the DataClass section.

The folder to which you add a dataclass is shown on the left pane of the Folder Information

screen with lines inscribed on it.

2.4.2 Deleting Folder

To delete a folder:

1. Open the Folder Information screen.

2. Click a folder that you need to delete from the list of existing folders. The information about the folder and the Add Folder, Delete Folder links appear on the right pane of

the screen.

3. Click the Delete Folder link on the right pane. A message box appears.


Figure 2.20 Folder Information Screen with the Folder Selected for Deleting

4. Click the OK button on the message box to delete the selected folder and return to the

Folder Information screen. The icon of the folder that you delete is removed from the

list of folders shown on the left pane of the Folder Information screen. You click the

Cancel button on the message box if you do not wish to delete the folder.

Figure 2.21 Folder Information Screen after Deleting the Folder

You need to have rights to delete a folder if you are not the Supervisor or

member of the Supervisor Group.


2.5 Working with Keywords

Keywords are the words that you associate with a document, to perform search for specific

information using the keywords. The keywords provide a quick reference to the documents

and help fast and easy retrieval of the documents.

The keywords are of three types:

Authorized Keywords

UnAuthorized Keywords

All Keywords

The OmniDocs Web Admin helps create only the Authorized keywords that can be attached with the various documents. You can perform the following functions on the keywords using

OmniDocs Web Admin:

Add keywords

Modify the status of keywords from Authorized to UnAuthorized and vice-versa

Add/Delete Alias for Authorized keywords

Modify UnAuthorized keywords

Delete UnAuthorized keywords

Adding Keywords

To add keywords:

1. Click the Keywords link on the left pane of the Main screen. The Keywords Information screen appears. The right pane of the Keywords Information screen

shows:

Figure 2.22 Keyword Information Screen

By default, the All option remains selected when you open the Keyword

Information screen showing all existing keywords in the Keyword list.


2. Click the Add Keywords link on the Keywords Information screen. The Add

Keyword screen appears.

Figure 2.23 Add Keyword Screen

3. Click the Done button after you add all required keywords to return to the Keyword

Information screen. All keywords that you add is shown on the Keyword list on the Keyword Information screen.

Modifying the Status of a Keyword

To modify the status of a keyword:

1. Click the Authorize or UnAuthorize link whichever is available depending on the status of the keyword shown on the Status list. A message box appears.

Figure 2.24 Selecting a Keyword for Modifying the Status

2. If you click OK, the Status list on the Keyword Information screen shows the changed status of the keyword.


Figure 2.25 Keyword with Status Modified

2.6 Working with Users

To create a new user:

1. Click the Users link on the left pane of the Main screen. The User Information

screen appears with the Add User link and a description of a User on the right pane

and the list of existing users in batches below the User icon on the left pane. You may

click the Previous or Next link on the left pane to show the preceding or subsequent

batches of users. This screen also appears with the Modify user link.

Figure 2.26 User Information Screen

2. Click the Add User link. The Add User screen appears.


Figure 2.27 The Add User Screen

3. Type the data in the text boxes shown in the figure as required.

Figure 2.28 Entering User Information on the Add User Screen

4. Click the Add button on the Add User screen to create a user. The name of the new

user is displayed on the list of Users on the left pane of the User Information screen.


Figure 2.29 The New User Harry Is Added to the Users List

The Administration module doesn‟t allow you to create users exceeding the number of licenses purchased. A message box appears with the message that more number of users cannot be created, as there are specified number of user licenses.

2.6.1 Assigning Properties to a User

To assign or modify the properties for the new user:

1. Click the specific user from the Users list on the left pane of User Information screen.

The properties of the User are shown on the Properties View on the right pane of the

User Information screen.

Figure 2.30 Users Properties View of the User Information Screen

2. Enter or Modify the user information in the text boxes as described below:

i. Type the login name of the new User in the User Name text box.


ii. Type the personal and family name of the user in the Personal Name and

Family Name text boxes.

Input to the User Name and Personal Name text fields are mandatory and

cannot be left blank.

iii. Type a password for the user in the Password text box.

Input to the Password text field optional.

iv. Type the password again in the Confirm Password text box to verify that

the data typed in the Password and Confirm Password text fields are same.

v. Type the e-mail address of the new user in the E-mail ID text box.

Input to the E-mail ID text field is optional.

vi. Type the fax number of the new user in the Fax Number text box.

The Fax Number is optional.

vii. Specify an expiry date for the user, in the Expiry Date text box.

viii. Select the User Alive option for enabling the access rights assigned to

the User.

By default User Alive option remains selected, you can clear the option to

deny access to the User.

ix. Select the parent group from the Parent Group box.

x. Select the Immediate Superior, which may be either Role of a particular

Group or any User or No Superior option.

xi. Type a relevant comment for the new user in the Comment text box.

xii. Click the Done button to save the changes.

2.6.2 Assigning Groups to a User

To assign a group to the new user:

1. Open the User Information screen and click the Group… button on the User Properties view. The Associate Groups to User screen appears.


Figure 2.31 Associate Groups to User Screen

The above figure shows the name of the selected User. The figure also shows a list of groups

of which the selected User is a member in the Member Of list box and displays a list of all

the groups in the Other Groups list box.

2. To assign a group to the user, select a group from the Other Group list box and click

the Add button.

3. To remove the user from a group, select the group from the Member Of list box and

click the Remove button.

4. To save the changes made click the OK button else click the Cancel button to exit

from the Associate Groups to User screen and return to the User Information screen.

2.6.3 Assigning Privileges to a User

To assign privileges to the new user:

1. Click the Privileges… button on the User Properties view of the User Information screen. The Assign Privileges screen appears:

Figure 2.32 Assign Privileges Screen

2. There are seven privileges that you can assign to a user:


3. To allow the user create a user or group, select the Create User/Group option.

4. To allow the user modify the properties of a user or group, select the Modify

User/Group check box.

5. To allow the user assign another user to a group, select the Assign User To Group

check box.

6. To allow the user perform image server operations; select the Image Server

Operations check box.

7. To allow the user create or modify a DataClass, select the Define/Modify Data

Definitions check box.

8. To allow the user create or modify the global indexes, select the Define/Modify

Global Index check box.

9. To allow the user assign rights for any object, select the Assign Rights check box.

10. To implement the privileges you assign to the user, click the OK button or click the

Cancel button to exit from the Assign Privileges screen at any stage without

assigning privileges to the user.

2.6.4 Assigning Roles to a User

To assign roles to a new user:

1. Click the Roles… button on the User Properties view of User Information screen. The Assign User to Role screen appears:

Figure 2.33 The Assign User to Role Screen

2. Click the Add button to assign the user the selected role for a particular group.

3. To modify the role of the user, click the Modify button.

4. To delete a role assigned to the user, click the Delete button.


A user who is a member of the supervisor group is assigned all the

privileges by default. No other user can remove any privilege assigned to

such user.

You cannot change the username after you create a user but you can modify

other details of the user.

2.7 Group

To create a group:

1. Click the Groups link on the left pane of the Main screen. The Group Information

screen appears showing list of groups in batches on the left pane and the descriptio n

of group on the right pane. You may click the Previous or the Next link on the left

pane to see the preceding or subsequent batches of groups.

Figure 2.34 Group Information Screen

2. Click the Add Group link on the right pane of the Group Information screen. The

Add Group screen appears


Figure 2.35 Add Group Screen

3. Type the name of the new group in the Group Name text box and type a comment to

be associated with the group in the Comments text box. You may modify the Owner

and Parent Group by selecting from the Owner list box and the Parent Group list

box

Figure 2.36 Entering Information to Add Group Screen

4. Click the Add button to add the group to the list of Groups shown on the left pane of

the Group Information screen and return to the Group Information screen or click the

Cancel button to exit from the Add Group screen without saving the changes made.


Figure 2.37 New Group Technical Documenation Added

2.7.1 Assigning Properties to a Group

To assign properties of a group:

1. Select a group from the Groups list on the left pane of the Group Information screen.

The properties of that group are shown on the Group Properties view on the right pane of the Group Information screen.

Figure 2.51 Group Properties View of the Group Information Screen

2. You may Modify the Group Properties information as described below:

i. Type a name for the group, in the Group Name text box.

ii. Select the owner's name for the group, from the Owner combo box. By

default, the login user is the owner of the group.


iii. Select the parent group of the group from the Parent Group combo box.

iv. Type a comment for the group, in the Comments text box.

v. To save the changes made to the properties information of the group,

click the Done button on the Group Properties screen or click the

Cancel button to retain the original information without saving the

changes made at any stage.

2.7.2 Assigning Users to a Group

To assign users to the new group:

1. Open Group information screen and click the Users button on the Group Properties

view on the right pane of the screen. The Associate Users to Group appears:

Figure 2.52 Associate Users to Group Screen

In the figure, Group text field displays the name of the selected group, the

Associated User(s) list box display the list of users who are added to the group, and

the Other User(s) list box display the list of the users from which you add users to

the selected group.

2. To add a user to the group, select that user from the Other User(s) list and click the

Add button.

3. To remove a user from the group, select the particular user from the Associated

User(s) list and click the Remove button.

4. To save the changes made to the Users of the group, click the OK button and return to

the Group Information screen, else click the Cancel button to close the Associate

Users to Group screen at any stage without saving the changes and return to the

Group Information screen.

2.7.3 Assigning Privileges to the Group

You can assign the privileges for the group as well. These privileges are applicable to all the

users in that group.

1. Open the Main screen and select a group. The Group Information screen appears.


2. On the Group Information screen click the Privileges… button on the Group Properties view on the right pane. The Assign Privileges screen appears.

Figure 2.53 The Assign Privileges Screen

3. Select the options from the Privileges list to assign privileges to the Group.

4. Click the Done button on the Assign Privileges screen to save the changes made and

return to the Group Information screen else click the Cancel button to return to the

Group Information screen without saving the changes made.

2.7.4 Assigning Roles to Users of a Group

To assign the roles to users of a group:

1. Open the Main screen and select a group. The Group Information screen appears.

2. Click the Roles button on the Group Properties view on the right pane of the Group

Information screen. The Roles for Group screen appears.

Figure 2.54 The Roles for Group Screen

3. Select a User from the drop-down list in the User text box and select a role if roles are

present in the list of roles in the Role text box.


4. Click the Add button to assign the role selected from the Role box to the user of that particular group selected from the User box.

5. To modify the User‟s Role, click the Modify button.

6. To unassign a role from a user click the Delete button.

7. Click the Close button to exit from the Roles for Groups screen and return to the

Group Information screen.

2.8 Roles

To create a role:

1. Click the Roles link in the left pane of the main screen and the Role Information

screen appears showing the list of existing roles if any in batches and description of

roles of the right pane of the Role Information screen. You may click the Previous or

the Next link on the left pane of the Role Information screen to see the preceding or

subsequent batches of roles on the left pane.

Figure 2.55 The Role Information Screen

2. Click the Add Role link on the right pane of the Role Information screen. The Add

Role screen appears.


Figure 2.56 The Add Role Screen

3. Type the name of the role in the Role Name text box and the description of the role in

the Role Description text box. Select the Can Be Assigned To Many Users in a

group option if you need to assign the role to multiple users.

4. Click the OK button to add the Role to the list of Roles shown on the Role

Information screen or click the Cancel button to return to the Role Information screen

without adding the role.

2.8.1 Assigning Properties to a Role

To assign properties to a role:

1. Select the role on the Role Information screen the properties of that role are displayed

in the content view:

Figure 2.57 Role Properties Screen

2. Type a name for the role, in the Role Name text box.

3. Type a description for the role applicable to the group, in the Role Description text

box.


4. If the role is assigned to many users in a group, then select the Can be assigned to

many users in a group option.

5. To save the properties assigned to a role for a group, click the OK button else click

the Cancel button.

2.8.2 Associating Groups to a Role

To associate the users to a new role:

1. Click the Users button on the Role Properties screen. The Users of Role dialog box

appears:

Figure 2.58 Associate Groups to Role Dialog Box

2. Click the Add button to assign a role to a User of a particular Group

3. To modify the User of Group, click the Modify button.

4. To delete the User from Role, click the Delete button.

2.9 Global Index

To create a global index:

1. Select the Global Index link from the repository view. The global index properties

are displayed in the following dialog box.


Figure 2.59Global Index Properties

Indexes display a list of available Global indexes.

1. To create a global index, click the Add tab. The Add Global Index dialog box

opens.

Figure 2.60 Add Global Index screen

2. Type name for an index, in the Name text box.

3. Select the index type from the Type box. The index can be string, float, date, or

integer.

4. Type the length for a String type index, in the Size text box.

5. Also select the optional fields like Mandatory, Unique, Index, Useful Info or Global

Index.

6. To save the index, click the Add button.

7. You can delete a particular index by clicking the button.

8. You can modify a particular index by clicking the Modify button.


2.10 Data Class

To create a data class:

1. Click the DataClasses link on the left pane of the main screen. The Add DataClass

link and a description about a dataclass appear on the right pane of the main screen.

2. Click the Add DataClass link.

Figure 2.61 Add DataClass Dialog box

3. The Add DataClass screen appears as shown in the above screen.

4. Enter the fields „Add DataClass Name‟ and „Comments‟.

5. Click Add Data fields link, this invokes the following screen.

Figure 2.62 Adding Data fields


6. Enter the Name, Type, Size and other optional fields like Mandatory, Unique, Index, Usefule Info or Global Index.

Figure 2.63 Adding another Data field

7. Click Add Data Fields link to add another data field.

8. Enter the required fileds, and click Add button to save the changes.

Figure 2.64 Success message

A success message appears on the scren when the data fields are successfully added. Click

Ok, the following dialog box is invoked.


Figure 2.65 Data fields added

9. To edit the data fields, click on the Edit Fields tab as shown in the above screen.

Figure 2.66 Editing data class fields

10. Click View DataClass Fields tab, the following dialog box is invoked.


Figure 2.67 View DataClass fields

11. Now modify the fields you wish to change and click Done tab, the following dialog

box is invoked.

Figure 2.68 Save modified fields

12. The following dialog box is invoked, when the fields are modified.


Figure 2.69 Data Class Modified

2.10.1 Assigning Data Class Properties

To assign properties to a data class:

1. Select a data class in the repository view, the properties for that data class are

displayed in the content view:

Figure 2.70 Creating Data class

2. Type the name of the dataclass in the Name text box.

3. Type a comment in the Comments text box.

4. Click the Edit Fields button to add more fields. The Add Field(s) screen is displayed.


Figure 2.71 Add Fields Dialog box

Fields displays the names of the fields, which a particular data class contains.

5. To use a field as a global index, select that field and select the Global Index option.

6. To make an index mandatory, select the Mandatory check box.

7. For assigning index as unique, select the Unique Key check box.

8. For displaying the field value of data class in the detail view on the desktop, select the

In Useful Info check box.

There are three attributes: Mandatory, Unique Key, and Show as useful

Info. To make the data entry to an index compulsory, the index can be

defined as Mandatory. For example, if you are maintaining the Inventory

list, the Item name and Item code indexes can be made mandatory.

Unique key means the value associated with that index cannot be

duplicated.

There is an option to view the index values as useful information in the

content view of the OmniDocs Desktop. In order to make an index value as

useful information, you can define an index as Show as useful information.

This index value is displayed at the desktop.

2.10.2 Assigning Indexes

To assign the indexes:

1. While adding Data Fields, click the Global Index(s) button. The Global Indexes screen

appears:


Figure 2.72 Global Indexes dialog box

Global Index(s) displays a list of the global indexes their name, type, and size.

2. To add the selected field in the Field(s) list, click the Add button.

3. To close the Global Index dialog box at any stage click the Cancel button.

4. To modify the data class indexes, select the required index and click the Modify button.

The Modify Field screen appears.

Figure 2.73 Modify Field(s) dialog box

In the above figure the Name text box displays the name of the index already added while

creating the data class.

a) Select the type of the index value from the Type box. The Size text box

displays the size of the type selected.

b) Click the Modify button to close the Modify Field screen and save the

changes made to the database fields else click the Cancel button at any

stage to exit from the Modify Field screen.


If the modification of a data field after you click the Modify button on the Modify Field(s)

screen, may lead to loss of data then a confirmation box appears.

Figure 2.74 Confirmation Message Box

Click the Yes button to modify the data field with loss of data.

Click the No button to retain the earlier type of the data field.

New fields are created for associating them with the data class. These

fields can be defined as global indexes also.

Field can be specified as Date, Float, Integer, Long or Text.

Date format is Y2K complaint, it has to be specified as (02/02/1999). It

has 8 characters and “/” as a separator.

For specifying currency, you can define the field as Float.

You can only resize the Text field.


2.12 Image Volumes

To create an Image Volume

1. Click the Image Volumes link from the Main screen.

2. Click the Add Volume link to create New Volume

3. The Volume Properties screen appears.

Figure 2.87 Creating Volume

4. Enter the volume name in the Volume Name text box.

5. Enter the volume block size in the VolBlock Size text box.

6. Select the home site from the Home Site drop down box.

7. Select the default path from the Default Path drop down box.

8. Select the replication type from the Replication Type drop down box.

9. Click the Done button to save the changes and close the Add New Volume, else click

the Cancel button to close the dialog box at any stage without saving changes.


2.12.1 Volume Properties

To create Replica site:

Figure 2.88 Volume Properties

1. Click the Replicas… button to create replica(s) of the selected volume. The option Replicate Volume is also invoked from the Tools icon. The Add/Remove Replica Site dialog box is invoked.

Figure 2.89 Add/Remove Replica Site dialog box

a) Select a site from the Registered Site(s) list on which the selected

volume has to be replicated

b) Click the Add button to invoke the Select Default Path dialog box.


Figure 2.90 Select Default Path dialog box

c) Select the label for the selected volume site from the SMS Labels for

site combo box

d) Click the Set button to move the selected volume to the selected path

or

Click the Cancel button to close the Select Default Path dialog box

without saving the changes made at any stage.

If you click Set the selected site is added to the Replica Site(s) list.

To remove the replica site, select the required replica site from the Replica Site(s) list

and click the Remove command button.

e) Click Done button to close the Add/Remove Replica Sites dialog box

while saving the changes made.

2. Click the Replicate Volume(s) link on the Volume Tools screen to display Replicate

Volume(s) screen

a) Select the volume that need to be replicate from combo box of

volume.

b) Home site along with all replica sites(if any ) are displayed at

Replica site list.

c) Select the site where volume needs to be replicated , from Replica

Site(s) List.

d) Click on Replicate button to replicate the selected volume.

e) Click on close button to close the window.

3. Click the Compact command button to invoke the Compact Volume dialog box. The option Compact Volume is also invoked from the Tools icon. The Compact Volume

dialog box is invoked


Figure 2.91 Compact Volume dialog box

In the figure all sites related to the selected volume are displayed in the Volume Site(s) list.

a) Select the name of the volume site that needs to be made compact.

b) Click the Done button to compact the selected volume site

Or

Click the Cancel button to close the Compact Volume dialog box without

making any modification at any stage.

2.12.2 Deleting a Volume

To delete a volume

1. Select the volume that needs to be deleted.

Figure 2.92 Deleting Volumes

A message box is invoked prompting whether you want to delete the selected volume.



Click the Cancel button if you do not wish to delete of the selected volume or click the OK

button to delete the selected volume.

Cases:

If the selected volume is the default volume of the cabinet then it cannot be

deleted. The following message box appears


If the selected voluime consists of some documents then it cannot deleted.

A message box is invoked,


To delete such a volume you need to permanently delete all the documents lying in the

selected volume by pressing the Shift +Delete keys.


2.13 Site

To create a site

1. Select Site node from the repository view. Click Add Site link to create New Site.

The site properties are displayed

Figure 2.96 Creating Site

2. Type the site name in the Site text box.

3. Type the IP of the computer where the SMS server is running, in the Site Address

text box.

4. Type the port number in the Port No text box.

5. Click the Add button to save the changes made

Or

Click the Cancel buton to close the site properties dialog box without saving the

changes made.


2.14 Supervisor Rights Control

Rights of Supervisor In OmniDocs can be changed or altered as per the requirement. The full

rights of the supervisor on cabinet, folders, dataclass and action item are restricted as other

users. Now for the supervisor, the rights can be explicitly set at every level..

Major Functions and Features

The functions of this facility can be divided into two parts:

1. The rights of the supervisor at the supreme level still exist and supervisor can control

everything.

2. The rights of the supervisor are removed and are restricted as a normal user of

supervisor group.

Once removed the power of the supervisor, cannot be restored again.

Applying Supervisor Rights Control

1. Login the OmniDocs Admin interface.

2. Check the „Remove The Rights of Supervisor‟ checkbox at cabinet properties screen.

3. Click „Done‟ to apply the changes.

Figure 2.97 Supervisor Rights Control screen

4. This checkbox is unchecked when the supervisor is supreme user.


2.15 Owner Inheritance Policy

This feature enables the Ownership of the folders, subfolders and the documents to be set.

An owner inheritance policy is set to enable this feature.

Owner Inheritance at Cabinet Level

Users can set/unset the owner inheritance policy at the cabinet level.

1. Set Owner inheritance Policy at the cabinet level.

2. Add folders at root level with user inheritance policy enabled or no value is provided

for owner inheritance.

3. Owner of the new folder is inherited from owner of the cabinet.

Figure 2.98 Owner Inheritance at Cabinet level

Owner Inheritance at Folder Level

On Adding a New Folder

On adding a new folder, there is an option provided for setting the Owner Inheritance Polic y

in Add Folder dialog box.

Case 1

Case 2

If the owner inheritance policy is enabled at parent folder of the newly added folder

and it is also enabled for new folder while adding it or no value is provided for

ownership inheritance, then, ownership inheritance is enabled at this folder also and

the owner of the document will be inherited from its parent folder.

If the owner inheritance policy is enabled at parent folder of the newly added folder

but it is not enabled for new folder while adding it, then, ownership inheritance is not

enabled for the new folder. If owner is set for the new folder, then he will be set as the

owner otherwise login user will be the owner of the folder.


Case 3

Case 4

If the owner inheritance policy is not enabled at parent folder of the newly added

folder but it set as enabled for new folder while adding it, then, ownership inheritance

is enabled for the new folder. If owner is set for the new folder, then he will be set as

the owner otherwise login user will be the owner of the folder.

If the owner inheritance policy is not enabled at parent folder of the newly added

folder and it is not enabled for new folder while adding it or no value is provided for

ownership inheritance, then, ownership inheritance is not enabled for the new folder.

If owner is set for the new folder, then he will be set as the owner otherwise login user

will be the owner of the folder.

Setting Owner Inheritance Policy for an Existing User.

There is an option provided to set or unset the Owner Inheritance Policy in Folder dialog box.

There are two conditions while setting this policy at the folder level.

Condition 1

If owner name is not declared and ownership inheritance is changed (set/unset), then

ownership inheritance is enabled or disabled depending upon whether it is set or unset

for this folder only.

Condition 2

If owner name is declared then there can be following possible cases:

1. If currently ownership inheritance policy is enabled and no value is

provided for new ownership inheritance or it remains as enabled then

Owner change for those subfolders whose OwnerInheritance is I (along

with their documents) Stop at subfolder whose OwnerInheritance is 'N'.

2. If currently ownership inheritance policy is enabled and now it is set as

disabled then Ownership inheritance policy will be set as disabled for this

folder and owner changes for this particular folder only. No change at sub

folder level.

3. If currently ownership inheritance policy is not enabled and now also it is

retained as disabled or no value is provided for Ownership Inheritance,

then Ownership inheritance policy will be set as disabled for this folder

and owner changes for this particular folder only. No change at sub folder

level.

4. If currently ownership inheritance policy is not enabled and now it is set as

enabled then ownership inheritance policy will be enabled for this folder

and Owner change for those subfolders whose OwnerInheritance is I

(along with their documents). Stop at subfolder whose OwnerInheritance is

'N'.


Copying a Folder

Case 1

Case 2

If user inheritance policy is enabled at destination folder then ownership inheritance

policy becomes enabled at the folder that is copied as well as its subfolders. The

owner of this folder as well as its subfolders (including documents) will be inherited

from destination folder.

If user inheritance policy is not enabled at destination folder then there will be no

change in the ownership inheritance of the folder that is copied. The owner of this

folder as well as its subfolders (including documents) is the person who is performing

the copy operation.

Owner Inheritance at Document level

Adding a Document / Documents

When User adds a new document to a folder, Owner inheritance policy is verified for its

Parent Folder. If it is set for the parent folder, owner of the document remains the same as the

owner of its parent folder.

If it is not set, then owner of the document will be the user who is adding the document.

Copying a Document / Documents

When User copies a document to a destination folder, Owner inheritance policy is verified for

its destination folder

If it is set for the destination folder, owner of the document remains the same as the owner of

its parent folder.

If it is not set, then owner of the document will be the user who is copying the document.


2.16 Password Policy Manager

This feature provides the facility to protect the passwords in a better way. User can protect

the passwords in many ways using various options provided in the Password Policy Manager.

Follow these steps to use this feature –

1. Enter the following URL in your browser window

http://IP address/admin/login.jsp

2. The login screen is invoked as shown below.

Figure 2.99 OmniDocsLogin screen

3. Enter the login details and click Login, this invokes the following window.

Figure 2.100 Password icon

4. Click on the icon on the toolbar of the window, this invokes the following window.

http://ip/

http://ip/


Figure 2.101 Password screen

5. Password Policy Manager window displays the various parameters on which a user

can set the password, they are as follows.

a. Maximum Password Length

The minimum number of characters can be set for the password. User needs to

enter the password equal to or greater than this length. The password length

can be set by Admin member only.

b. Minimum Number of Special Characters

Minimum number of special characters that the user must use while entering

password is configurable. This operation can be done by admin member only.

c. Maximum Number of Login Attempts

The number of attempts that can be made by the user for successful login is configurable. Once that count reaches user gets locked. This login attempt

count can be set by admin member only.

d. Password History Count

It is configurable that how many previous passwords user cannot use while

setting the new password. This operation can be done by admin member only.

e. Make Password Case Sensitive

The objective of Password Case Sensitivity Policy is to make case sensitivity

of passwords configurable. Only the supervisor or the supervisor user group

can use this utility. After enabling this functionality, passwords of old users

will be in uppercase letters. When they change their passwords and provide

case sensitive password, then case sensitivity becomes applicable.


f. Change Password on First time Login

It is mandatory for user to change password as he logins for the first time. He

would not be able to login into omnidocs unless he changes his password.

g. No. of days before password expiry to warn

When password of the user gets expired, he will not be able to login unless he

changes his password.

When user changes his password on or before password expiry date, its new

password expiry time set will be as many days ahead of current date time as

the number of days assigned for expiry earlier for the user.

For example, if user is created on 1st

September and is given password expiry

time as 30 days. Then possible cases are:

Case 1 : User changes his password on expiry, say on 1st

October, its new

password expiry date will be 3oth October.

Case 2: User changes his password before expiry, say on 15th

September, its

new password expiry date will be 15th October.

Case 3: User's password expiry time is changed from 30 days to 15 days. Next

time when user will change his password on/before password expiry, new

expiry time given will be 15 days.


6. Select the values from the list and click Save to set the parameters, this invokes the

following window.



7. The above screen displays the list of the parameters that are set by the user.

8. Click Close to close the window.

APPLYING LOGIN CHANGE

1. Open the OmniDocs login page and enter the username and password.

Figure 2.104 OmniDocs Login screen

2. The following dialog box of Change Password is invoked.


Figure 2.105 Change Password screen

3. Enter the old password and a new password and confirm the new one.

4. Click Save to save the changes.

5. A success message dialog box is invoked this confirms the password change.

Figure 2.106 Success message


2.17 Using Search User

This feature of SEARCH USER is applicable at different levels. This feature is included in

the Folder, Action Item, Dataclass level, Folder Properties and Roles. This feature enables the

user to search a specific user by giving user name as a keyword and fetch the result among

the list of users.

2.17.1 Folder level

Search User feature at the folder level is implemented under the Rights and Owner options.

To use this feature follow the steps described as below.

SEARCH USER IN RIGHTS OPTION

Step 1:

1. Login to OmniDocs Admin interface. Type the path http://localhost/admin/login.jsp

in the browser window, as shown in the screen below.

Figure 2.107 Login Screen

2. Enter the User Name and Password; select the Cabinet from the list.

3. Click the Login command button.

This command invokes the OmniDocs main page as shown in the following screen.

http://localhost/admin/login.jsp


Figure 2.108 OmniDocs Admin main page

Step 2:

Click on the Folder link in the left pane of the main page, this invokes the following screen.

Figure 2.109 Folders link

Step 3:

The Folder link when clicked invokes the following screen. Click on the Rights command

button at the bottom of the screen.


Step 4:

Figure 2.110 Rights link in folder screen

The Rights link invokes the following dialog box. It displays a combo-list of User(s), this list

shows no user currently. Click on the right end of the box to add users to the list.

Figure 2.111 Users link


Step 5:

Click on the combo-list of User(s) on the right end of the box, this invokes the following

dialog box.

Step 6:

Figure 2.112 Search User link

Provide the user name in the „Enter the Name of the User for Search‟ box, and then click on Search command button.

Figure 2.113 Enter search keyword


Step 7: The search command invokes the following dialog box; this displays the result in the

Search User list.

Step 8:

Figure 2.114 Search result

Select the user from the Search User list and click on Add command button; this adds the

user to the Final List.

Figure 2.115 User added


Step 9:

Now click Done command button in the above dialog box, this invokes the following Rights

screen. The User(s) list now shows a user; now click on the Add User link to add the user for

the rights assignment.

Step 10:

Figure 2.116 Add user (Rights screen)

Now assign rights to the newly added user in the list and close the dialog box.

Figure 2.117 User added in the rights list


SEARCH USER IN OWNER OPTION

Step 1: Click on the Folders link in the left pane, the following screen is invoked.

Figure 2.118 Owner tab

Step 2: Click on the right end of the Owner tab, this invokes the following screen.

Figure 2.119 Search User screen

Step 3: Provide the user name in the „User Name‟ box, and then click on Search command button, this invokes the following screen.


Figure 2.120 Search User result

Step 4: The search command invokes the above dialog box; this displays the result in the

Search Result list.

Step 5: Click Done to select the owner of the folder, the owner is displayed in the following

screen.

Figure 2.121 Owner changed


2.17.2 DataClass level

Search User feature is implemented at the Dataclass level under the Rights option. To use

this feature follow the steps described as below.

Step 1: Login to OmniDocs.

Step 2: Click on the Dataclass link in the left pane of the main page, this invokes the

following screen.

Figure 2.122 Dataclass screen

Step 3: Click on the sub-folders link in the Dataclass link, this invokes the following screen.

Figure 2.123 Dataclass details screen


Step 4: Click on the Rights link in the above screen, this invokes the following dialog box.

Figure 2.124 Rights screen

Step 5: Reiterate Steps of section 2.17.1 (Search User in Rights optio).


Step 3: Click on the Rights link in the above screen, this invokes the following dialog box.

Figure 2.126 Rights screen

Step 4: Reiterate Step 4 to Step 11 of section 2.17.2 (Search User in Rights option).

2.17.3 Roles level

Search User feature is implemented at the Roles level under the Users option. To use this

feature follow the steps described as below.

Step 1: Login to OmniDocs.

Step 2: Click on the Roles link in the left pane of the main page, this invokes the following

screen.

Figure 2.127 Roles screen

Step 3: Click on the Groups link in the above screen, this invokes the following dialog box.


Figure 2.128 Search Group screen

Step 4: Enter the User Name in the Search User box then click on the Search link in the

above screen; this invokes the following dialog box.

Figure 2.129 Search User result

Step 5: The search result is displayed in the list, now select the user and click Add Command

button to assign the roles.

2.17.4 Groups level

Search User feature is implemented at the Groups level under Users option. To use this

feature follow the steps described as below.

1. Login to OmniDocs.

2. Click on the Groups link in the left pane of the main page, this displays the list of all

the registered groups.


3. Click on any Group from the list, this invokes the following window.

Figure 2.130 Group properties

4. The r ig ht pane of the above screen shows the Group‟s properties, now click on the

on

the tab. This invokes the following screen.

Figure 2.131 Use (s) list


5. Click on tab, this invokes the following dialog box.

Figure 2.132 Search User screen

6. Select the Group from the list to which you wish to add a user.

7. Enter a user name in the User Name text box then click Search.

OR

Enter * in the user name text box to search all the users of this particular

group.

8. The search result is displayed in the following screen, select the user you wish to add

to the group then click Add.

Figure 2.133 Search result (All users of Everyone Group)

9. To remove user from the list, click tab, this invokes the following

screen.


Figure 2.134 Particular user of Everyone Group

10. Enter the user name you wish to remove from the group list and click Search tab.

This displays the result in the list below, select the user name from the list and click

Remove to remove the user from the Group list.


2.18 Reports Management System

This feature enables the user to generate the reports of all the activities under various criteria.

To Generate a Report

1. Login the OmniDocs Reports Management after login into OmniDocs Admin and

click on System Reports.

Figure 2.135 Reports Management Login page

2. The following screen of Reports list is invoked.

Figure 2.136 Types of Reports list

3. Click on any type of report to view the report.


2.21 Audit Log

Audit Log is an account of the operations that are performed on the specified object (viz.

cabinet, folder or document) by any of the members of the cabinet.

Log can be generated for all operations User perform in the System example, Login and

Logout, adding a Folder, changing Folder Properties, Uploading documents, etc. This log is

very useful for administrative purposes for monitoring User activities.

The OmniDocs provides various enhancement features of Audit Trail that helps the OmniDocs Administrator select the user action for which the OmniDocs Administrator needs

to generate an audit trail. The enhancement features of the Audit Trail are:

Audit Log

Purge Audit Log

Selective Logging


2.21.1 Audit Log

The main screen of Audit log is shown as below:

Figure 2.175 Audit log icon

1. Click on the Audit log icon this invokes the following dialog box.

Figure 2.175 Types of Audit log

2. Click on Audit Log link this invokes the following dialog box.


Figure 2.176 Audit log screen

4. Select the date range to view Audit log .

5. Select the option Cabinet or Folder .

6. Click Ok to view the log.

Or

Click Cancel to abort changes.

Audit Log Old Value New Value:

Audit Log Old Value New Value Feature enables an administrator (member of supervisor

group) to see the Audit Log with old value and the new modified value of the actions

performed on the specified element. This functionality has been provided in the Admin

module only.

The audit log screen would now display two additional columns Old Value and New Value:

Figure 2.177 Audit Log Old value New Value fields


2.21.2 Selective Logging

The selective action logging is an enhancement made to the Audit Trail feature of the

OmniDocs. Unlike the earlier versions of OmniDocs, the Audit Trail with selective action

logging feature does not log all OmniDocs user actions regardless of the needs of the

OmniDocs Administrator.

The OmniDocs Administration consists of the Audit Preference feature that enables the

OmniDocs Administrator to select a user action from the list of Audit Actions for a specific

Audit Category for which the OmniDocs Administrator needs to generate an audit log. The

OmniDocs Administrator needs the log for performing an audit. The OmniDocs

Administrator may select all the audit categories to select all the user actions available, select

a specific category to select all users actions in that category, or select a specific action in that

category.

Follow the steps given below to view Selective Logging:

1. Click on Selective Logging link this invokes the following dialog box.

Figure 2.178 Selective Logging

2. Select Audit Trail Category from the drop down list.

3. Select Audit Category from the drop down list.

4. The list of Enabled Auditing Actions or Disabled Auditing Actions appears.

5. Select the action and click Add or Remove tab to perform respective action.

6. Click Done.

7. Click Close to close the window

Or

Click Cancel to abort the changes.


2.21.3 Purge Audit Log

The selective action-purging enhancement made to Audit Trail feature provided in the

OmniDocs enables the OmniDocs Administrator to select or purge an action from a specific

category between ranges of dates. The OmniDocs Administrator specifies the range of dates

in the Date Range pane for which the OmniDocs Administrator needs to generate an audit

log.

The OmniDocs Administrator can select a category to generate audit log for all actions in that

category or for a specific action in that category.

To Purge Audit Log:

1. Click on the Purge Audit Log link this invokes the following dialog box.

Figure 2.179 Purge Audit Log

2. Select Audit Trail Category from the drop down list.

3. Select Audit Category from the drop down list.

4. The list of Enabled Auditing Actions or Disabled Auditing Actions appears.

5. Select the action and click Add or Remove tab to perform respective action.

6. Click Purge.

7. Click Close to close the window

Or

Click Cancel to abort the changes.

8. Click Export to export audit logs.

Export of Audit Log

The export of Audit Log is an enhancement made to Audit Trail in OmniDocs that enables

you to transfer Audit Log data to an excel file. This process of transfer of Audit Log data is

known as export of Audit Log.

The export of Audit Log depends on the volume of data that you need to export and makes

maximum use of the central processing unit of the server computer. As a result, the export of


Audit Log is a time-dependent process. After the export of Audit Log data to excel file is

complete a message box appears and specifies the location of the excel file present on the server computer. The location of the excel file is automatically decided by the server

computer.

1. Click on Export tab this invokes the following dialog box.

2. Click Ok to continue

Or

Click Cancel.

Figure 2.180 Export Audit Log

2.22 Stamps

A stamp is an image, which can be applied on the document. Only registered stamps are

available for use. There is no limit to the number of stamps you can register. You can

unregister stamps, which are not required further. To replace a registered stamp, unregister

the existing stamp and register the new stamp

To view stamps:

1. Click Manage Stamps tab from the Options dialog box. The Manage Stamps screen

gets invoked. Click Stamps option. The Stamps screen gets invoked.

Figure 2.181 Stamp Tools screen


2. Click on Register Stamps button to register a stamp, this invokes the following

dialog box.

Figure 2.182 Register Stamps screen

3. Click the Browse button to attach at Stamp File, enter the Stamp Title and click Save.

Figure 2.184 Stamp added


2.23 Maker Checker

Maker-checker (or Maker and Checker) is one of the central principles of authorization in the

Information Systems of financial organizations. In Maker and Checker feature for each

transaction, there must be at least two individuals necessary for its completion. While one

individual may create a transaction, the other individual should be involved in confirmation

or authorization of the same. Here the segregation of duties plays an important role. In this

way, strict control is kept over system software and data thus bringing OmniDocs

Administrative operations under the preview of Dual-Authorization i.e. Maker-Checker so as

to strengthen the security of DMS The operations that come under the preview of Maker-

Checker are :

Add user

Modify user properties

Add group

Modify group properties

Associate/Remove user from group Some of the key features of Maker-Checker are:

Maker and Checker users have been differentiated on the basis of

privileges.

For a single request, maker and Checker can not be same.

Maker will initiate the request for change and Checker or user having

Checker privilege can approve/reject the request.

Request once accepted by Checker will be reflected as a change in the

system. Also for all rejected requests , Checker has to state the reason for

disapproval.

Requests once send by any Maker can be approved by any Checker and in

case he rejects the request then he should state the reason of rejection in

comments.

For every Request Made for verification by Maker User and every request

verified by Checker, auditing should be done.

To enable Maker-Checker functionality the particular option needs to be checked as shown

in the figure.


Figure 2.185 Maker Checker feature

Note: To know this feature in detail refer to Maker Checker Refernce Manual

Maker Checker ini Settings

S

No.

Parameter Name Values Meaning

1 MakerChecker 0 Maker Checker

functionality disabled

1 Maker Checker

functionality enabled

2 PendingRequestBatchSize 10 Depicts the batch size of the list. Can be modified

according to user pref.

3 SentRequestBatchSize 10 Depicts the batch size of

the list. Can be modified


4 OperatedRequestBatchSize 10 Depicts the batch size of

the list . Can be modified



2.24 Personal Settings Sorting Preferences

The new functionality added would give the user the option to set the Sort o rder and Sort

Field for the document list visible to him at two levels, Admin level and User level.

Note: To know in detail about User level, refer Web Desktop Reference Manual.

Admin Level : The modifications at this level would be done in eworkstyle.ini and would be

reflected for all the users at the time of their first login. If some user wants to change his/her

personal settings then he/she can do the same at user level. The parameters to be modified in

eworkstyle.ini are:

Parameter

Name

Values Meaning

SortFieldId 2 Document Name

11 Document Size

9 Document Type

10 No. Of Pages

5 Modified Date

3 Owner

18 Order No.

SortOrderId 0 Ascending

1 Descending

2.25 Configuration Settings of Trash Management

S No. Parameters Values Meaning

1 TrashManagement 0 Trash Management


1 Trash Management



2.26 Last Login

User can view the last login details. It displays the last login time, Last Login Failure Time,

Failure Attempt Count.

It is shown in the figure below:

Figure 2.186 Last Login details

2.27 Folder Search

Folder search option is also available in OmniDocs Web Admin.

General Search

1. Click the General tab of the Folder tab page. The General tab page opens.

2. Type the folder‟s name in the Folder Name text box. You can also type wild cards instead of an entire folder name. For example, if you have to search for the folder

named -“Advertisement” then you can type a wild card such as Adver* instead of an entire folder name.

3. Type the owner‟s name for the folder for which you need to perform a search, in the Owner text box.

4. Click the Search command button. If the folder for which you perform a search exists, then the Folder Search Results pane opens showing the folder and information about the folder on the pane. If the folder for which you perform a search does not

exist, then a message “No folders found for this query” appears on the Folder Search Result pane. If you typed the wild card instead of the entire name of a folder then a list of folders with same wild card is shown in batches on the Folder Search Result

pane. You may click the Next link on the pane to see the next batch of folders or click

the Previous link on the pane to see the preceding batch of folders.


Fig 187: Folder Search

Date Search

To search a folder on the basis of date:

1. Click the Date tab on the Folder tab page on the Folder Search screen. The Date tab

page opens.

2. Click the command button beside the Select In text box to open the Select

Folder screen, which shows a list of folders present in the shared cabinet.

3. Select a folder from the Select Folder screen on which you need to perform a search

based on date and click OK to return to the Search screen. You may click Cancel if

you do not wish to perform a search on a folder based on a date.

4. You may select the Include subfolders option to perform search on all the folders present within the folder. Select the All Folders option or Searching is available on

the basis of Modified Date, Accessed Date and Created Date of the folders.

Select the option During the Previous to search the folders during

previous Months/Weeks/Days.

Select the option Between to search the folders between the

specified dates.


Data Class Search

Fig 188: Date Search

To search the folder on the associated data class:

1. Click the Data Class tab on the Folder tab page on the Search screen. The DataClass

tab page opens.

2. Select a folder from the Search In list box.

3. You may select the Include sub folders option if you need to perform a search on all folders within the folder and select a data class from the DataClass list box to

perform a search.

Fig 189 Dataclass Search


Glossary -A-

Action

Action refers to a particular task that has to be automated. For example, it can be a Leave

Request, Purchase Request, Bill Approval, Loan Sanction Request etc. Post Item is defined in the Administration Desktop.

Action Data Class

The data class defined for the Action Item.

Action Item

Action Item enables to automate a workflow.

Administration Desktop

For administering the Cabinets, Administration Desktop is maintained. Administration

includes creation of users, groups, data classes, assignment of rights etc.

Alias

Synonyms that can be associated with a keyword

Authorize

Keywords for Cabinets are also created from the OmniDocs Desktop. But they can be

authorized by Administration Desktop.

Administrator authorizes the keywords made by users. Authorized Keywords cannot be

modified.

Audit Trail

Audit Trail is a log on all the actions performed on the OmniDocs.

-C-

Commit Type

Immediate commit type enables to saves the changes directly in the database.

Delayed commit type enables to save the changes in the scratch directory and then save them

in database as you click the Commit command button in the Volume Properties.

Compact

Compact means freeing disk space by deleting the already committed files.

Connect

Establishes the connection with the registered cabinet.

-D-

Data Class

Set of indexes that can be associated with the documents or folder for pro viding the unique

entity to them.


Disconnect

Disconnects the registered cabinet. The documents and folders under the cabinet are not

accessible if you disconnect the cabinet.

DOB format

File format supported by Newgen OmniDocs. It saves the document image along with the

data and annotations associated with it, as one file.

-E-

Everyone group

Everyone group includes all the users created by the Administration Desktop. This group is

not displayed in the group list, so you cannot modify it. But you can assign rights collectively

to all the users by assigning the rights to Everyone group.

-F-

Filter

Sorting on the related keywords by specifying the keyword with or without wild cards. (Wild

card means *,#- for example avi*)

Folder

Folder is a repository for the documents.

-G-

Global Index

Global indexes are user-defined indexes or fields that could be associated to any document

across the Cabinet. These indexes can be either associated with the data class or defined

separately.

Group

The users can be clubbed together as a Group.

-I-

Image Server

Stores the document images in form of volume blocks.

Inbox

System folder for the Cabinet that contains all the messages and documents received by the

users across the network.

-K-

Keywords

Words you would like to associate with the documents, so that you can perform search on

them.


-L-

Locked

A particular user can lock a particular folder such that no other user can change the folder

properties. The users can access documents present under that folder.

-M-

Mandatory

To make the data entry compulsory with an index, it can be defined as Mandatory. For

example, if you are maintaining the Inventory list, the Item name and Item code indexes can

be made mandatory.

Move Volume Block

Moving the contents of the volume block to another Disk.

-O-

Omni Server

Caters to the request to the OmniDocs Desktop users, brings data and document images from

database and image storage respectively.

It is divided into two parts: Image Server and Transaction Server.

-P-

Privileges

Specific rights assigned to the specific user by Administrator. It enables the user to perform

certain administrative functions. There are seven privileges.

-R-

Register

Registers the Cabinet for accessing the documents and folders under it.

Rights

Rights are defined as access permission for the users, for accessing an object. There are 5

rights – READ, CREATE, MODIFY, DELETE and ANNOTATE.

-S-

Cabinet

The cabinets are central storage units that can be connected to desktop through a server.

Supervisor

Supervisor has full rights on the Administration Desktop.

Supervisory group

Supervisors are clubbed as a supervisory group and they are responsible for creating the

objects for Cabinets.

Sites


Sites store the information on the Image Volumes and Volume Blocks.

SMS

SMS (Storage Management Server) is software that manages all kinds of storage devices

used by you through a common front end.

Send Items

Send Items folder contains a copy of all the messages sent by the users across the network.

-T-

Transaction Server

Transaction Server listens to the request of the OmniDocs Desktop client and fetches the

document image from the database.

Trash

Trash folder contains the deleted documents. If the documents are deleted from the trash

folder, they cannot be restored back.

-U-

Unauthorize

You can modify or delete only unauthorized keywords and create alias for only Authorized

keywords.

Unique Key

Unique key means the value associated with that index cannot be duplicated.

Unregister

Unregisters the selected-Cabinet. After unregistering the Cabinet, it cannot be viewed on the

Administration Desktop.

User

To access the Cabinets, you should be a user of that cabinet.

-V-

Volume

Volume is a logical entity that includes several Volume blocks.

Volume Block

Volume Block, corresponds to a data file and provides the actual physical storage for the

documents.

administration manual

Documents

assigning users

assigning roles

assigning properties

assigning privileges

assigning groups

newgen omnidocs

invoking omnidocs web

table of contents chapter