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Simple Doc Organizer User Guide (Generic)

SDO.USERGUIDE.ENG *UNDER CONSTRUCTION*

UNDER REVIEW

1. Copyright

© 2013 Simple Doc Organizer, all rights reserved.

http://www.simpledocorganizer.com/

This document and the technology to which it belongs are distributed on licenses that restrict their use, copying, distribution or alteration. No part of this document should be reproduced anywhere without the proper written authorization of Simple Doc Organizer.

2. Preface

This tutorial is for users of Simple Doc Organizer. This document should be used as a guide to help aid on the utilization or configuration of any edition of Simple Doc Organizer.

If you want to comment on this document or even report an error, use the link below of our web-site:
http://www.simpledocorganizer.com/bugreport.php?opt=bug

3. Conventions

DMSDocument Management System
SDOSimple Doc Organizer
SDO-FESimple Doc Organizer – Free Edition
SDO-HESimple Doc Organizer – Home Edition
SDO-EESimple Doc Organizer – Enterprise Edition
GUIGraphical User Interface

4. Understanding the main Interface (GUI)

The main interface (GUI) is clean and easy to use. It's designed to be managed in any compatible Windows system using just simple buttons without complex menus or context menus, thought to be used in any windows device as a normal PC or touch device (e.g.: PC w/touch screen, tablets, etc).

4.1 Normal Mode

The Main Tree (1) is responsible to organize all Archive by Dossiers, folders, searched documents, flagged documents, etc;

The Dashboard & Visualizer (2) is composed by 3 tabs: Documents, Dashboard and Statistics, the Documents tab shows the documents list or visualize them using internal visualizer, the Dashboard tab shows e.g. the notification box and the Statistics tab shows some Archive statistics;

The Properties and Advanced Search pane (3), composed by 2 tabs, one shows the documents and folders properties and the search tab allows to do an advanced search of documents by e.g. their classification fields;

In Options area (4) you have some options to manage the DMS and application as the DMS Administrator, application Settings, etc;

The Quick Search box (5) allow search documents in quick and simple way just writing some keywords in the box;

With the internal visualizer (6) it's possible to visualize PDF's, Images, Text files, Html Files and Office documents;

The Main Toolbar (7) displays the main action buttons for documents, dossiers, folders, etc…;

The Status Bar (8) shows some status icons as e.g. when a doc have a note, it displays a note notify icon;

In the Documents Workspace (9) it's also possible to list the documents of some folder or dossier;

The Secondary or top Toolbar (10) gives to the user some additional options to do some tasks as e.g. classificate documents, add a note,…;

The Main Archive button (11) shows the main options of an Archive as e.g. Export, Import, Create new one, etc…

4.2 Minimized Mode (Docked)



The minimized mode allows to work with SDO in docked mode. You can e.g. dock SDO to left of your desktop, minimizing by this way the SDO work area.
This mode is very useful e.g. import documents to SDO using drag & drop or work with other windows applications simultaneous in desktop.

To change SDO to minimized mode, click on SDO taskbar notify icon and choose the minimized mode as showed in upper figure.

5. Setup and Generic Options

The generic SDO settings is accessible in the main GUI (click in settings buttons located on right top window). This allows to configure the generic settings for each SDO client workstation or application.

5.1 Scanner/Image

In the Scanner/Image tab you can select the default doc format mask for scanner (Digitalization) and the default settings for JPEG and TIFF updates, i.e, when you update/change a document of JPEG/TIFF type, SDO will use that definitions.

5.2 PDF

In PDF tab you can select if you want to create bookmarks when publish e.g. a entire folder or dossier of documents and define the x509 certificate file to digital sign documents of PDF type, this is useful if you want e.g. publish a document with your digital signature.

5.3 Mail

SDO sends e-mails by default using a smtp email server, use this tab to configure SDO to use your own account.

5.4 Paths

Define there the default paths where SDO will export or import documents.

5.5 Generic

In generic options tab you can:

  • Clear all SDO cache button: Allows to clear temporary files created by SDO (e.g.: temp thumbnails).
  • Index Content Files: Define if you want by default index the content of files (to search documents by their content);
  • Import files by their original date: Import files by their original date, if not, SDO will set the date of import time;
  • Show repository info: Show DMS repository information;
  • Show archive keys: Show the keys of Archive, folders or dossiers and documents;
  • Exit application when you click on close button, if not, application will remain in background;
  • Show mask names in Main tree: Show the mask names associated to each folder or dossier in main tree;
  • High quality thumbnails: Render high quality thumbnails on folder list pane (slower render).

6. SDO Administration

The SDO Administration allow the SDO administrators manage all DMS (e.g.: manage users, workflows, etc). To access to Administration you need to Login in application and click in Administration button positioned at right upper corner. You need administration permissions to access it (Enterprise).

6.1 Workflows & Flags

6.1.1 Workflows [Enterprise only]

Please follow this section on Admin. Guide.

6.1.2 Flags [Free & Home only]

Under construction

6.2 Masks (Download & Creation)

Please follow this section in Admin. Guide.

6.3 Users [Enterprise Edition only]

Please follow this section in Administrator Guide.

6.4 Doc Templates

Please follow this section on Admin. Guide.

6.5 Admin. Archive(s)

The Archive(s) Admin. allows to optimize the Archive(s) as e.g. re-index all content of documents, re-index records indexes to speed-up access, etc…

To access to Archive(s) Admin., if you have the Enterprise Edition, login in SDO (don't choose any archive in login, just put your username and password) then go to Administration → Admin. Archive(s), select the Archive you want and lock it to access to related options. If you have the Home Edition you don't need to lock Archive, because it is already opened exclusively by default. In FREE and Light, just login in SDO then go to Administration → Admin. Archive.

In Enterprise, don't forget in the end to unlock the Archive to put Archive available again to all users.

7. Archives

7.1 Archives organization (Docs & Attach's, Sub-folders & Dossiers)

An Archive is composed by Dossiers and the Dossiers by Folders and Documents.

The Dossiers can be Private (Enterprise only), where you can restrict the users access, or Public, opened or shared with everyone in SDO DMS. For each Dossier you can also:

  • Assign a default Classification Mask type, that means each imported document to that dossier will have by default that kind of Classification Mask;
  • Activate Encryption for Documents (Home and Enterprise), each document imported to that Dossier will be encrypted in repository.

The Folders or Sub-folders allows to organize the documents by the Dossier. The sub-folders inherits by default the properties of parent folder/Dossier, but it's possible change some of that properties as e.g. the default classification mask, with properties option (button).

The Documents can be grouped using the Attach method, just Drag & Drop a document into other one. The Attach's will maintain some properties of main or parent document as e.g. the classification.

7.2 Creation of Archives

The Multiple Archives Creation it's possible in Home and Enterprise Edition. You can create as many Archives you want in any of these Editions.

Please follow this section guide for a explanation how to create a new Archive.

7.3 Export/Import Archives

The Export option is available to all Editions. Useful to migrate or send an Archive to other computer or SDO edition or even to do Backups.

The Import option is only available in Home and Enterprise Editions.

For more details, please follow this section on Admin. Guide.

7.4 Dossiers/Folders Filter

With the passage of time, Archives will growth and will become too large. The SDO Dossier/Folders Filter allows to hide in main tree, some of must unused Dossiers and/or Folders, speeding up tree loads.

Please note, even hiding some folders or dossiers, they always will be available in search operations.

To access Dossiers/Folders Filter, click in Archive button then Archive Filter option.

7.5 Mask Tables Edition

The Classification Masks have some fields of data collection type which automatically assign a table to store data. That data can be edited, created, deleted, exported or even imported by any user with 'Edit Tables' permission or administrators.

The data records can be imported from or exported to CSV or XLS file type. You can e.g. import a customers list into SDO by this way, that was exported from other system.

E.g.: The documents types of Books & Documents Mask is of combo type, you can easily fill the table using Mask Table form or in classification pane, clicking in button '…' near to the field button.

7.6 Mask Tables Association

To avoid data duplication, SDO have an feature that allows to associate two tables from different Masks. Suppose e.g. you have the 'Books & Documents' and 'Generic II' Masks, both Masks have a Data Field called 'Document Types', to avoid duplication, you can assign the two tables, in this way just one table, the master, is used to store data for that fields.

7.7 Physical Supports

The Physical Supports allows to define a data table of supports to catalog or classificate the virtual Dossiers and/or Folders in SDO. Suppose after scanning your documents, you want to store them in a physical box or containers, this is useful to identify the type of physical support that you use to store the physical paper.

8. Dossiers & Folders

8.1. Create Dossiers & Folders

To create a Dossier just click over Archive node in main tree then in Create Dossier button on main toolbar.

The Name Format allows to you customize a mask for default creation of the names of Dossiers.

To create a Folder just click over Dossier or parent Folder node in main tree then in Create Folder button on main toolbar. The Folder will inherit the properties of parent Folder or Dossier.

8.2. Change Properties

SDO allows to change some properties that automatically inherit from parent or just the properties of some Dossier. Click on main tree Dossier or Folder node then in Folder Properties button in main toolbar.

Please be aware that if you change a Classification Mask, all classification already done will be lost!

8.3. Physical classification of Dossiers & Folders

Suppose after scanning your documents, you store them in a physical box or containers, with physical Dossiers or Folders classification you can easily catalog them and later know where is physical stored or kipped some document of your SDO system.

8.4 Import & Store Documents

In SDO you can import documents using the Explorer, Scanner, Drag & Drop or Document Templates.

8.4.1 Import using Explorer

SDO allows to import from your computer using a explorer window. You can import only documents or a entire structure of folders with sub-folders and their documents.

8.4.1.1 Import with classification

Activating the 'Import w/Classification (XML)', SDO will import the documents with respective classication.

8.4.2 Import using Scanner

SDO allows to acquire documents or images directly from a scanner. You can scan multiple documents at once and save them as single or multi-page documents.

8.4.3 Import using Templates

In SDO you can add custom files as e.g. blank or template document office.

8.4.4 Import using Drag & Drop

Another simple and quickly way to import in SDO is drag and drop documents directly into the SDO main tree or drop area folders list workspace.

8.5 Export & Publish

You can Export or Download a entire Dossier or folder with sub-folders. Just select the folders you want in main tree then click on Download button on main toolbar.

It's also possible to publish a entire Dossier/Folder or Folders as multiple documents to PDF. If you have the bookmarks active the PDF will create a structure as in the main tree.

8.5.1 Export with classification

Enabling the 'Export w/Classification (XML)', SDO will export the folder/dossier documents with respective classification in xml file(s).

8.5.2 Publish to PDF

You can export or publish document folders/dossiers to PDF format clicking in 'Publish to PDF' button. Enabling the 'Encrypt PDF' option it's possible to encrypt the PDF. SDO also allows to publish PDF documents with a digital signature, just enable 'Insert Digital Signature' in PDF button sub-options before clicking in PDF button, but do not forget to configure first the X509 certificate with your signature, check this section.

9. Documents

9.1. Check-out/in Documents and Version Control

The most important feature of any Document Management System is the possibility to keep the integrity of any document and track all changes done. SDO have also a Version Control system that allows user to track all document changes (revisions).

9.1.1 Check-out/in Documents

Check-out/in Documents is the ability to put a document outside or inside SDO repository for changes or new updates. When you Check-out a document you will lock it in repository and put available to you change or modify it locally. When you finishes the changes in the document, you need to put document again available in the DMS, so, just click in Check-in button on main toolbar…

When you Check-in a document, a comment box will appear in your screen, it's a good practice to comment all changes made for future better track and understand the changes.

9.1.1 Version Control

Under Properties Pane, click in Version Control button to check all revisions logs of some document.

9.2. Replace or Attach Documents

In Simple Doc Organizer it's possible to replace a document, also attach more document to one document (important to associate documents).

To replace a document, click in more button on main toolbar, select Replace checked box then click in button to import of your choice (Explorer, Scanner, Template). Don't forget to Check-out document first!!! After replacement just Check-in document again in SDO.

To Attach, just select the Add as annex instead, then click in button to import of your choice (Explorer, Scanner, Template).

9.3. Documents Classification

9.3.1 Simple document classification

To classificate a document just click in upper button Cls. Doc. on top toolbar. The classification fields depends of selected or defined Mask on parent Dossier or Folder.

9.3.2 Sequential or large scale classification (using only keyboard)

Simple Doc Organizer was thought to classificate a big quantity of documents, faster and easily. To classify documents sequential, in Save button sub-options, activate 'Next Doc (Auto)', this will allow the transition to next document when you click on Save.

Use keyboard buttons to transition between classification fields, ENTER to validate and advance to next field and SPACE over save button to save classification and go to next document.

9.4. Documents Flags/States & Workflows

9.4.1 Flags/States (Single workstation editions)

The Flags or States are very useful to flag or mark a document with a special state, e.g. mark documents by priority.

The flagged documents are marked with defined icon in the main tree and when you select one, is showed in the status bar the flag type.

9.4.2 Workflows & Notifications (Network, Muti-workstation editions)

A workflow consists of a sequence of connected steps or states establishing a flow between them.

SDO already have a default Workflow that allow to flag or mark a state on document by priority or send a document to be approved by other users.

9.4.2.1 Default workflow - Send a document for approve

When set a state For Approve, a notification form appear in the desktop to you define the user that will review the document. You can also establish a limit date for that review.

The destination user(s) will get the notification messages into notification box in Dashboard and a popup message in the desktop. Clicking over notification message, the user can accept or refuse it (in case the notification it's about to set a document in some state as the approve state) or just go to document.

9.4.2.3 Personalized workflows

Please read section 6.1

9.5. Export & Publish

You can Export,Print or Publish, with SDO, one or more documents to out of the system.

To select multiple documents, just click in main tree or folder list tree the nodes you want, holding SHIFT key.

9.5.1. Export with classification

To Export or Download documents with their classification, activate the sub-option checkbox of Download button on main toolbar.

9.5.2. Export multiple documents to a multi-page PDF or TIFF

In Simple Doc Organizer it's possible to export multiple documents to as single multi-page PDF or TIFF (in case of only images).

To Export to multi-page TIFF, select the images you want then click in Export to TIFF button over main toolbar.

To Export or publish to multi-page PDF, you can select images or/and other kind of documents; In case of PDFs or images, SDO will merge them, in case of other documents types, SDO will attach them. The result is a single multi-page PDF.

9.6. Documents Special Features

9.6.1 Notes Managing

In Home and Enterprise you can add, remove or manage notes in documents and folders.

To manage or associate a note, use the notes button in top toolbar or inside properties pane.

9.6.2 Integrated Visualizer and Editor (Images and RTF docs)

With SDO you can visualize a lot of document type using internal visualizer and edit images or rtf document types.

E.g., if you add a note template (.rtf), you can edit it using the internal text editor as showed in bellow image.

With internal image editor you can do some basic but essential operation over images as crop, rotate, control contrast, etc…

Please note, for image or text edition and save or update into SDO, you need to check-out document first!

9.6.3 Digital Sign Docs

The Home or Enterprise Editions allow user to publish documents in PDF format with a digital signature. To insert it, just turn on the Digital Sign checkbox of PDF button sub-options.

Please note, before use Digital Signatures, you need to define your X509 certificate. Check section 5.2

9.6.4 Join docs as multi-page PDF

To join one or more document to multi-page PDF, just select them on main or folder list tree then click on Join button on toolbar.

9.6.5 Documents organization (order and grouped)

The documents in SDO can be showed or organized in folder list workspace in a sorted and grouped way. The user can group the documents by their classification field, name, creation date, author, etc…

To select the group or sort type, use the left button over top toolbar as showed in upper image.

9.6.6 Open Docs Externally (with windows utility)

The SDO allow to define an external program to open or edit some document types. You can e.g. associate an advanced image editor, word processor, etc.

Follow this How-To to setup external program associations.

10. Search and Retrieval

10.1 Quick Search

The Quick Search box allow to quickly search documents by their name, content, key notes, classification, etc..

10.2 Advanced Search

The Advanced Search gives the possibility to have more conditions, e.g. mask fields, to better perform the focus of your searches.

11. Security & Permissions

11.1 Documents Encryption

In SDO you can increase documents security activating the Encryption in Dossiers. The documents stored into that Dossiers will be encrypted using a strong key. This is very useful for dedicated documents ensuring that only the right user will access it using SDO.

11.2 Private Dossiers

SDO have two kind of Dossiers type, Private and Public. In Public Dossiers, the default ones, all users have access to it, in Private, only selected users access and can see it.

11.3 Generic user permissions

SDO allow to define or set permissions over the action to the users. Check this section guide of Admin. Guide for more information about this.

12. Audit and Tracking Logs [Enterprise only]

Simple Doc Organizer Enterprise track all users actions, allowing the SDO administrator check all action or logs for some DMS control or Audit.

The logs are related to Archive, Dossier/Folder or Document. If e.g. you want to know all logs related to the Archive (user logins, dossiers creations, etc), just click on main tree over Archive node then in main toolbar or properties pane in Show History button. For Dossiers or Folder, the procedure is almost the same but with the only difference of node selected.

sdo-ug.txt · Last modified: 2016/04/26 17:08 by admin
 
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