Editing the Main Category
Creating a New Main Category
Rights of the Main Category
Copying the Main Category
Editing the Sub Category
Creating a New Sub Category
Rights of the Sub Category
The categories (main and sub-categories) of the document archive can be maintained in the Settings - Edit Categories view.
In category maintenance, new categories can be established or existing ones can be modified, for example by renaming them or changing their rights. Existing categories can also be deleted if no documents have been saved in them.
Main Category
The main category is the main folder for sub folders, and no documents are saved under it. The main category can have several sub-categories. A sub-category is a sub folder of the main category where documents are saved.
Editing the Main Category
The information of the main category can be edited by clicking on the name of the main category in the left-hand tree structure. This will display the details of the respective main categories in the fields on the right-hand side.
The details of the main category have been discussed in more detail in connection with the creation of a new main category.
The main category can be deleted by clicking on the Delete Category button at the top.
Creating a New Main Category
A new main category can be added in the Category Maintenance view with the New Main Category button.
Give the main category a name (Main Category). In front of the name, numbering can also be used to influence the order in which the categories are displayed in the directory tree.
In the Notifications section, email addresses (separated by commas) can be listed to which a message should be sent automatically when new documents are added to the sub-category under the respective main category. Email messages are sent as a summary message every six hours, i.e., not every document addition triggers a separate message.
If email messages are to be sent, in addition to the email address, it must be specified whether to notify about new documents or both new and modified documents. By default, no messages are sent from the respective folder (no notifications).
NOTE! The notification is sent only for documents that are added directly to the Archive. For example, no notification is sent for documents saved from Accounting to the Archive.
The additional information tab maintains the rights of the respective main category.
Rights of the Main Category
On the Additional Information tab, the reading and editing rights of the respective main category can be modified. It should be noted that by default, all users, both main and basic users of the Archive, have access to all documents. If rights need to be restricted, this must be done separately.
Rights are given to those users who are to see the respective main category. However, it should be noted that nothing can be restricted from the Archive administrator, so even if no rights are given to the administrator separately, they will still see all documents in the Archive. Only the basic user of the Archive can restrict documents from being visible in the Archive.
Update Old Rights setting updates the possibly modified rights of the main category also to lower levels, in other words, to the sub-categories of the respective main categories and the documents under them. If there have been stricter restrictions at some lower level, this setting must be turned off.
Copying the Main Category
The main category can be copied with the Copy Main Category button, which will also copy all the sub-categories of the selected main category. For example, for monthly reporting, each year can have its own main category, which is then copied.
Sub Category
A sub category is a subfolder of the main category where documents are saved.
Editing the Sub Category
The information of the sub category can be edited by clicking on the name of the sub-category in the left-hand tree structure. This will display the details of the respective sub-category in the fields on the right-hand side.
The details of the sub-category have been discussed in more detail in connection with the creation of a new sub-category.
The sub-category can be deleted by clicking on the Delete Category button at the top.
Creating a New Sub Category
A new sub category can be added in the Category Maintenance view with the New Sub category button.
Select the main category under which the respective new sub category is to be added.
Give the sub-category a name (Sub category). In front of the name, numbering can also be used to influence the order in which the categories are displayed in the directory tree.
In the Notifications section, email addresses (separated by commas) can be listed to which a message should be sent automatically when new documents are added to the respective sub category. Email messages are sent as a summary message every six hours, i.e., not every document addition triggers a separate message.
If email messages are to be sent, in addition to the email address, it must be specified whether to notify about new documents or both new and modified documents. By default, no messages are sent from the respective folder (no notifications).
NOTE! The notification is sent only for documents that are added directly to the Archive. For example, no notification is sent for documents saved from Accounting to the Archive.
The additional information tab maintains the rights of the respective sub category.
Rights of the Sub Category
On the Additional Information tab, the reading and editing rights of the respective sub category can be modified. It should be noted that by default, all users, both main and basic users of the Archive, have access to all documents.
NOTE! If the sub-category is to have the same restricted rights as the main category, the persons on the Additional Information tab must be checked! If no persons are checked, all users have reading rights to the sub-category.
Rights are given to those users who are to see the respective sub-category. However, it should be noted that nothing can be restricted from the Archive administrator, so even if no rights are given to the administrator separately, they will still see all documents in the Archive. Only the basic user of the Archive can restrict documents from being visible in the Archive.
In the image below, the reading and editing rights of the sub-category are all users, not just the persons appearing on the list:
If the sub category is to have the same reading rights as the main category, all the persons shown there must be checked on the Additional Information tab:
Alternatively, after adding and saving the sub-category, the main category can be saved again, ensuring that the Update Old Rights option is checked. This will update the rights of the main category for all sub categories and the documents under them.
Update Old Rights setting updates the possibly modified rights of the sub-category also to lower levels, in other words, to the documents under the respective sub-category. If there have been stricter restrictions at some lower level, this setting must be turned off.