KRYSTAL™ DMS - Community Edition has two types of users. The first type of users is System Administrators and others are standard DMS users.
The main System Administrator user is known by user name ADMINISTRATOR and by default password admin on the installation.
ADMINISTRATOR has complete rights and access over entire KRYSTAL™ DMS - Community Edition server. Various administrative tasks can be performed via Control Panel available in KRYSTAL™ DMS - Community Edition server.
Users with administrative privileges (Users with System Administrator group assigned) can access the Control Panel of KRYSTAL™ DMS - Community Edition using the menu available on top navigation bar.
This menu item is available only to those users who have administrative rights / privileges.
On installation only a default administrator user is available. After logging into KRYSTAL™ DMS - Community Edition the administrator can create new users via Manage Users module.
Manage Users function of Control Panel allows administrators to create, delete, and modify users along with tracking the access history of each user.
Administrators can also change the password of all the users by clicking on the Change Password link associated with the user record.
The default user Administrator cannot be deleted by any other user. Users can be deactivated by editing a user. Details like last login date time, IP address, currently logged in or not is displayed on the user listing page. To add a new user to the system, administrators can use New User link available on this page. To edit or delete user, administrators can use Edit and Delete link respectively.
Administrators can add a new user by clicking on New User link available on the Manage Users module.Enter details like user name, real name, email, password, description etc. and click on the Save button to add a new user. On successful addition of user an email will be sent out to the user on entered email address providing login details.
User must be part of at least one group. To define a user to be an administrator, s/he must be made part of System Administrators group.
The access rights of the user can also be controlled from this module. Administrator can define whether user will have access type of ALL to view all the documents or s/he will have rights to view only those documents which are created by him or her. The configuration also depends on the access type defined in Document Classes.
The user created will be active by default. To de-activate a user, administrator can use Edit User feature.
If user name and user email is already used then appropriate message will be displayed to the administrator user.
To edit/modify details of a specific user, administrator can click on Edit link associated with the user record. On clicking the link a pre-populated form will appear as given below.
User name is not available for modification.
To set a user as administrator, assign the System Administrators group to the user.
Administrators can later revoke these privileges by deassigning the System Administrators group from the user on Edit User screen of Manage Users module.
Administrators can delete users by clicking on Delete link associated with each user record. On clicking a Confirmation is taken for this delete operation and on confirming the delete operation, the user will be deleted from the system.
Document Classes are nothing but a group of similar documents. Document which are similar in its functional capabilities are grouped under a particular document class.
For example, Invoices, Purchase Orders, Shipping Confirmations etc.
Administrators can create any number of document classes using this module. Each document class can contain any number of meta-data indexes.
Document Class management tasks can be performed using Manage Document Class module of Control Panel.
Administrator can modify the document class details by clicking on Edit link associated with document class. To delete the document class, administrators can use Delete link available with each document class record.
Indexes for document classes can be managed (added / updated) using the Mange Indexes link available with each document class record.
Document classes allow users to sort/group documents based on similar characteristics.
Document classes in addition, controls the way documents can be stored, the expiration of the documents within the Document Class, and access permissions based on ACL templates assigned to it.
To create /add a new document class, click on New Document Class link on the Manage Document Classes module of Control Panel. Enter the required details for creation of document class and click the Submit button to create the document class in to the system.
Document Class may or may not contain any index. To add an index to the document class, administrators can use the Mange Indexes link
The same index cannot be added to the document class at any point in time.
To create the document class administrator can click on a Submit button.
Only those document classes which are marked as active will be accessible to the user of the system for document storage, search and retrieval purposes. The revision control functionalities are available only in those document classes which are marked for Version Control.
The access to the documents within the document classes is controlled by Document Access field. If this is defined as “Public” then all users irrespective of their access type will be able to access the documents. If this is defined as “User Level” then users will be able to access only his/her documents if the Access Type of the user is “SELF”.
Administrator user can modify / edit a Document Class by clicking on the Edit link associated with the document class record in Manage Document Classes module of Control Panel.
Administrator can make required changes and can click on Submit button to save the changes.
Administrators can delete document classes by clicking on Delete link associated with each document class record. On clicking a confirmation is taken for delete operation and on confirming the delete operation the document class will be deleted from the system.
All DocViews (document views) based on the document class will also be deleted along with the document class.
Administrator can add and edit indexes to a document class by clicking on the Manage Indexes link associated with a document class record. A new page will be displayed to the user that allows user to add new index or modify an existing index as shown below.
To add an index, administrator can select the index from the Index Name drop down. Only those indexes will be available which will be not currently available in the document class.
Existing document indexes can be modified by changing the existing values on the Manage Indexes module and clicking on the Submit button.
Administrator user can only modify the description of the index. Other information like length and type of index is not available for modification or update. Administrator can also modify the order of the index.
Administrators can delete an index from a Document Class by clicking on the Delete link associated with the Index. A confirmation is taken from the user before deleting the index. On confirmation, the index will be deleted from the Document Class.
Administrator can assign various permissions to users of the system using Manage Permissions link associated with a document class record. A new page will be displayed to the user that allow administrator to assigne various permissions as given below.
Administrators can view or cancel the checkout operation carried out by a particular user using this module.
To manage checkouts, select Manage Checkouts on the Control Panel. Select the document class and user for whom you want to manage the checkouts and click on Submit button.
From the list displayed, Administrators can select the documents which are checked-out by user and cancel the check-out operation.
These documents will now be available to all users of the system for version control.
Administrators can view the Reports by clicking on the System Reports icon in the Control Panel. System Reports can be viewed by the Administrators only. There are 4 reports which the Administrators can view as shown below.
View a statistical summary for repository resources. It gives the statistical information regarding the User, Groups, Document Classes, and Documents.
It also shows the resource count i.e. document count and the attachments document class wise.
View a chronological history of user activities. You can get the Audit Log reports from the Access History on the basis of the selected user.
Filter criteria is also defined on the basis of the date-range for more granular search.
View a chronological history of activities performed on selected document class. You can get the Audit Log reports from the access history for document class on the selected document class.
Filter criteria is also defined on the basis of the date-range for more granular search.
Recycle Bin contains the documents that users have deleted or documents which are marked as expired. This module is used to delete the documents permanently or restore the deleted documents in the system. Only Administrator(s) have the rights to restore the documents or delete the documents permanently.
On clicking the Recycle Bin link in Control Panel, ADMINISTRATORS will be able to view the Document Classes which contains deleted documents as shown below.
To view the documents deleted, click on the View Deleted Documents link; to view expired documents click on View Expired Documents link.
Administrator(s) can delete documents by clicking the Delete Document link associated with each document. A confirmation is taken for this action and on confirmation, selected document will be deleted permanently from the system.
To restore the document, Administrators can click Restore Document link.