Getting Started


KRYSTAL™ DMS - Community Edition can be accessed using any standard JAVA™ enabled web browser from anywhere on your corporate intranet / extranet or internet.

To access KRYSTAL™ DMS - Community Edition server, you can open the browser and visit http://localhost:8080/ to get connected on the server where it is installed.

If you are on a machine other than on which KRYSTAL™ DMS - Community Edition is installed then visit http://hostname:8080/ where hostname is the name / IP address of the machine where it is installed.

Login Screen

 

To gain access to KRYSTAL™ DMS - Community Edition, users need to supply their secure user name and password. Once logged in, users can navigate through all accessible documents using My Workspace.

On logging to the KRYSTAL™ DMS - Community Edition, user is presented with his / her workspace. This area is designated as My Workspace.

My Workspace

 

This module provides a snapshot of the entire document library and applications available to the logged-in user.

User can access every function of the system from right within the My Workspace. Here user is presented with following applications.

  • Document Classes
  • Checked Out Documents
  • Recent Access History
  • My Profile
  • Document Charts
  • Storage Details
  • Bookmarks

The Main Menu of the system enables user to access various features of the system.

Logged-in users can access each and every module of the system using the main menu of the application. This is a drop down menu which contains following sub menus

  • My Workspace
  • Control Panel (Only for Administrators)
  • Add Document
  • My Profile

A global search feature that enables user to enter any term which s/he would like to search in the entire document repository.

Main Menu

 

My Workspace

Control Panel (Only for Administrators)

Add Document

Users can upload / store documents using this function of the system

User

Here user can see and edit his/her profile, preferences , password and picture

  • My Profile
  • Logout

Help

Here user can access online help guides

  • Users Guide
  • Administrators Guide

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.

Document Classes

 

To view all the documents in the document class user can click on name of the document class. This will open up a hit list of document.

Open Document Class

 

Please refer to Document Hit-list section of this document for further details.

Logged-in user can perform various searches on a particular document class on document indexes and meta-data. To search within a document class user can click on Search icon associated with document class.

Search Document Class

 

Search Criteria

Users can perform searches across all indexes in a document class. User can select from multiple operators to perform a search across indexes.

These operators are as given below.

  • Is
  • Is Not
  • Like
  • Not Like
  • Is Greater Than
  • Is Lesser Than
  • Between
  • Is Empty
  • Is Not Empty

Along with indexes, users can also perform searches on following meta-data fields

  • Document ID
  • Creation Date (Created On)
  • Last Modification Date (Last Modified On)
  • Expiry Date (Expiry On)
  • Document Type
  • Created By
  • Last Modified By
  • Search all revisions

To search documents user can enter any of the criteria and click on Show Hits button. The resultant document hit-list will display all documents which matches users search criteria.

Search Results

User can perform index search across all the document classes to which s/he has at least read permissions. User will enter search text and click on the Search button to get a search result.

All the indexes across each of the document classes are queried by the system and matching results are displayed to the user. If matching value is found in the document class and if user has access to this document class then it will be displayed along with matching number of documents.

Document Hit List

 

Please refer to Document Hit-list section of this document for further details.

To add a new document into existing document class, user can use this option. The option of adding a document is available only to those users who have create/add permissions on the document class. Clicking on Add Document link will open a page where user can select a document to upload from his/her workstation.

User must select a document and a document class to upload/capture a document into the system. User must also enter all the required / mandatory indexes defined for document class in order to store / upload the document to the system.

Add Document Form

 

Users can add document to the repository directly from the main menu Add Document action as well. In this case user first have to select a Document Class, on selection of the class, all other meta-data indexes and document selection control will be displayed to the user.

On clicking the Submit button, the document will be uploaded to the server system and stored in the selected document class along with index information.

User must input all mandatory fields in order to upload the document to the system.

Document Hit-list displays all the matching documents from various searches or all documents from document classes.

Document Hit-list

 

Depending upon the permissions assigned to logged-in user, s/he can perform many actions on a document. Please refer following section for more details

Export to PDF

Document Hit-list can be exported in PDF format by clicking on Export to PDF button available below the document list.

Download PDF

Delete Multiple Documents

Multiple documents can be deleted by users who have delete permissions on the Document Class. User can delete only head revisions of the document and documents which are not checked out by selecting the checkbox against each document record and by clicking on the Delete link available in the hit-list footer section.

Delete Document

 

On successful completeion of the delete operation, appropriate message will be displayed to the user.

Download as ZIP

Multiple documents can be downloaded by users who have download permissions on the Document Class. User can download documents by selecting the checkbox against each document record and by clicking on the Download as ZIP link available in the hit-list footer section.

Download Document

 

On successful completeion of the download operation a zip file containing all selected document will be presented for downloading to the user.

User can perform diverse range of operation on the documents by clicking on and selecting any of the following action available according to access permissions from resultant hit list.

User can view the document by using this action. KRYSTAL™ Document Viewer - Community Edition will display the document from within the browser directly if it is supported. Otherwise document can be opened by native application installed on the logged in user’s desktop.

KRYSTAL™ Document Viewer is a JAVA™ based applet that enables users to perform a variety of imaging functions like zoom-in, zoom-out, rotate, annotate etc.

View Document

Users with write permissions can edit the indexes associated with the document.

Indexes are displayed besides the document in editable format if user has permissions to edit values.

This action is available only if the document is not checked out by any user. If the document is checked out then the indexes will not be available for editing to the users of the system.

Edit Document Index Form

 

Apart from index values users can also define the expiry date for the document using this feature of the system.

User can bookmark the document for future retrieval and easy access.

Bookmark Document Form

 

User can input the name for the bookmark and click on the save button and the bookmark will be available in bookmarks section of the My Workspace.

Document can be shared as an attachment in an email by users who have email permission.

Share Document Form

 

User must enter a valid email addresses separated by commas and provide the comments before sharing the document. The comments entered by the user will be added to the email and sent to the email addresses.

KRYSTAL™ DMS - Community Edition allows users to checkout and check-in documents in to repository. Users with check-out permissions can check out document from a document class by clicking the Check-out button. The document is then downloaded on the local machine into a pre-defined path set by user in the preferences.

If revision control is enabled on the document class and if the document is not checked-out and if the logged in user has checkout permissions then s/he can check out the document to his/her desktop for modifications.

Checkout Document Checkout Document

 

The original document will not be edited / modified in the repository.

To check-in the document back into repository, users can use this feature of the system.

Check-in Document Form

 

If document is checked out and if the user has check in privileges / permissions then and then only this action will be available on the document. User must select a document and define the version (Major / Minor) and submit the form to check in the document in the repository.

Comments added while check in of the document will be considered as a note on the document. Both, old and new version of the document will be available in repository for searching and access.

User can cancel the checkout of the document by clicking on this button. The document will then be marked as available for checkout. This action of cancelling the checkout will be registered in Revision History of the document.

Cancel Document Checkout
Cancel Document Checkout

 

The document will now be available again for editing by other users who have checkout permissions on the document class.

For document classes with revision control enabled, this action button will be available. Users can view the complete revision history of the document by using this feature.

Revision History

 

Users with delete permissions can delete the document if the document is not checked out. On clicking the Delete Document button, an alert will appear for confirmation to delete the current document.

Delete Document

 

On confirming the delete action, the document will be marked as deleted.

Document will then move to Recycle Bin from where it can be restored or deleted permanently by the administrator user.

User with download permissions can download the document by clicking this action button. On clicking this action the document will be downloaded on the logged in user’s desktop and user can save this document on his/her desktop

Download Document

 

A Note is a type of annotation that can be put on the document and it remains throughout the life span of the document.

Notes cannot be modified or deleted by users. Only Administrators can delete notes or the users who have created notes can delete it.

Users can create public as well as private notes. Public Notes are available to all users to view, while private notes are available only to the user who has created these notes.

Document Notes Tab

 

Unlike other annotations, notes are not based on the revisions of the document; it is available for all the revisions of the document.

Add Notes

A form is available to the user where user can choose the type of the note to be added along with the note for the document.

Add Notes Form

 

User can click on Submit button to add the note to the document

Remove / Delete Note

Administrators or users who have created or added the notes can remove these notes by using delete action associated with the note.

This feature displays a complete access history of the document by all users. It displays the action, user name, IP address, date and time of the action, type of object, parameters and comments as given below.

Access History Tab

 

This action provides a complete Audit Log Details of the document, starting from the day it is created. Users will be able to track every activity performed on a particular document using this feature of the system.

Users can also filter the access history by date using the form available on this section.

This feature of the system will allow users to search across all Document Classes , Document Indexes and Document Notes in a single unified feature.

Global Search Results

 

User can type the search term in the search box available in the main menu of the system and click on Search button to perform search.

A complete repository search will be performed and users will be presented with matching content , records , document from Document Classes, Document Indexes and Document Notes as displayed above.

Checked Out document can be accessed through My Workspace -> Checked out Documents menu of the top navigation bar. Here list of checked out document will be displayed to the user.

Checked Out Document List

 

User can view document, view document properties, revision history by clicking on appropriate link associated with the checked-out document.

This section also displays name of the document class, checkout path and date and time of the checkout along with actions to cancel the checkout or check in the document in the repository.

Users can bookmark documents to retrieve the documents at later date in a single click.

Users can have multiple bookmarks for multiple documents. User can manage all these bookmarks using this module of the system.

To gain access to the bookmarks module, user can click on My Workspace -> Bookmarks link from the main menu of the system. Alternately, user can also click on Bookmarks title link available on the Bookmarks section of the My Workspace screen.

Bookmark List

 

User can delete a bookmark by clicking on the Delete Bookmark link associated with the bookmark

The My Profile menu item allows users to manage their profile information. Users can use following options.

Logged-in user can view his/her details and can change his/her profile picture.

My Profile

 

User can click on the profile picture and choose a picture to change profile picture.

Other details of user like email, groups assigned etc are available on this section of the system

Change password utility will help user to change his / her password.

The password must match following criteria.

  • Must of 8 character or more in length
  • Must contain at least one UPPER CASE letter
  • Must contain at least one LOWER CASE letter
  • Must contain at least one NUMERIC character
  • Must contain at least one SPECIAL character
Change Password Form

 

Only if the current password is matching with the user’s current password and new password and confirm password are same and at least 8 characters in length then it will be changed by clicking on the Submit button.

Users of KRYSTAL™ DMS - Community Edition can customize various settings for the application using this module. This module allows user to set system preferences. User can define settings for hit-list size, hits columns, checkout path etc here. User can turn-on or turnoff the hit list columns and thumbnails in document viewer.

Preferences Form

 

To save these preferences user should click on SAVE button. The preferences will take effect immediately for the user in current logged in session.

To logout from the system, users can use this menu item under My Profile menu of the system. On click of the logout menu, confirmation is taken from the user and on confirming the action user is logged out from the system and appropriate message is displayed to the user. Logout Confirmation

 

To gain access to the system, user must enter his/her credentials.