Control Panel


KRYSTAL™ DMS - Enterprise 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 - Enterprise Edition server. Various administrative tasks can be performed via Control Panel available in KRYSTAL™ DMS - Enterprise Edition server.

Control Panel

 

Users with administrative privileges (Users with System Administrator group assigned) can access the Control Panel of KRYSTAL™ DMS - Enterprise 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 - Enterprise Edition the administrator can create new users via Manage Users module.

Manage Users

 

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.

Add User

 

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.

Edit User

 

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.

If user has checked out documents then the user will not be deleted. Also ADMINISTRATOR user cannot be deleted from the system.

Groups consist of one or more users. Administrators can create any number of groups they want and each group can consist of any number of users.

Group management tasks can be performed using Manage Groups module of Control Panel.

Manage Groups

 

Administrator can add, edit or delete a group using this module.

To add a new group, administrator type of user can click on New Group link on the Manage Groups module of Control Panel.

To create a new group, administrator need to enter following details.

  • Group Name
  • Group Description
  • Group Email
  • Select Domain
  • Select Role(s)

If the group email and group name is already used by an existing group then appropriate message is displayed to the administrator and group will not be added to the system.

Add Group Form

 

After entering required details and on clicking the Save button, a new group is created.

To modify a particular group, administrator can click on the Edit link associated with that group record. On clicking the link a pre-populated form will appear as given below.

Edit Group Form

 

Administrator can make required changes and can click on Save button to save the changes.

Administrators can delete groups by clicking on Delete link associated with each group record. On clicking a Confirmation is taken for this delete operation and on confirming the delete operation, the selected group will be deleted from the system.

On deletion of group, association of the group with users will also be removed from the system.

KRYSTAL™ DMS - Enterprise Edition allows multiple roles for users and groups of the system. To manage roles click on Manage Roles link on Control Panel. A list of all available roles will be displayed.

Manage Roles

 

Administrator can add, edit or delete roles using this feature of the Control Panel.

To add a new role, administrator type of user can click on New Role link on the Manage Roles module of Control Panel.

Add Role Form

 

After entering required details and on clicking the Save button, a new role is created in the system.

To edit/modify a particular role, administrator can click on the Edit link associated with that role record. On clicking the link a pre-populated form will appear as given below.

Edit Role Form

 

Administrator can make required changes and can click on Save button to save the changes.

Administrators can delete roles by clicking on Delete link associated with each role record. On clicking a Confirmation is taken for this delete operation and on confirming the delete operation, the selected role will be deleted from the system.

On deletion of role, association of the role with users will also be removed from the system.

Domains are top-level structural units intended to organize groups of related users and relevant document classes according to their job or business functions.

Administrators can create / edit domains depending on the license restrictions. To perform domain management task, administrators can use Manage Domains feature of Control Panel.

Manage Domains

 

To ensure privacy of information, user names and passwords are valid only for those domain(s) to which they are assigned: users can only login to their assigned domain(s) and all documents are domain-specific, stored, and manipulated independently of other domains.

To add a new domain, click on the New Domain link on the Manage Domains module. Enter domain name and a small description and check the active check box to set the domain active. Domain(s) can be linked to Active Directory or LDAP Servers.

To create such domain select LDAP / ADSI type from type drop down, and provide the Connection String for connecting to ADSI / LDAP Server.

Only active domains are available for users to login into Enterprise Document Management Console.

Add Domain Form

 

Domain(s) once created, cannot be deleted from the system, but you can change the domain details by clicking on the Edit link associated with the domain record on Manage Domains module.

Edit Domain Form

 

Administrator can make required changes and can click on Save button to save the changes.

Administrator users can restrict the access to a particular domain by IP Addresses. To define access restrictions by IP addresses, administrator can click on IP Restrictions link associated with a domain record.

To add IP Address restriction, administrator can enter From IP and To IP and click on Save button.

IP Restrictions

 

To delete IP restriction, administrator need to click on Delete link associated with the record.

Indexes are an essential component of document management; they not only provide a stable framework for a document indexing, but ensure that unstructured content can be streamlined and systematized according to any number of user-defined criteria.

Indexes can be used to classify and distinguish documents on the basis of their business function while serving as useful properties for precision searches: if a particular document class is selected for searching, any document belonging to the selected class can be searched by any of that class's assigned indexes.

Manage Indexes

 

KRYSTAL™ DMS - Enterprise Edition allows multiple meta-data indexes for Document Classes. To manage indexes click on Manage Indexes link on Control Panel. A list of all available indexes will be displayed as shown above.

Administrator can add, edit or delete indexes using this module.

To add an index, administrator type of user can click on New Index link on the Manage Indexes module of Control Panel.

Add Index Form

 

Indexes can be any one of the following data types:

  • String: free text strings can be used to describe meta-data fields, such as title, subject, etc.
  • Date: the field value must be a valid calendar date.
  • Number: the field value must be a digital number.
  • Auto generated: the automatically generated value.
  • List: list of static values.

After entering required details and on clicking the Save button on Add Index screen, a new index is created in the system.

Auto generated indexes requires user to define the prefix and select the pattern while adding it to a document class. For example if index prefix is PRIMELEAF/MUM/ and selected pattern is MM/yyyy then the index value for this field would be PRIMELEAF/MUM/10/2012/000001 (where 000001 is the document id generated by the system)

To modify a particular index, administrator can click on the Edit link associated with index record. On clicking the link, a pre-populated form will appear as given below.

Edit Index Form

 

Administrator can make required changes and can click on Save button to save the changes.

Important Note: None of the Document Classes containing the updated index will be modified or updated on this action.

Administrators can delete indexes by clicking on Delete link associated with each index record. On clicking a Confirmation is taken for delete operation and on confirming the delete operation the index will be deleted from the system.

Important Note: If an existing document class contains the index, then there will be no changes in the document class even after deletion of the index.

These are List of static values for indexes. Administrator can define a List which will contain static set of values from where user can index the document.

Manage Lists

 

KRYSTAL™ DMS - Enterprise Edition allows multiple lists. To manage lists click on Manage List link on Control Panel. A list of all available static lists will be displayed as shown above.

Administrator can add, edit or delete or mange list items (values) using this module.

To add new list, administrator type of user can click on New List link on the Manage List module of Control Panel.

Add List

 

After entering required details and on clicking the Save button on Add List screen, a new List is created in the system.

To modify a particular list, administrator can click on the Edit link associated with list record. On clicking the link, a pre-populated form will appear as given below.

Edit List

 

Administrator can make required changes and can click on Save button to save the changes.

Administrators can delete list by clicking on Delete link associated with each list record. On clicking a Confirmation is taken for delete operation and on confirming the delete operation the list will be deleted from the system.

A list contains set of items or values. Administrators can add, edit or delete these items by clicking on the Mange List Items link available with the list.

All available list values are displayed to the user. To update a particulate value, user can modify the value in the box and click on Save button to save the changes.

To delete a particular value, administrator can click on Delete button associated with the value and after confirming the delete operation, list value will be deleted from the system.

List Items

 

To enter a new value user can put the value in List Item text box and can click on Save button to store the value with the list.

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.

Manage Document Classes

 

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 Save button to create the document class in to the system.

Add Document Class

 

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 Save 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.

Edit Document Class

 

Administrator can make required changes and can click on Save 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.

Manage Indexes<

Add Index

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.

Add Index

 

Edit Index

Existing document indexes can be modified by changing the existing values on the Manage Indexes module and clicking on the Update 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.

Edit Index

 

Delete 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.

Important Note: This action is irreversible and all data values associated with the index will be completely lost.

ACL Templates provide smart, efficient and easy way to manage the document access permissions. Administrator can create various ACL Templates and assign rights to these templates for public, users, groups and roles.

These templates can then be assigned to any document class and access permissions / rights assigned to templates get automatically delegated to the users, groups and roles that belong to these templates.

Use Manage ACL Templates module to perform ACL Template management tasks from Control Panel.

Manage ACL Templates

 

To manage permissions for each ACL Template click on Manage Permissions link associated with a particular template

By default one ACL template, DEFAULT ACL Template is available on installation of KRYSTAL™ DMS – Enterprise Edition.

To add a new ACL Template, administrator type of user can click on New ACL Template link on the Manage ACL Templates module of Control Panel.

Add ACL Template

 

After entering required details and on clicking the Save button, a new ACL Template is created in the system.

To edit/modify a particular ACL Template, administrator can click on the Edit link associated with ACL Template record. On clicking the link a pre-populated form will appear as shown below.

Edit ACL Template

 

Administrator can make required changes and can click on Save button to save the changes.

Administrators can delete ACL template by clicking on Delete link associated with each ACL template record. On clicking a confirmation is taken for delete operation and on confirming the delete operation the ACL template will be deleted from the system.

Important Note: If an existing document class is assigned the ACL Template then it will be removed from the document class and all permissions defined in the ACL Template will also be removed.

Administrator can select public, user, group or role and click on Submit button. Manage Permissions screen will appear, administrator can then assign any of the following permission to selected type of member (user, group, role or public) for the ACL Template.

Administrators can assign following permission to the selected member type of the ACL Template.

  • CREATE / ADD
  • READ / VIEW
  • WRITE / EDIT
  • DELETE
  • PRINT
  • EMAIL
  • CHECK-IN
  • CHECK-OUT
  • DOWNLOAD
Manage Permissions

 

Now administrator can assign required permission by clicking on the check box.

Assign Permissions

 

Administrator can make required changes and can click on Save button to save permissions changes.

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.

Manage Checkouts

 

From the list displayed, Administrators can select the documents which are checked-out by user and cancel the check-out operation.

Checkouts List

 

These documents will now be available to all users of the system for version control.

In KRYSTAL™ DMS - Enterprise Edition work flows are created using JAWE (Java Workflow Editor Version 1.4). The files created by JAWE (.XPDL XML Process Definition Language) are uploaded into the system as work flow templates. A sample workflow created using JAWE is depicted below.

Manage Workflow Templates

 

Workflow Templates stores the complete business process logic. Administrators can create new templates and modify existing templates using Manage Workflow Templates module from Control Panel.

Workflow Templates Template

 

To add a new workflow template, click on the New Workflow Template link, following screen will be displayed.

Add Workflow Templates

 

On entering required details and clicking on Save button will upload the data into the system and all required business process details are stored into the system.

Users can only access the workflow processes if it is assigned an ACL Template. To assign a ACL template to workflow administrators can use this function.

To save the changes, administrator should click on Save button.

Administrators can add any number of announcement for one or more domains using this module of the system.

Manage Announcements

 

Administrator user can add, edit, or delete announcement using this module of the system

To add an announcement, administrator user can click on New Announcement link available on the announcement listing page shown above.

Add Announcement

 

On clicking the save button the announcement details will be captured in the system and when a user signs in to the system s/he will be able to view the announcement.

Administrators can edit announcements by clicking on Edit link associated with announcement.

Edit Announcement

 

After making appropriate changes Administrator can save the announcement details.

To delete an announcement, administrator can click on Delete link associated with the announcement. A confirmation is taken for this delete operation, and on confirmation, the announcement is deleted from the system.

Administrators can add any number of event for one or more domains using this module of the system.

Manage Events

 

Administrator user can add, edit, or delete event using this module of the system

To add an event, administrator user can click on New Event link available on the event listing page shown above.

Add Event

 

On clicking the save button the event details will be captured in the system and when a user signs in to the system s/he will be able to view the event details.

Administrators can edit event by clicking on Edit link associated with event.

Edit Event

 

After making appropriate changes Administrator can save the event details.

To delete an event, administrator can click on Delete link associated with the event. A confirmation is taken for this delete operation, and on confirmation, the event is deleted from the system.

Administrators can add any number of discussions for one or more domains using this module of the system.

Manage Discussions

 

Administrator user can add, edit, or delete discussion using this module of the system

To add a discussion, administrator user can click on New Discussion link available on the discussion listing page shown above.

Add Discussion

 

On clicking the save button the discussion details will be captured in the system and when a user signs in to the system s/he will be able to view the discussion details and can provide his/her feedback, comment or suggestion and participate in the discussion.

Administrators can edit discussion by clicking on Edit link associated with discussion.

Edit Discussion

 

After making appropriate changes Administrator can save the discussion details.

To delete a discussion, administrator can click on Delete link associated with the discussion. A confirmation is taken for this delete operation, and on confirmation, the discussion is deleted from the system.

System Administrator can use this module to modify settings of the entire server. Manage Global Settings module can be used to edit mail server settings.

Global settings will display following details to the user.

  • License Details
    • Customer ID
    • Customer Name
    • Expiry On
    • Server Name / IP address
    • Total Number of user currently logged in
    • Total number of licenses available
    • Total number of users licenses
  • Database Settings
    • Database Server Name
    • Database Platform
    • Database Name
    • Instance Name
    • Database Username
    • Database Password
    • Database Port

Along with these details user can modify following details as shown below.

Manage Global Settings

 

Administrator can save the changes and need to restart the server in order to apply these changes.

Manage Jobs module allows administrators to manage various scheduled jobs of KRYSTAL™ DMS - Enterprise Edition.

Document Import Monitor, Document Expiry Processor and Document Expiry Notifier are three main Jobs of the system.

Administrators can manage these predefined schedule jobs by using this module.

Document Import Monitor

Document Import Monitor is a module which allows Administrators to import documents into KRYSTAL™ DMS - Enterprise Edition as a batch. Using KRYSTAL™ CAPTURE Studio users can scan, index, and release documents to KRYSTAL™ DMS - Enterprise Edition.

Documents created using KRYSTAL™ CAPTURE Studio gets imported by Document Import Monitor into KRYSTAL™ DMS - Enterprise Edition. The location which the Document Import Monitor monitors can be configured using the Manage Job module and modifying the Job parameter string. Document Import Monitor can monitor multiple paths if they are separated by a (; semicolon).

Document Expiry Processor

This schedule job of the system checks the documents for expiry period and if the document expiry period is lapsed then it marks the document as expired.

Document Expiry Notifier

This schedule job of the system sends document expiry notifications in an email message to the users who have subscribed for expiry notification for a particular document class.

Full Text Processor

KRYSTAL™ DMS - Enterprise Edition provides full text search capabilities. Once the documents are uploaded / stored into the system a full text extraction can be carried out from the document using this scheduled job of the system.

Document Importer

Administrators can define import location for each and every Document Class, this scheduled job monitors these locations and per the schedule and store the document in appropriate document class after importing documents

Document Cleanup Processor

This scheduled job of the system cleans up all the orphan documents from various document class at the scheduled interval.

Manage Jobs

 

Administrators can edit the schedule of these jobs along with certain additional parameters of the job by clicking on Edit link associated with each job.

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.

  • Repository Content Summary
  • Repository Content Summary – Domain wise
  • Access History
  • Access History for Document Class

System Reports

 

View a statistical summary for repository resources. It gives the statistical information regarding the User, Groups, Roles, Document Classes, and Documents.

Repository Content Summary

 

It also shows the resource count i.e. document count and the attachments document class wise.

View a statistical summary for repository resources for each domain. It gives the statistical information regarding the User, Groups, Roles, Document Classes, and Documents for selected domain.

Repository Content Summary – Domain wise

 

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.

Access History

 

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.

Access History for 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.

Recycle Bin

 

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.

Recycle Bin Document list

 

To restore the document, Administrators can click Restore Document link.