DMS 2.0 Help

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About DMS 2.0

DMS 2.0 is a sophisticated Document Management System designed to support multiple users, html authoring, document rating, commentary systems and much more. Any digital file, such as an image, MS Word document, Music file, Video file, etc. may be stored and shared in the DMS 2.0 (unless restricted by your hosting plan).


Manage Documents

The Manage Document function will allow you to add, edit and delete documents from the system. It is available by selecting the Manage Documents option from the main menu of the DMS administration section.

Displayed will be a list of existing documents that have been added to the system.

Adding Documents:

To add a new document, select the Add a New Document button found at the bottom of the document list.

This will bring up a form with items that will be displayed in the front-end view. Complete each section of the form as follows:

Title: Type in the title of the document.

Image: Click on the Browse button to select a document image currently residing on your computer.

Document File: Click on the Browse button to select the digital document.
Note: This is the actual document. The rest of the information on this form is about the document.

Description: Type in the content for document description in the HTML WYSIWYG editor. This editor uses MS Word like user interface with similar functionalities.

Assigning Documents to Categories: Select the category(ies) that the document will be made available in. To select multiple categories, hold down the Ctrl key while selecting additional categories. You can create new categories and sub-categories using the Manage Categories option found in the main menu of the DMS administration section.

URL Link & Link Title: Type in the full (i.e. including http://) link in the corresponding box. Then enter the link title which will appear in the front-end as a related link when viewing the document.

Version: Type in the version number of the document.

Author: Type in the author’s name

Is the Document Active? If the appropriate box is checked the document will be available for viewing in the front-end.

Rating: You can activate the rating system if you check the appropriate check box. The Rating system allows the front-end user to rate document

Commentary: You can activate the commentary system if you check the appropriate check box. The Commentary system allows the front-end user to write commentary about a document. For more information see the help for this feature.

When you are finished entering in your information, click on the Save Changes button.

Editing Documents:

In the documents list, click on the document name or the corresponding Edit icon . This will display the same form as in Add New Document page (see above), but it will be filled with the previously entered data. Here you may modify the fields as you wish. When you are satisfied with your changes, click on the Save Changes button to update the form.

Deleting Documents:

In the documents list, click on the corresponding Delete icon to permanently delete a document.

You will be asked to confirm the deletion. If you are sure you wish to delete the entry, select Ok. Selecting Cancel will return you to the document list and the record will remain unchanged.


View Commentary:

If commentary is turned on for a document, the front-end users will be able to write a commentary for that particular document. If a commentary exists for a document a corresponding View Commentary button will be displayed.

When you click on the View Commentary button a list of all available commentaries will be displayed. You may edit or delete a commentary. To delete, click on the corresponding Delete button. To edit, click on the corresponding Edit button to open a form with the commentary content. Here you may modify the original commentary. Click on the Save Changes button to update the record.


Manage Categories

The Manage Categories function will allow you to add/edit and delete categories, sub-categories, folders and sub-folders from the system. It is available by selecting the "Manage Categories" option from the main menu of the DMS administration section.

You may navigate to sub-categories and sub-folders by clicking the corresponding links.

Adding Categories:

To add a new category click on the Add New Category button at the bottom of the page. This will open up a form for adding a new category. Fill out the form by typing in the category name and description and then click on the Save Changes button to save the new category.

Editing Categories:

To edit a category click on the corresponding Edit icon . The add category form will be displayed but will be filled out with previously entered data. Modify the data and click on the Save Changes button to save changes.

Deleting Categories:

To delete a category click on the corresponding Delete icon and confirm the deletion by clicking the Ok button in the popup window. If you click Cancel the category will not be deleted.

Ordering Categories:

To order the category display sequence, assign letters to each category and click on the Modify Order button to save the changes. The categories will be displayed in alphabetical order.

Sub-Categories:

In order to navigate through sub-categories and folders, click on the Go to Sub-Category or Go to Sub-Folder buttons. In each level you may add/edit/delete or order sub-categories and folders as described above.


View Categories Tree

The View Categories Tree function allows you to view all the categories, sub-categories and sub-folders on one screen. Like the Manage Categories section, you may modify each category, sub-category and sub-folder. Simply click on the appropriate link or icon. Brackets beside each of the links contain the number of documents attached to the particular category, sub-category or sub-folder.

This function is available by selecting the View Categories Tree option from the main menu of the DMS administration section.

Adding Categories:

To add a new category click on the Add New Category button at the bottom of the page. This will open up a form for adding a new category. Fill out the form by typing in the category name and description and then click on the Save Changes button to save the new category.

Follow the same procedure to add sub-categories/folders once you are in an appropriate location within the structure.

Editing Categories, Sub-Categories/Folders:

In order to edit categories, sub-categories/folders, click on the appropriate links to bring up a form with content you may modify. To save the changes you make here click on the Save Changes button.

Editing Documents in Categories, Sub-Categories/Folders:

IAs mentioned above, the category, sub-category/folder links have the number of associated files displayed beside the category, sub-category/folder names. If the number displayed is zero then the particular category, sub-category/folder does not have any files associated with it. If the number is not zero you may click on the category, sub-category/folder link to display the associated documents.

You may edit any of the listed documents by clicking on the document names. Follow the instructions in the Manage Documents section for adding/editing/deleting a document.


Manage Web Page

The Manage Web Page function allows you to manage the text that appears in the front-end of the document management area.

This function is available by selecting the Manage Web Page option from the main menu of the DMS administration section.

Editing Text:

In order to edit the text appearing in the front-end, click on the appropriate Edit button next to the text you want to modify. This will load the text content editor. To save your changes, click on the Save Changes button. The content will be dynamically changed in the front-end.


Manage Group

The Manage Group function allows you to create/delete/edit user groups which define access to folders and their contents. Users are assigned to groups, so a single group may have multiple users associated with it.

This function is available by selecting the Manage Group option from the main menu of the DMS administration section.

Adding Groups:

In order to add a new group, click on the Add New Group button at the bottom of the page. Type in the new group name and select the folders that the group members (i.e. users assigned to the group) will have access to. To select multiple folders just hold the Ctrl key down while selecting the folders. When done, click on the Add Group button to save the new group.

Editing Groups:

In order to edit a group’s setting, click on the appropriate Edit icon which loads a form with the particular group’s information. You may modify this information (see Adding Groups section) and click on the Modify Group button to save the changes.

Deleting Groups:

In order to delete a group click on the appropriate Delete icon . If you have any users associated with the group you many not delete it unless you disassociate all the users from the group. Confirm the deletion by clicking on the Ok button in the pop-up.


Manage User

The Manage User function allows you to create/delete/edit users. Users are assigned to groups, so a single group may have multiple users associated with it.

This function is available by selecting the Manage User option from the main menu of the DMS administration section.

Adding Users:

In order to add a new user click on the Add New User button at the bottom of the page. Type in the user’s full name, select the group to associate the user with, type in the email address, username and password. When done, click on the Add User button to save the new user profile.

Editing Users:

In order to edit a user’s settings, click on the appropriate Edit icon which loads a form with the particular user’s information. Click on the Modify User button to save any changes you make.

Search Users:

To access the Search Users function, click on the Search button at the bottom of the page. This will load the search form where you can select or define your search parameters. If no search parameters are specified the whole list of users will be displayed.

Deleting Users:

In order to delete a user click on the appropriate Delete icon . Confirm the deletion by clicking on the Ok button in the pop-up window.


System Options

The System Options function allows you to the set general settings of the DMS. Each setting is explained in detail below.

This function is available by selecting the System Options link from the main menu of the DMS administration section.


New Documents:

The New Documents setting allows you to set the number of days that the New tag will be displayed beside a new document’s name. A document is considered new if it was updated or added within the time frame specified by this setting. For example, if the setting is 15 days then a document will have the New tag beside its name for 15 days.

To change the New Document setting, type in the number of days and click on the corresponding Change button to save the new setting.

Hot Document:

The Hot Document setting allows you to choose whether or not to display the Hot Document link in the front-end. When the Hot Document link is clicked, the most-viewed document will be shown.

Select Yes to display the Hot Document link or No to hide the Hot Document link. Click on the corresponding Change button to save the new setting.


Multiple Login:

This feature allows you to activate or deactivate the Multiple Login feature.

When Multiple Login is active, the front-end is only accessible by logging in using an assigned username/password, and only those folders that are accessible to that particular user group will be displayed. In this case, the user and group activity will be logged and group/user activity reports will be available.

If the Multiple Login feature is deactivated, the groups, users and associated reports (user/group activity reports) will be made inactive. This means that anyone can have unrestricted assess to view all the folders and files in the front-end (i.e. just like a webpage).

Select Yes to activate or No to deactivate the Multiple Login feature and click on the corresponding Change button to save the new setting.


Category Sort Order:

This feature allows choosing between two kinds of sort orders for categories. If this setting is set to Yes the directories will be displayed in the order specified in the Manage Categories section. If it is set to No then categories are ordered alphabetically according to category names.

Select Yes or No and click on the corresponding Change button to save the new setting.


Background Color:

This feature allows you to change the front-end’s background color. To choose a background color, click on the color you like in the color palette. To save, click on the corresponding Change button to save the new setting.


Change Admin Login

Change Admin Login function allows you to reset the admin login and password. To do this, type in the current password, new login ID, and new password twice in the appropriate text boxes. Click on the Submit button to save the changes.


System Report

The system report shows summary information about the system’s resources.

The information shown is as follows:

  • No. of Categories (in total) shows the total number of Categories currently available in the system.

  • No. of Active Categories shows the number of all active categories currently in the system.

  • No. of Documents (in total) shows the total number of documents currently available in the system.

  • No. of Active Docs. shows the number of active documents currently available in the system.

  • Disk space used in total (including software) shows the disk space used by the documents and system files combined.

  • Disk space used (for docs.) shows the disk space used by the documents only.

While you are in the report page you may click on the Refresh button to update the report. This is necessary because reports display dynamic data.


Document Usage Report

The Document Usage Report shows a listing of all documents and their associated total number of views and downloads. This report helps identify how well documents are utilized.

While you are in the report page you may click on the Refresh button to update the report. This is necessary because reports display dynamic data.


Category Usage Report

The Category Usage Report shows a listing of all categories and their associated total number of category views (categories cannot be downloaded). This report helps identify how well categories are utilized.

While you are in the report page you may click on the Refresh button to update the report. This is necessary because reports display dynamic data.


User Activity Report

The User Activity Report tracks and displays login and document view data for each user in the system. It gives you a snapshot of user activity for a specific time period. The top half of the page displays weekly data and the bottom displays monthly data. Click on Previous/Next Week/Month to view a specific week or month of data. You may click on the Current Week/Month to quickly navigate to the current week or month. Please note that data is only kept for 180 days.

Login and document view data is displayed in the following manner: A/B where A represents the number of logins and B the number of document views. At the end of the row the weekly or monthly totals are shown for each user for the selected period.

You may search and display user information by a specific group of users or by user names. To search by a specific group or user names, select the group from the dropdown box at the top of the page and/or type in part of or full user name and click on the Search button. Only users that match the search criteria will be displayed.


Group Activity Report

The Group Activity Report tracks and displays login and document view data for each group in the system. It gives you a snapshot of group activity for a specific time period. The top half of the page displays weekly data and the bottom displays monthly data. Click on Previous/Next Week/Month to view a specific week or month of data. You may click on the Current Week/Month to quickly navigate to the current week or month. Please note that data is only kept for 180 days.

Login and document view data is displayed in for following manner: A/B where A represents the number of logins and B the number of document views done by the group members. At the end of the row the weekly or monthly totals are shown for each group for the selected period.