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Initial Set-up Guide for File Stream Document Management System

The following document has been created for initial set-up purposes only. Any decisions made are not irreversible. It serves as a good starting point, and facilitates the process on the installation day. We are keen on the day to spend time training users, rather than waiting for these routine decisions to be made.

It needs to be noted that, in the case of a large installation, a nominated Administrator Group will be given full training on how to install and use the program. They will then pass the information on to other users.

If you choose to order additional installation / training days we can of course do the entire job for you. These matters will have been discussed during the sales process.

The pre-installation form that accompanies this document will contain technical information. The following deals with setting up your required Groups, Users and Cabinets within the document management software, once installation is complete.

How to understand Groups/Users/Cabinets

Step 1

Create Groups and assign permissions to the Groups

Step 2

Create Users and assign them to Groups

Step 3

Create Cabinets and select which Groups should view them

Rule

If a user is a member of more than one Group and a Cabinet is available to all Groups, it is the Group with the higher permission level that will prevail. In other words, if you are a member of one Group that has permission to Delete Documents and to another with delete permissions denied, the Group allowing you to delete will dominate. You will be allowed to delete when working with documents in that Cabinet.

Cabinets

A Cabinet should be thought of, in the case of paper documents, as a traditional filing cabinet, box file etc or for computer files like a Windows Explorer Folder.

The Cabinet Fields are the index values you would like to file the documents under. For Example: You may want to file away your company’s purchase invoices from suppliers.

At a later date, when you search for any of the documents, you can use any combination of the Cabinet field values.

It is advisable to strike a balance when creating Cabinets to enter enough fields to make searches flexible but to also consider the time taken to Index the documents. A Cabinet for general company correspondence might only have 2 fields -

• FIELD 1 a dropdown list called ORGANISATION including list entries such as Inland Revenue, Accountants, Council, Gas board etc. etc…
• FIELD 2 might be called DOCUMENT TYPE and you could put in here the type of document e.g. Corporation tax demand, rate review, gas supply contract etc.

Please give your supplier a call for advice if required. It is worth taking time to think it through.

SECTION 1 – GROUPS

• Pre think the Groups you require, eg Accounts, Sales, Managers etc.
• Which employees will be members of each Group
• What permissions you want to allow each Group to have.

SECTION 2 – USERS

• Compile a list of all Users with their FULL NAME and USER NAME. PASSWORDS will be set to ‘password’ that users can change.

SECTION 3 – CABINETS

• Pre-think a few Cabinets you would like set up. Please call us if you would like to talk through this with us.