diff --git a/kthelp/ktcore/EN/admin/admin-mode.html b/kthelp/ktcore/EN/admin/admin-mode.html index 1179f89..1d60013 100644 --- a/kthelp/ktcore/EN/admin/admin-mode.html +++ b/kthelp/ktcore/EN/admin/admin-mode.html @@ -1,11 +1,19 @@ -Administrator Mode + + Administrator Mode + + + -

Administrator Mode

-

Administrator mode allows for users who have system administrator -rights, or unit administrators within their unit, to see folders and -documents in the browse mode that they otherwise would not see due to -permissions.

+

Administrator Mode

+

+There are instances where systems administrators may be denied access to certain documents in the repository - management level documents containing classified information, for example. +

+

+However, because problems with these documents in the repository will also need to be fixed, administrators must be granted a way of overriding the controls in an audited manner that protects this information. +

+Enabling Administrator mode allows system and unit administrators to view and manage all documents in the system, including those documents where they are normally denied access. +

- \ No newline at end of file + diff --git a/kthelp/ktcore/EN/admin/archived documents.html b/kthelp/ktcore/EN/admin/archived documents.html new file mode 100644 index 0000000..41fcd71 --- /dev/null +++ b/kthelp/ktcore/EN/admin/archived documents.html @@ -0,0 +1,17 @@ + + + + Archived Documents + + +

Archived Documents

+This page lets you restores a document that has previously been archived. +



+Note: By default, documents are restored to the folder location where they were originally archived. If that folder no longer exists on the system, the document is restored to the root directory in the repository. + + + + + + diff --git a/kthelp/ktcore/EN/admin/authentication sources.html b/kthelp/ktcore/EN/admin/authentication sources.html new file mode 100644 index 0000000..5756f88 --- /dev/null +++ b/kthelp/ktcore/EN/admin/authentication sources.html @@ -0,0 +1,22 @@ + + + + Authentication Sources + + + + +

Authentication Sources

+KnowledgeTree allows you to control access to the DMS for the users and groups in its database, using KnowledgeTree's own default authentication method - Database Authentication. +



+However, KnowledgeTree also allows you to add external authentication sources where your organization maintains its own list of users and groups that require controlled access to the DMS. +



+You can also modify or delete the details of external authentication sources and authentication provider information. +



+Note: You need to add the credentials of each user to KnowledgeTree (see Managing Users and Managing Groups) to allow the system to retrieve their details, even if you're using an external authentication source. + +For more detail, please refer to the Administrator Manual. + + + diff --git a/kthelp/ktcore/EN/admin/automatic workflows.html b/kthelp/ktcore/EN/admin/automatic workflows.html new file mode 100644 index 0000000..b5548c3 --- /dev/null +++ b/kthelp/ktcore/EN/admin/automatic workflows.html @@ -0,0 +1,17 @@ + + + + Automatic workflows + + +

Automatic workflows

+ +

+Automatic workflows allow you to define the conditions for automatically assigning a +specific workflow to a document.

+Workflow assignment may occur on a per folder basis or on a per document type +basis. Only one mode may be selected for a particular system.

+ + + diff --git a/kthelp/ktcore/EN/admin/control units.html b/kthelp/ktcore/EN/admin/control units.html new file mode 100644 index 0000000..256e302 --- /dev/null +++ b/kthelp/ktcore/EN/admin/control units.html @@ -0,0 +1,13 @@ + + + + Unit Administration + + +

Unit Administration

+

KnowledgeTree provides Units as a means of organizing groups. Units may be used to model your organization's business units.

+

+Note: By default, each time a new Unit is created on the system, a Unit folder is created in the Organization (root) directory.

+ + diff --git a/kthelp/ktcore/EN/admin/deleted documents.html b/kthelp/ktcore/EN/admin/deleted documents.html new file mode 100644 index 0000000..bcbbfe3 --- /dev/null +++ b/kthelp/ktcore/EN/admin/deleted documents.html @@ -0,0 +1,19 @@ + + + + Deleted Documents + + + + +

Deleted Documents

+

+This page allows you to restore or expunge documents that have been deleted in the KnowledgeTree repository. +

+Note: Expunging saves disk space by permanently deleting documents that are no longer useful or required. +

+Note: By default, documents are restored to the folder location where they were originally deleted. If that folder no longer exists on the system, the document is restored to the root directory in the repository. +

+ + diff --git a/kthelp/ktcore/EN/admin/document checkout.html b/kthelp/ktcore/EN/admin/document checkout.html new file mode 100644 index 0000000..e27d122 --- /dev/null +++ b/kthelp/ktcore/EN/admin/document checkout.html @@ -0,0 +1,20 @@ + + + + + Document Checkout + + + + +

Document Checkout

+

+This page lets you override the currently checked out status of a document and forces the document to be checked back in to the repository. +

+Forced check ins are used where a checked out document is urgently required back in the repository so that another user can check it out. +

+Note: The document is checked back in to the repository without saving any changes that may have been made to it while it was checked out. +

+ + diff --git a/kthelp/ktcore/EN/admin/document fieldsets.html b/kthelp/ktcore/EN/admin/document fieldsets.html new file mode 100644 index 0000000..d9c4d1c --- /dev/null +++ b/kthelp/ktcore/EN/admin/document fieldsets.html @@ -0,0 +1,61 @@ + + + + Document Fieldsets + + +

Document Fieldsets

+

+Document Fieldsets allow you to associate custom metadata with documents in the +repository. +

+

+There are two types of document fieldsets: +

+

+

+Note: KnowledgeTree auto-generates an editable system name (namespace) for every +fieldset. Plug-ins use this namespace to call the fieldset, and to control how the fieldset works. +For more information on developing Plug-ins for KnowledgeTree, see the KnowledgeTree Wiki +at http://support.ktdms.com/confluence/ +

+ +

Document Fields

+

+KnowledgeTree uses fields to group sets of related information into predefined +fieldsets. The custom fieldsets are then associated with specific document types, to +define the information (metadata) that should be included on documents of that +type.

+

+There are three classes of custom fields in KnowledgeTree: +

+

+

Managing Tree Fields

+ +

+Trees can have multiple sub-categories and levels. You need to add sub-categories at +each level in order to organize the options into a 'tree'.

+

+The top level of the tree is called the root. The root, which holds all the top level +items, is not shown to the user, but it provides a single 'parent' to the top level items.

+

+For example, let's say you create a tree of the countries in the world. In this case, the +actual countries would be keywords - e.g. South Africa, England, Singapore, etc. And +the highest group of categories (the top level or 'root') would be continents - e.g. +Africa, Europe, Asia etc. The sub-categories, which fall below the top level 'continents' +could be 'regions' - e.g. Sub-Saharan Africa, Western Europe, South East Asia.

+KnowledgeTree allows you to create more sophisticated tree fields on the Edit +Lookup Tree page.

+ + + diff --git a/kthelp/ktcore/EN/admin/document types.html b/kthelp/ktcore/EN/admin/document types.html new file mode 100644 index 0000000..96b21d6 --- /dev/null +++ b/kthelp/ktcore/EN/admin/document types.html @@ -0,0 +1,45 @@ + + + + Archived Documents + + +

Archived Documents

+

+Document Types are used to group together documents that have a similar function. +They also allow you to associate custom fieldsets for specific information that must be +included with a particular document type. +

+Let's say you create a document type called 'Invoice', and you want to ensure that +all documents of the type 'Invoice' contain the following fields: invoice number, +customer name, delivery address. You can group these fields in a fieldset called +Invoice Details, for example. And then you may want to create another fieldset for +the monetary values in the invoice, which you could call 'Amount'. The fieldset +Amount may include the following fields: Nett Item Value, Tax, Discount, and +Total Due. +

+There are two ways you can configure the document type - Invoice - and the +fieldsets you want to associate with this document type. +

+ +

+1. You can first create the document type in the Document Types section, and then +create one or more custom fieldsets in the Document Fieldsets section. The +collection of fieldsets you define are automatically listed in the Document Type +editing page. Having created the fieldset(s), you need to edit the document type you +created in order to to add (associate) the fieldset(s) you want to use in this document +type. +

+

+2. Alternatively, you can first create a set of custom fieldsets in the Document +Fieldsets section, and then create the document type. Having added the document +type, KnowledgeTree automatically opens the Document Type editing page, where +you can select the fieldsets out of the collection of fieldsets you have pre-defined in +Document Fieldsets, and which now display on the Document Type editing page. +

+

+Note: Document types cannot be deleted in KnowledgeTree; they can only be disabled. Since a document type may be associated with a large amount of documents, deleting a document type may cause the loss of required metadata. +

+ + diff --git a/kthelp/ktcore/EN/admin/dynamic conditions.html b/kthelp/ktcore/EN/admin/dynamic conditions.html new file mode 100644 index 0000000..fd9b8e4 --- /dev/null +++ b/kthelp/ktcore/EN/admin/dynamic conditions.html @@ -0,0 +1,19 @@ + + + + Dynamic Conditions + + +

Dynamic Conditions

+

+You use KnowledgeTree's Dynamic Conditions feature to set up the rules that will determine the permissions that may be applied to documents within a folder.These rules may be applied to a document's metadata, to its contents, or to its transactional information. Dynamic Conditions are applied on a per folder basis, and may be set up in the folder's Folder permissions page. +

+Having created a new dynamic condition, you need to assign it to a folder. You can also unassign dynamic conditions when they're no longer useful for the folder.

+ +Note: Dynamic Conditions are configured in the same way as Saved Searches. +

+Note: Having defined a dynamic condition, you cannot delete it because that may change permission assignments. +

+ + diff --git a/kthelp/ktcore/EN/admin/help administration.html b/kthelp/ktcore/EN/admin/help administration.html new file mode 100644 index 0000000..20bfefc --- /dev/null +++ b/kthelp/ktcore/EN/admin/help administration.html @@ -0,0 +1,23 @@ + + + + Help Administration + + +

Help Administration

+ +

+The KnowledgeTree Document Management System contains several built in system +help files. +

+

+You can open a help file anywhere in the system by clicking this help page icon:(?) +

+

+The help file that displays is relevant to the location of the icon. For example, in the +image below, you click the help page icon on the right of the page to view help for +Browse Documents. +

+ + diff --git a/kthelp/ktcore/EN/admin/link type management.html b/kthelp/ktcore/EN/admin/link type management.html new file mode 100644 index 0000000..e5bada9 --- /dev/null +++ b/kthelp/ktcore/EN/admin/link type management.html @@ -0,0 +1,15 @@ + + + + Link Type Management + + +

Link Type Management

+ +Document links allow users to establish associations between documents in the +repository. When creating a document link, you should specify the type of relationship that the +link implies between the linked documents - i.e. 'associated with', or 'duplicated by'. + + + diff --git a/kthelp/ktcore/EN/admin/manage groups.html b/kthelp/ktcore/EN/admin/manage groups.html new file mode 100644 index 0000000..bebd137 --- /dev/null +++ b/kthelp/ktcore/EN/admin/manage groups.html @@ -0,0 +1,23 @@ + + + + Manage Groups + + +

Manage Groups

+

+Only a User that has been assigned to a Group is allowed to access the KnowledgeTree Document Management System. +

+Note: Groups can be members of other groups, and can have other groups as members. These memberships pass the permissions set on to the parent group to user members of the member groups, possibly along a few chains. + +

Example:

+ +

Let's say you create a new Group called Testers. Having created the Testers Group, you must assign the it to a Unit. You can name the Unit 'Quality Assurance'. So, the group named Testers is part of the unit Quality Assurance. +

+

+Group: Testers
+Unit: Quality Assurance +

+ + diff --git a/kthelp/ktcore/EN/admin/manage permissions.html b/kthelp/ktcore/EN/admin/manage permissions.html new file mode 100644 index 0000000..c452100 --- /dev/null +++ b/kthelp/ktcore/EN/admin/manage permissions.html @@ -0,0 +1,13 @@ + + + + Manage Permissions + + +

Manage Permissions

+KnowledgeTree 3 provides several default (core) permissions - Read, Write, Add Folder, Manage Permissions, Delete - but it also allows you to create your own permissions. +



+You can create permissions for controlling user and group access for plug-ins, or create permissions to use as Guard Permissions for workflow transitions. + + diff --git a/kthelp/ktcore/EN/admin/manage plugins.html b/kthelp/ktcore/EN/admin/manage plugins.html new file mode 100644 index 0000000..2f94dbe --- /dev/null +++ b/kthelp/ktcore/EN/admin/manage plugins.html @@ -0,0 +1,25 @@ + + + + Manage plugins + + +

Manage plugins

+

+Plug-ins allow you to add new features to your implementation of the KnowledgeTree Document Management System. +

+ +

+Note: Go to our Wiki to view a list of the plug-ins that have been developed by the KnowledgeTree community. +

+

+You use Manage Plugins to: +

+ + + diff --git a/kthelp/ktcore/EN/admin/manage users.html b/kthelp/ktcore/EN/admin/manage users.html new file mode 100644 index 0000000..e73e6b2 --- /dev/null +++ b/kthelp/ktcore/EN/admin/manage users.html @@ -0,0 +1,18 @@ + + + + + Manage Users + + +

Manage Users

+

+You use the Manage Users section of Users and Groups to add or remove users from the KnowledgeTree Document Management System. You can also search for user details, or view a list of all the users that exist in the system. +

+

+The system uses the information you specified when you added the user or group, to retrieve their details from the authentication source. This allows verification of the user or group's login rights, and of the permissions they have for accessing information in the repository. +

+ + + diff --git a/kthelp/ktcore/EN/admin/role administration.html b/kthelp/ktcore/EN/admin/role administration.html new file mode 100644 index 0000000..4894f20 --- /dev/null +++ b/kthelp/ktcore/EN/admin/role administration.html @@ -0,0 +1,15 @@ + + + + Role Administration + + +

Role Administration

+Roles include, for example, a document creator, a document reviewer, a document publisher, or writer, editor, developer, secretary, and so on. +



+Workflow actions - e.g. review, or publish - are typically assigned to a specific role. The role is granted permissions for working with the document, based on the type of tasks their role performs - e.g. reviewers need read and write permissions. +



+User Groups are allocated to Roles on a per-directory basis, and are inherited from the root folder of the DMS. + + diff --git a/kthelp/ktcore/EN/admin/saved searches.html b/kthelp/ktcore/EN/admin/saved searches.html new file mode 100644 index 0000000..6ce036f --- /dev/null +++ b/kthelp/ktcore/EN/admin/saved searches.html @@ -0,0 +1,11 @@ + + + + Saved Search + + +

Saved Search

+KnowledgeTree's Saved Search feature allows you to pre-save useful, advanced searches, in order to save time on commonly used searches. + + diff --git a/kthelp/ktcore/EN/admin/system information.html b/kthelp/ktcore/EN/admin/system information.html new file mode 100644 index 0000000..a39ac87 --- /dev/null +++ b/kthelp/ktcore/EN/admin/system information.html @@ -0,0 +1,29 @@ + + + + System information + + +

System information

+ +

+KnowledgeTree provides a Support and System Information page in the Miscellaneous section of DMS Administration, which helps you identify and fix problems with your system.The Support and System Information page displays the output of a php_info command in a scrollable window. You may be asked to copy and send this information to the KnowledgeTree support staff if you require assistance with your problem. +

+

+Clicking the Download PHP Information link on this page automatically runs phpinfo and prints the results to the KnowledgeTree Document Management System. +

+

+Note: If you believe that distributing this information represents a security risk for your organization, we recommend that you sanitize the output before copying and sending it. Alternatively, please enquire about sending the information directly to the developer dealing with your issue. +

+ +

+You can also click the direct link to the KnowledgeTree Issue Tracker, where you can: +

+ + + diff --git a/kthelp/ktcore/EN/admin/workflow.html b/kthelp/ktcore/EN/admin/workflow.html new file mode 100644 index 0000000..466d109 --- /dev/null +++ b/kthelp/ktcore/EN/admin/workflow.html @@ -0,0 +1,64 @@ + + +Workflow + + + + +

Workflow

+

Workflow may be defined as the process a document goes +through to serve its purpose in an organization. For example, an invoice is +created, distributed, then paid; a report may be created, reviewed, edited, and +distributed.

+

Some documents, such as tenders, may have complex +workflows, requiring input from several people within and outside of your +organization before the work is complete.

+

The KnowledgeTree administrator defines and manages +document workflows in DMS administration, and any KnowledgeTree user may be +involved in a document workflow.

+

Workflows in KnowledgeTree involve three key areas:

+
    +
  1. Assigning workflows
    2. +
  2. States and Transitions
    3. +
  3. Workflow effects (Actions)
    4. +
+

Assigning workflows

+

A document in the repository can have +only one workflow attached to it at any given time. By default, workflows are +not automatically attached to new documents when they’re added to the +repository. However, the administrator may configure the system to assign +workflows when new documents are created, or to assign workflows only to +specific documents. Users are also allowed to select and assign workflows to the +documents they are working with – provided they have the permissions to do so. +

+

States and Transitions

+

Workflows consist of states and +transitions. A state may be defined as a stage in a document’s lifecycle, such +as ‘billed’ or ‘draft’. Each workflow has a starting state, which is the initial +state for any document in a workflow.

+

Transitions, which may be defined as the +way in which documents move between states, are an essential part of the +workflow. Each state can have one or more transitions, depending on how the +administrator has created the workflow.

+

Transitions point to the next step in +the workflow, such as send to client or review, which effectively changes the +state of the document. Transitions represent the actions that may be performed +on a document. For example, an invoice starts in the generated state; then it is +sent to client, before it is marked as billed. Transitions are said to be +guarded – not all users are allowed to access them. In a publication workflow +for example, only users with the role reviewer would be allowed to review a +document, and to move it from draft to published.

+

Workflow effects (Actions)

+

Workflows are more than just states and +transitions. Users and administrators use workflows to restrict, deny or grant +access to documents in the repository, based on the document’s position in the +workflow. For example, a state can restrict both actions and permissions on a +document – only reviewers may be allowed to discuss draft documents for +instance, while clients will be disallowed from viewing unbilled invoices, and +published documents will be prevented from being checked in or checked out of +the repository. Additionally, users in specified Roles or Groups can be notified +when a document reaches a certain state in a workflow. These notifications +display on the Dashboard and are emailed to users with specified email accounts.

+ + + diff --git a/kthelp/ktcore/EN/browse.html b/kthelp/ktcore/EN/browse.html index 25ed2d5..00d6b5b 100644 --- a/kthelp/ktcore/EN/browse.html +++ b/kthelp/ktcore/EN/browse.html @@ -5,139 +5,15 @@

Browse Documents

-

You use the Browse Documents section to navigate the -repository – either by folder, by document type, or by lookup value – the -default is browse by folder.

-

Folder Actions

-

You use the Folder Actions buttons to:

- -

Subscriptions

-

Subscribing to a folder allows you to receive notifications -that tell you when that folder is modified. An email notification is sent to you -if you have provided your email address when subscribing. Your alerts and -notifications are also displayed on the Dashboard.

-

Search

-

KnowledgeTree provides three versatile search options – -simple (quick) search, advanced search, and saved searches. Search is -permissions-based, so the system only returns items that the logged in user is -allowed to access.

-

-
Simple (quick) search
-

Specify a search term to search all text - including -document metadata and the contents of the following file types (if your -administrator has configured these options): MS Word, MS Excel, MS PowerPoint, -Adobe PDF, and Plain Text files.

-
Advanced Search
-

Define criteria to launch a detailed Boolean search of the -repository. This search allows more detailed search requests (using document -metadata). For example, you can search for all MS Excel documents containing the -word 'Invoice'.

-
Saved search
-

The saved search function allows KnowledgeTree -administrators to pre-save useful advanced searches. For example, you may want -to save a search that shows all documents in a completed state of a workflow. -Saved searches save time on commonly used searches.

-

Document Actions

-

The Document Detail screen summarizes key information about -the currently selected document. The Document Actions pane on the left of the -screen provides a set of buttons for working with the document.

-

Download

-

You can download a file to open it, or to save it, without -checking it out of the repository.

-

Check-in / Check-out

-

Check out a document to temporarily remove it from the -repository while you update it. While it’s checked out, other users can’t check -it out to make changes. The version is incremented when the document is checked -in – a metadata version snapshot is created.

-

An administrator can override the checked out status of a -document if the user has failed to check-in a document. In this case, the user -needs to check-out the document again and redo their changes.

-

Metadata

-

Metadata is the information about a document that describes -how, and when, and by whom, a particular set of data was collected, and how the -data is formatted.

-

KnowledgeTree groups metadata fields into fieldsets. A -fieldset is a set of related information, which can be ‘attached’ to a -document. For example, let’s say we specify a ‘Project’ fieldset as follows:

-

Project

+ -

This project fieldset can be attached to any document type -that relates to a project; and all members of that fieldset (i.e. project name, -division, cost estimate, implementation status) would apply. A plug-in could be -written, which uses the information in the ‘Project’ fieldset, to provide -reporting information on a project level, or on a project-based hierarchy of -documents.

-

Delete

-

Deleted documents remain in the repository (in DMS -Administration) until the KnowledgeTree administrator either expunges them or -restores them.

-

See Administration – Document Storage – Restore or Expunge -Deleted Documents

-

Move

-

Only users with the required permissions for a folder are -allowed to move an item to another location in the repository.

-

Transaction History

-

This feature provides a record of all transactions -performed on the document: create date, uploads, downloads, check-out, check-in -and the previous deletion of the document if it has been restored.

-

Version History

-

This feature provides a record of all past and current -versions of a document. A new document version is created whenever a document is -checked-out then subsequently checked-in again. The version history feature -allows you to download older documents and compare them with more recent -versions.

-

Links

-

Document links allow you to establish -associations between documents in the repository. Your KnowledgeTree -administrator needs to create the Document Link Types that you use to link -documents. When creating a document link, the administrator specifies the type -of relationship that the link implies between the -linked documents – i.e. ‘associated with’, or ‘duplicated by’.

-

Version Control

-

KnowledgeTree has powerful document version control -features, which ensure that the editing and versioning of documents is done in a -controlled and auditable manner. Newly created documents are assigned as version -0.1. The first time you check it out for editing and then check it back in -again, the version number increments to version 1. Each subsequent check out / -check in causes the version number to increment by 1.

-

A document may only be checked out for editing by a single -user at a time. When a document is checked back in, you need to specify the -changes you made.

-

Users and groups who have read or write access to a -document are allowed to download it for viewing only – you can choose to open -the document in your Web browser or save it to your local computer. You can -view a version history of all changes to the document, and you can download -previous versions for comparison.

-

Any changes you make to the document you downloaded won't -display in the version in the repository unless you check out the document, and -then check it back into the repository with your changes.

-

Any user that logs in to KnowledgeTree can view the list of -documents they have checked out (if any) in the Checked-out documents section of -the Dashboard.

-

Permissions

-

Permissions in KnowledgeTree are -folder-based – permissions that have been allocated for a specific folder apply -to all the documents in that folder.

-

There are four default types of -permissions: Read, Write, Add Folder, and Manage Permissions.

-

Users that have only Read permission on -a document can view the document and its metadata, but are not allowed to change -it. Users that have Read and Write permissions are allowed to change the -contents of a document, as well as its metadata.

-

Users with the Add Folder permission are -allowed to create and edit sub-folders within their group folder.

-

Users with the Manage Permissions -permission are able to edit permissions within their group folder.

+ + diff --git a/kthelp/ktcore/EN/dashboard.html b/kthelp/ktcore/EN/dashboard.html index d62c0af..0acfe82 100644 --- a/kthelp/ktcore/EN/dashboard.html +++ b/kthelp/ktcore/EN/dashboard.html @@ -3,18 +3,27 @@ Dashboard +

Dashboard

+The Dashboard displays items relevant to the logged in user, such as a list of the documents you have checked out, and items requiring your attention. -

Dashboard

-

The Dashboard displays information relevant to the logged -in user. It lists the documents you have checked out, and it displays items -requiring your attention, which may include:

-