The ELO glossary explains and defines important terms, expressions and keywords related to ELO.

Access right

See: Permissions.

Additional modules

Functional modules that are not included in the standard ELO package. They require separate installations and special knowledge of their respective topics.

Administrator

User with maximum rights who cannot be deleted. The administrator is created during ELO server installation. Only the administrator can create new repositories or expand the database after an update.

Administrator rights

This primarily refers to the Main administrator right in the user manager, which grants universal permissions within the ELO system. Users with administrator rights can create other users and assign rights to them, as well as manage existing users. Unlike the Administrator user, other users with administration rights can be deleted.

Annotations

See also: Sticky note and margin note.

Barcode

A barcode is a representation of data made up of a pattern of parallel lines and spaces. Barcodes are used to simultaneously code information which can be read by a machine.

Check out/in

To work on a document in the repository, it first needs to be removed by checking it out. It will then be opened in a corresponding application - a Word document with Microsoft Word, for example - and can then be edited. As long as it is checked out, the document is locked, i.e. not available, to other users. This is another way in which the system replicates paper-based document processes, just as checking the document back in is like placing a document back into a filing cabinet. However, unlike paper documents, previous versions are also saved and you can undo any changes depending on your ELO system settings.

Data backup

An effective data backup concept prevents data loss on a large scale. It should be performed on a regular basis and at frequent intervals. The type and scope of the necessary measures are dependent upon each system.

Database

The database is the heart of the ELO system, its management center. This is where every detail about each folder and document is saved, from the keywording to the filing location. ELOprofessional and ELOenterprise use Microsoft SQL Server, Oracle, PostgreSQL or DB2 databases.

Document

Documents are all existing forms of information on paper (invoices, letters, drawings, photographs, etc.) as well as their electronic equivalent in the form of computer files.

Document management system (DMS)

Document management refers to all aspects of digital processing and management of documents. This includes digitizing documents with a scanner, editing existing documents with their respective applications (e.g. Microsoft Office documents), and filing data. Systems which are used for these tasks are known as document management systems, or just DMS for short.

Document viewer

This is a function integrated into ELO which allows documents to be (pre-)viewed.

Drag and drop

This refers to the action of selecting a document with the left mouse button, dragging it to a new location and dropping it there by releasing the left mouse button.

Duplicate

A duplicate is a document which exists more than once within ELO.

Duplicate check

The duplicate check determines whether a file already exists in the ELO repository. If so, the document can be filed anyway, filed as a reference or not filed at all.

DVD publication

Creates a read-only copy of a repository. This can also be viewed on PCs that ELO is not installed on. It is not possible to add documents to the read-only copy.

ELO Viewer

This is the name of the program EloOVw.exe. It allows documents to be displayed after DVD publication. It is started by double-clicking the icon. ELO does not need to be installed on a computer for the ELO Viewer to work.

ELOenterprise

The large-scale DMS solution for large companies. Java-based and flexible, with many additional modules (e.g. Replication), and with Microsoft SQL Server, Oracle, PostgreSQL, or DB2 databases as a basis.

ELOprofessional

The mid-sized DMS solution is ideal for medium-sized companies and usually uses Microsoft SQL Server as its database.

Encryption key/encryption

Encryption keys are used to encrypt documents. Only those users who enter the correct password for the encryption key (assigned to a document) can open the respective document. If entered correctly, the password is requested only once during an ELO session. If you close the software and open it again later, ELO will prompt you for your password again. Encryption keys are assigned when a document is filed. In the file system, encrypted documents will no longer be readable without ELO.

Entry

This is the general term for folders or documents in ELO - an entry can refer to one or the other.

File system

This refers to the organization system for files on the computer's storage medium, such as the folder structure on the computer's "C:" drive.

Filing

Filing refers to the process of assigning attributes to documents which enable them to be found again later (see Search) and then saving them into the repository. The system corresponds to the traditional method of filing physical documents. The filed documents make up a part of the repository and database.

Filing cabinet

This looks like a filing cabinet and is used in precisely the same way. An ELO filing cabinet is a graphical element with a separate name that works analogously to a real filing cabinet. It serves as a container for filing folders and documents.

Full text database

In a full text database, all terms are saved that occur in a document. This makes it possible to search for words that occur within a document, but not within its name. For example, within the document News from 2016-04-01 you can search for words like Chicago or Train.

Full text search

The full text search searches for the entered term in the full text database of a document. For this to be possible, the document needs to be included in the full text index first. A full text search is not possible with all document types.

Index/Index field

Part of keywording. It allows specific information (such as the invoice number of a bill) to be entered to a predefined field in the keywording form's definition. It can be searched for later.

Interface

See OLE Interface.

Keys

Keys are a way of assigning rights which make it possible to specifically limit access to folders and documents – only those who have the necessary keys can open the locked entries. The verification of these permissions occurs without any user interaction.

Keywording

Keywording consists of naming a file as well as entering any additionally required information in other index fields, or on the extra text, options, or version history tabs of the keywording form.

Keywording forms

A document's keywording form contains typical information for the document, such as the file name and other characteristics. For example, a keywording form for e-mail typically includes fields for sender and recipient, whereas one for invoices might include fields for the invoice number, amount due, payment date, etc.

Margin note

A margin note is a special kind of annotation. It is attached to the edge of the document on the split bar between the tree view and the preview of the document. This means the user can see it at all times while viewing the document, regardless of the page on the document it refers to (unlike sticky notes). It is therefore recommended for annotations that should be noticed immediately.

OLE interface

This is a collection of commands and command structures which allow processes to be automated using scripts, or for connections to be created between ELO and other programs. This interface requires programming knowledge for use.

Permissions

Permissions allow access to an entry within ELO to be defined. This means ELO users only see the entries the ELO administrator has given them access to. Both user-based and entry-based rights exist.

Preview

The Preview of a document filed in ELO. The preview is displayed on the right-hand pane of the program window as soon as a document is selected on the left. Information: It is not possible to preview all document types.

Reminder

A reminder helps make sure that your colleague – or even you yourself – is presented with a document at a specified time for inspection or editing (e.g. to release a supplier's invoice for payment in time to take advantage of a cash discount). In ELO, that means that the document appears in the Tasks work area and can be worked on there.

Replication

Replication refers to the comparison of data between multiple repositories with equal rights through the use of so-called replication sets. This makes it possible to work with the same data at multiple company locations simultaneously, then synchronizing any changes made between them. The newest version of each document, according to Universal Time Code (UTC), becomes the current version in all synchronized ELO systems within the respective replication set. Any other versions created parallel to the newest one will be placed in the version history.

Replication sets

Replication sets present an identification - all elements in a replication set will be synchronized between locations and repositories that possess this replication set identifier. The creation and management of replication sets requires various additional ELO modules as well as advanced knowledge of ELO.

Repository

Figuratively, the ELO repository represents a room in a building. The filing cabinets are in this virtual room. Whereas ELOoffice allows a reasonable maximum of five cabinets to be used, ELOprofessional and ELOenterprise do not share this limitation.

Repository synchronization

This form of comparison of distributed repositories is related to replication and is primarily used with mobile repositories. In contrast to replication, however, there is a real dependency of the mobile component on the central server in relation to the database. You can find further details on this feature in the manual on replication.

Rights assignment/management

Rights management is the method by which access to documents and folders is assigned and managed. In other words: Who can view something, read its contents, or edit it? In addition, both user-based (user manager) and object-based permissions can be used (the latter involving, for example, only allowing those who possess the proper key to view a folder).

Scan profiles

With ELO scan profiles, you can save various scanner presets without having to use the manufacturer's proprietary software. If you use multiple profiles, you can switch between the various settings without needing to make several repetitive changes to them, such as switching from one-sided (simplex) black and white at 200 dpi resolution, to double-sided (duplex) color at 300 dpi.

Scripting

Scripting makes it possible to substantially automate program procedures with predefined sequences of commands, much like a film screenplay which specifies what and when someone says or does something in a movie. Programming knowledge is a requirement to effectively use scripting.

Search

Searching is a primary function of a DMS system in addition to storing documents. There are various types of searches possible with ELO. These include iSearch, full text search, direct search, and searching through all documents with the same keywording form.

Short name

The Name of the file within ELO - it will be defined via the keywording form.

Signature, digital/electronic

The signature (signing) of documents represents a digital signature and can be legally used to replace a handwritten signature. Signed documents can be filed to ELO.

Stamp

Stamps in ELO correspond to physical rubber stamps. They exist in various formats for both sticky and margin notes.

Sticky note

A sticky note corresponds to yellow Post-it® notes that are applied to paper documents. In ELO, there are both general (yellow) sticky notes and personal (green) sticky notes - the first will be seen by everyone who views the document. The personal sticky note, on the other hand, is only visible to its creator.

System folder

The system directory in ELOoffice is defined as that which contains the repository data, as well as the file syslog.esp.

TWAIN

Name of a standardized interface protocol used by most scanner systems. The usage of ELO scan profiles requires scanner drivers which support TWAIN.

User

This is a person authorized to log onto and work with ELO. Users and user rights are generally created by the Administrator.

User

See users.

User authentication

User authentication consists of a user name and a unique password for each ELO user. Only a correct combination of these two entries permits a user to use ELO.

User manager

This refers to the assignment and management of the rights a user will have within the ELO system. This the responsibility of the Administrator or another user or users with administrator rights.

Users

See users.

UTC

UTC stands for Universal Time Code, which is a unified, coordinated time system for the entire world. It refers to atomic clocks, like that of the United States Naval Observatory in Flagstaff, Arizona. Another name for this term is Coordinated Universal Time.

Version control

By default, ELO works with versions, which means that when a document is checked out, edited, and then checked in again, the original document remains available. It will not be overwritten. In this way, one can access various versions of a document if needed (see Version history).

Version history

This area of the keywording indicates what was changed by which user at what time in the keywording - thus, for example, the creation of a new version, the addition of a new file attachment, etc.

Version history

The document versions record the previously created versions of a document. These can be viewed whenever needed or even be made the current working version. This is particularly important when using replication, broker synchronization (BrokerSync), and repository synchronization (ArcSync).

Workflow

A workflow consists of a series of predefined work procedures for a document. These are each completed by each step's assigned user before being forwarded to the next step. Each workflow includes a start and end point. Workflows must be defined by an administrator. Here is a basic workflow example: an invoice comes in at station 1 of the workflow (receipt confirmation), it gets checked for accuracy at station 2, and then, depending upon the result of station 2, gets forwarded to bookkeeping at station 3 for payment or to a staffer at station 4 who will clarify any discrepancies. A clearly defined workflow is a proven way of automating frequently recurring procedures.