Glossary
The ELO glossary explains and defines important terms, expressions and keywords related to ELO.
Access right
See: Permissions.
Access rightAdditional modules
Functional modules that are not included in the standard ELO package. They require separate installations and special knowledge of their respective topics.
Additional modulesAdministrator
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.
AdministrationAdministrator 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.
Administrator rightsAnnotations
See also: Sticky note and margin note.
AnnotationsBarcode
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.
BarcodeCheck out/in
To work on a document in the repository, it first needs to be checked out. It is opened in a corresponding application, e.g. a Word document opens in Microsoft Word, for example, where it can be edited. While the document is checked out, it is locked for other users. This is another way in which the system replicates paper-based document processes, just as checking the document back in is like putting a document back into a filing cabinet. However, unlike paper documents, previous versions are also saved and you can undo changes.
Check out/inData backup
An effective data backup concept prevents data loss on a large scale. It should be performed on a regular basis. The type and scope of the necessary measures are dependent upon each system.
Data backupDatabase
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.
DatabaseDocument
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.
DocumentDocument 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 management system (DMS)Document viewer
This is a function integrated into ELO which allows documents to be (pre-)viewed.
Document viewerDrag-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.
Drag-and-dropDuplicate
A duplicate is a document which exists more than once in ELO.
DuplicateDuplicate 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.
Duplicate checkDVD 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.
DVD publicationELO 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.
ELO ViewerELOenterprise
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.
ELOenterpriseELOprofessional
This DMS solution is ideal for medium-sized companies and usually uses Microsoft SQL Server as its database.
ELOprofessionalEncryption 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.
Encryption key/encryptionEntry
This is the general term for folders or documents in ELO. An entry can refer to one or the other.
EntryFile 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.
File systemFiling
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.
FilingFiling 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.
Filing cabinetFull 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 work, the document must have been added to the full text database. The full text search does work with all document types.
Search, full textIndex/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.
IndexIndex fieldInterface
See OLE Interface.
InterfaceKeys
Keys are a way of assigning rights to specifically limit access to folders and documents. Only users who have the necessary keys can open the locked entries. The permissions are verified without any user interaction.
KeysKeywording
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.
KeywordingKeywording form
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.
Keywording formMargin 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.
Margin noteOLE 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.
OLE interfacePermissions
Permissions allow you to restrict access to an entry in ELO. This means ELO users only see the entries the ELO administrator has given them access to. There are user-based permissions as well as entry-based permissions.
PermissionsPreview
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.
PreviewReminder
Reminders help you to keep on top of your tasks so that you know when you need to check or forward a document, e.g. to approve a supplier's invoice in time to take advantage of an early-pay discount. In ELO, that means that the document appears in the Tasks work area and can be edited there.
ReminderReplication
Replication refers to the comparison of data between multiple repositories with equal rights through the use of replication sets. This enables users to work with the same data at multiple company locations simultaneously and subsequently synchronize 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.
ReplicationReplication sets
Replication sets represent an identifier – all elements in a replication set are 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.
Replication setsRepository
Figuratively, the ELO repository represents a room in a building. The filing cabinets are in this virtual room. Whereas ELOoffice allows a maximum of five cabinets, ELOprofessional and ELOenterprise do not have this restriction.
RepositoryRepository synchronization
This method of comparing distributed repositories is related to replication and is primarily used with mobile repositories. Unlike replication, however, the mobile component on the central server is dependent on the master data. You can find more details on this feature in the manual on replication.
Repository synchronizationRights assignment/management
Rights management refers to assigning and managing access to documents and folders. In other words: Which users are able to view or edit a document? In addition, both user-based (user manager) and entry-based permissions (e.g. when only the owners of a specific key are allowed to see a folder) are used.
Rights assignment/managementScan profiles
With ELO scan profiles, you can use default settings to scan without having to use the manufacturer's proprietary software. If you use multiple profiles, you can switch between the different settings used without having to repeat entries, such as switching from one-sided (simplex) black and white at 200 dpi resolution, to double-sided (duplex) color at 300 dpi.
Scan profilesScripting
Scripting enables users to automate functions with commands. Programming knowledge is a requirement to effectively use scripting.
ScriptingSearch
Searching is a primary function of a DMS system in addition to storing documents. There are various types of searches in ELO. These include iSearch, full text search, direct search, and searching through all documents with the same keywording form.
SearchShort name
The Name of the file in ELO. This is defined in the keywording form.
Short nameSignature, digital/electronic
Digital signatures on documents are a legitimate form of handwritten signature. Signed documents can be filed to ELO.
Signature, digital/electronicStamp
Stamps in ELO correspond to physical rubber stamps. They exist in various formats for sticky notes and margin notes.
StampSticky 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.
Sticky noteSystem directory
The system directory in ELOoffice contains the repository data as well as the file syslog.esp.
System directoryTWAIN
Name of a standardized interface protocol used by most scanner systems. The use of ELO scan profiles requires scanner drivers which support TWAIN.
TWAINUser
This is a person authorized to log onto and work with ELO. Users and user rights are generally created by the Administrator.
UserUser 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 log on to ELO.
User authenticationUser 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.
User managerUTC
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.
UTCVersion 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 controlVersion 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 historyVersion 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).
Version historyWorkflow
A workflow consists of a series of processing steps for a document. These are each completed by respective users 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 is received at step 1 of the workflow, is checked at step 2, and then, depending upon the result of step 2, is forwarded to accounts at step 3 for payment or to a user at step 4 if there any questions that need to be resolved. A clearly defined workflow is a tried-and-tested method for automating frequently recurring processes.
Workflow