We recommend tailoring the ELO Desktop Client to your needs before you begin using it. Open the configuration by clicking the User menu button.

In the Configuration dialog box, you can change the local user settings. You can define many personal settings yourself; your system administrator will perform all other settings. If necessary, contact your system administrator if you want to change certain settings and you are unable to do so via the Configuration dialog box.

Information: Refer to the Administration chapter for more information on the underlying permissions concept.

The Configuration dialog box consists of multiple categories:

• General
• Checking in
• Color scheme
• View
• Dialog boxes
• Metadata
• Views
• Administration
• E-mail

Configuration - top area

In the top area of the configuration, you can undo configuration steps. Click the left arrow to undo your last change. Click the right arrow to redo the change. By clicking the button with the checkbox icon, you can show and hide the "Set by" column. This shows at what level changes have been made to the settings. Click the red X to clear all user settings. The settings for the next level, such as those for the option group, apply automatically. For more information on the level concept in the configuration, refer to the chapter Making universal changes to the configuration.

Search

You can search the entire configuration. Enter your keyword to the input field with the magnifying glass icon. While entering a search term, search results are filtered and highlighted right away thanks to the "search-as-you-type" function. The first area matching the search input appears. Navigate using the area overview on the left side if the results are spread across multiple areas. You can perform the desired settings right in the search results.

You can minimize the names of the categories by clicking Categories.

Configuration - General

The following settings are available in the General category.

Folder for document templates

Path: Enter the folder for document templates. Select the desired path via the folder icon. The Document from template function automatically opens the defined folder.

My ELO

This is where you define the settings for automatically subscribing to a feed.

You can choose from the following options:

• When filing a document
• When creating a new folder
• When checking in a new version
• When creating a post or comment

Language

In the Language area, you can change the language of the interface via a drop-down menu. Making this change requires you to restart the client.

Keyboard shortcuts

In this area, you can set keyboard shortcuts for several actions. To change the keyboard shortcuts, click the corresponding line and select the keyboard shortcut you want to change.

• Keyboard shortcut for ELO link with drag-and-drop: Select an entry in ELO and perform a drag-and-drop action from within ELO. Pressing the set keyboard command at the same time creates an ELO link.
• Keyboard shortcut for ELO link URL with drag-and-drop: Select an entry in ELO and perform a drag-and-drop action from within ELO. Pressing the set keyboard command at the same time creates an ELO link URL.
• Keyboard shortcut for click & find function: Press the defined keyboard shortcut while double-clicking a word or number in an external program performs a search for this word or number in ELO.

Configuration - Check in

The following settings are available in the Check in category.

Document date

Adjust document date (set to today): Enable this option to automatically use the current date as the date for check-in.

Automatic check-in

Automatic check-in enabled: Enable this option to allow automatic check-in for different file formats.

Multiple Office file formats and PDF are available. To add a file format, select the format on the left and click Add. The file format can be excluded from the list by clicking Remove.

Check-in interval in minutes: Using the spin box, set the interval for automatic check-in.

Configuration - Color scheme

You see which color scheme is currently selected under Color scheme.

To select another color scheme, click your preferred color and then confirm with OK.

Configuration - View (1)

The following settings are available in the upper Display category.

Copy

Behavior when copying an entry in a folder with differing permissions: Determine how the ELO Desktop Client should behave when copying an entry into a folder with different permissions. Two option fields are available: Keep previous permissions unchanged and Replace with rights of the target folder.

Tree view

Show deleted entries until next logoff: To show documents with a deletion marker in ELO, enable this option. Documents with a deletion marker are shown with their short name in square brackets and grayed out in ELO. This option remains active until you log off.

List of recently used entries

Maximum number of entries in the "Recently used" list: Use this spin box to define the maximum number of recently used documents that are shown. You will find the overview of recently used documents in the My ELO work area.

Search

Maximum number of search results loaded: Using the spin box, set the maximum number of search results that are loaded. A lower value improves search times.

Number of index columns for the metadata in the search results tables: Using the spin box, specify how many index columns to show in the metadata.

Open the search options automatically for new searches: To show the search options by default in the Search work area, enable this option.

Document size

Maximum document size of the preview in MB: Determine the maximum megabyte (MB) size a document may have to be displayed in the preview. If a document exceeds the defined size, a notification will be displayed instead of the preview.

Configuration - View (2)

The following settings are available in the lower Display category.

Preview configuration for various file types

In this area, you define which type of preview is used for which file extension. If no preview method is defined for a file extension, the browser preview is used.

Filter: To sort, group, and filter the preview configuration, click Filter.

Browse: The input field with the magnifying glass icon allows you to search the preview configuration. While entering a search term, the "search-as-you-type" function narrows down the results.

Add: To assign a preview method to a new file type, click the plus icon.

This list shows the existing file extension and preview method assignments.

The following preview methods are available from the drop-down menu.

• E-mail preview: Viewer for e-mail files. The available buttons allow you to reply to or forward the e-mail. Your standard e-mail program opens. Metainformation such as the date, sender, subject, and attachments are shown under the buttons. If the e-mail is in HTML format, a browser is displayed. If the e-mail is in rich text format (RTF), a text preview is used.
• Multimedia preview: Uses Windows Media Player for preview purposes. The following file types can be played: MP3, MP4, WMV, WMA, WAV, AVI, MPG, MPEG, MP2, MPA.
• Image preview: Viewer for image files. You can adjust the viewer using the viewer bar. If the document contains annotations, they are shown on an additional tab.
• Windows Explorer preview: Viewer that Windows Explorer also uses. In addition to the existing assignments, all file types can be linked with this preview method. This may require a separate program that provides the preview functionality.
• Text preview: A simple text preview is used as the method.
• Browser preview: The preview is shown in a web browser (Chromium). In addition to the existing assignments, the file types PDF, MP3, MP4, MPEG, PNG, JPEG, BMP, and GIF can also be linked with this preview method.
• Office Online preview: Web preview for Microsoft Office documents. This requires access to a Microsoft Office Online server.

Confirm: Whenever the file type is displayed, you are prompted to confirm whether the file should be opened with the assigned preview type.

X: Click X to remove an assignment.

Task list display options (Desktop Client Plus only)

You can configure the settings for the Tasks work area here.

Information: This configuration option is only available to ELO Desktop Client Plus users.

Maximum number of tasks in the list: Use this spin box to specify the maximum number of tasks that are displayed in the task list of the Tasks work area.

Maximum number of days in the future: The tasks list in the Tasks area contains an overview of all tasks that are due. Use this spin box to specify in how many days a task must be due for it to be displayed in the task list. For example, if you enter 10 days, all tasks that are due in the next 10 days will be displayed. Tasks that are only due in 20 days are not displayed.

Refresh interval in minutes: Use this spin box to specify how often you want the task list to be refreshed. If you do not want the task list to be refreshed automatically, enter "0".

Configuration - Dialog boxes (1)

The following settings are available in the upper Dialog boxes category.

Duplicate check

Behavior when filing a duplicate: Determine how the ELO Desktop Client should behave when filing a duplicate. Three radio buttons are available:

• Confirm via dialog box: A dialog box opens. In this dialog box, you can choose how to proceed with the duplicate.
• Create reference: A reference to the existing document is created at the selected position.
• File again: A duplicate is filed to ELO.

Drag-and-drop

Behavior when dragging and dropping within the 'Repository' work area: Determine how the ELO Desktop Client should behave when you drag-and-drop entries. Three radio buttons are available:

• Confirm via dialog box: The Entry moved to another position dialog box opens. In this dialog box, you can choose how to proceed with entries moved via drag-and-drop.
• Move: The selected entry is removed from its original position and inserted at the new location.
• Reference: The selected entry remains in its current location and is also displayed in the new location as a reference.

Behavior when dragging a file to a document: Determine how the ELO Desktop Client should behave when you drag-and-drop a file from the Windows file system onto a document in ELO. Three radio buttons are available:

• Confirm via dialog box: The Drag-and-drop dialog box opens. In this dialog box, you can choose how to proceed with entries moved from the file system to ELO via drag-and-drop.
• File as a new version of the document: This creates a new version of the document you dropped the file on.
• File as a new document: The document is filed as a new document in the same folder.

Version comment

Dialog box for entering a version comment: Determine whether the dialog box for entering a version comment should be shown. Three radio buttons are available:

• Always show, even when filing a new document: The dialog box for entering a version comment always opens, even when filing a new document.
• Only show when filing a new version: The dialog box is shown when filing a new version, but not when filing a new document.
• Never show: The dialog box for entering a version comment is never shown.

Configuration - Dialog boxes (2)

The following settings are available in the lower Dialog boxes category.

Filing

Behavior when filing an entry from the "Desktop" work area: Determine how the ELO Desktop Client should behave when filing an entry from the Desktop work area.

• Confirm via dialog box: The File to repository dialog box opens. In this dialog box, you can choose how to proceed with entries filed from the Desktop work area.
• Move to ELO: The file is filed to ELO and deleted from the file system.
• Move to ELO and create an ELO link: The file is filed to ELO and replaced with an ELO link in the file system.

Messages

Define the messages that will be displayed. To show a message, check the box next to the relevant option.

• Display message if retention period was set: When a retention period is set, a message in the metadata indicates that the document can no longer be deleted before the set date.
• Display message if metadata does not contain a personal identifier: If no personal identifier is entered to the metadata, a message appears indicating that the fields Personal identifier and End of deletion period are empty.
• Display message when closing and there are unsaved changes: If you attempt to close the client and there are unsaved changes, a message is shown indicating that information may be lost in the process.
• Message when searching for multiple terms in different areas of iSearch: This message appears in the Search work area when performing a search for multiple terms in different areas. This message indicates that the search will only return entries in an area that contain all the terms you are looking up.

Multiple entries as an ELO link

Behavior when creating a link when multiple entries are selected: Determine how the ELO Desktop Client should behave when you select multiple entries and then perform the Send as ELO Link function.

• Confirm via dialog box: The Create link dialog box opens. In this dialog box, you determine how the ELO Desktop Client should behave when multiple entries are selected.
• Create one ELO link per entry: Creates a separate ELO link for each of the selected entries.
• Create an ELO link for all entries: Links all entries within a single file. When the ELO link is opened, the entries are listed in a search view.

Logon dialog box

Show dialog box for selecting functional roles during logon: If you check this box, a dialog box opens when you log on where you can enable your functional roles as needed.

Configuration - metadata

The following settings are available in the Metadata category.

General

Show "Metadata" dialog box when filing: The "Metadata" dialog box is shown when filing an entry.

Link the content of the controls from Word to the metadata: The values of the controls from the Microsoft Word form fields are applied to the metadata when the document is filed to ELO.

Default settings for metadata forms

Set the default metadata form for new documents and folders. Click the drop-down menu (arrow icon) and select a metadata form.

Assign a metadata form to a file type

Specify whether certain file types should only be used with specific metadata forms. This is useful for filing unusual file formats, but can also save time for frequently recurring filing.

File extensions: In this field, enter the appropriate file type, such as pdf or docx.

Metadata form: Select a metadata form from the drop-down menu (arrow icon). To confirm your assignment, click OK.

X: Click X to remove an assignment.

New: Click New to define a new assignment. A new line appears.

Configuration - views

In the Views category, you can create views for folders in the Repository work area.

A folder view creates a tile that gives you direct access to the folder.

Create view

1. Click the green plus icon to create a new view.

The Create view dialog box appears.

2. Enter a name for the view.

3. Select whether you want to display the view as a small or a large tile.

4. Choose a color for the view.

5. Select an icon.

6. In the Folder area, select the folder from the tree that you want to create a view for. With Recently used, you can narrow down the folders to your most recently used folders in ELO. Click the folder icon to create a new folder.

7. Click OK.

The view you created appears in the Views category. You can delete the view by clicking the X icon or edit it by clicking the pencil icon.

Configuration - Administration (1)

The following settings are available in the upper Administration category.

Profile management

The Profile management area lists all available profiles with the name and corresponding URL.

To copy, delete, or edit an existing profile, select the profile.

To create a new profile, click the green plus icon. The Create new profile dialog box opens. Enter the profile name and the corresponding ELO Indexserver URL. The system verifies whether the ELO Indexserver is available. If successful, Server available appears in green. To add the profile, click OK.

To insert a copied profile from the clipboard, click the insert icon. The name of the profile and the URL were copied with the following syntax: <profile name>;<logon type>;<URL>. The syntax distinguishes between two logon types. The U stands for logon with user name, while the S stands for SSO (Windows user account). If you only have the ELO Indexserver URL on your clipboard, the profile name is generated based on the URL.

To see what passwords have been saved for which repositories and users, click the key icon. The Passwords dialog box opens. To remove saved passwords, click X and confirm with OK. To remove all passwords, click Remove all passwords and confirm with OK.

Log on to the last repository automatically when starting the application: Enable this option to automatically log on to the most recent repository with the same user data when starting the application.

Checkout directories

Files have to be taken from the ELO repository to edit them. During editing, they are checked out and saved as temporary files to a folder in the file system. In the list, you see all available checkout directories. Use the control to enable/disable each individual checkout directory.

Clicking the folder icon allows you to view the content of the checkout directory on the file system.

Clicking the green plus icon creates a new checkout directory on the file system.

Please note: The checkout directories are cleaned up automatically. All files that are not checked out by ELO Desktop Client are deleted.

Configuration - Administration (2)

The following settings are available in the upper Administration category.

Log file overview

Log file path: The path to the log file in the file system. To change the path, click the folder icon. A dialog box opens in which you can choose a new directory for the log files.

Log level: In the drop-down menu, define the log level for the log files. There are four possible levels which range from no log information at all up to detailed logging.

Log file for the current day: Shows the log file of the current day in an overview. By clicking Filter, you can sort, group, and filter to narrow down the results. The search field next to the magnifying glass icon also allows you to narrow down the results with its search-as-you-type function.

To view a line in more detail, select the entry and click the arrow at the end of the line. The origin and, optionally, the error message are shown here.

There are three buttons below the log file:

• Refresh: Refreshes the overview.
• Open: In the directory, select the desired log file and confirm with Open. The file appears in the Log file area.
• Send: In the directory, select the desired log file and confirm with Open. An e-mail opens in your standard e-mail program with the log file attached.

Configuration - E-mail

The following settings are available in the E-mail category.

E-mail filing

Define the behavior when filing e-mails. Using the radio buttons, choose between the following options:

• Confirm via a dialog box: During filing, a selection dialog box appears every time.
• With attachments: E-mails and attachments are filed together.
• The e-mail and the attachments are filed separately to the same folder.
• Only the e-mail attachments are filed.

Pre-fix for labeling filed e-mails: To label filed e-mails, you can define a prefix here.

Delete e-mail after filing: If you check this box, e-mails are deleted in Microsoft Outlook once they are filed to ELO.

Attachments

Icon for e-mails with attachments: Select an icon for e-mails with attachments from the drop-down menu.

You can optionally select the following options:

• Add [A] before the short name of attachments filed to ELO
• Add e-mail subject to short name for attachments in ELO