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 the only user that is created during the installation. Only an administrator can create new repositories or make changes to 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. You can find more information in the ELO Barcode manual.

Check out/in

The checkout process refers to removing a document from the Repository work area so it can be edited. It is opened in a corresponding application, e.g. a Word document opens in Microsoft Word, for example, where it can be edited. As long as the document is checked out, it is locked for other users. This prevents multiple users from being able to make changes to a document at the same time. The process of checking in refers to placing the document back into the repository. Depending on the settings of your ELO system, the previous version is retained, which makes it possible to "undo" an editing action.

Data 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.

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 metadata 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 used for these tasks are known as document management systems, or just DMS for short.

Document viewer

This is a program 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 in ELO.

Duplicate check

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

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.

Field

Part of the metadata that allows users to enter specific information (such as the invoice number) to a field that can be searched for later.

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 (metadata) so that they can be found again later (see Search) and storing them in ELO. The system corresponds to the traditional method of filing physical documents. The filed documents make up a part of the repository and database.

Figuratively, the Repository work area represents a room in a building. This virtual room contains filing cabinets full of folders and documents. The Repository work area is where you manage your documents.

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 enables users 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.

Interface

See OLE Interface.

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 structure 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.

Metadata

Metadata are information about an entry in ELO. The metadata are important for finding entries with the search function. Metadata consists of the name of a file as well as additional information in other fields, in the extra text, the metadata options, or version history.

Metadata form

The metadata form contains typical information for the document, such as the file name and other characteristics. A metadata form for e-mails typically includes fields for sender and recipient, whereas one for invoices might include fields for the invoice number, amount due, and payment date, etc.

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.

Permissions

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.

Preview

This is the preview of a document filed to ELO. The preview is displayed as soon as a document is selected. Information: It is not possible to preview all document types.

Reminder

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.

Replication

Replication refers to the comparison of data between multiple separate repositories 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.

Replication sets

Replication sets represent an identifier – all elements in a replication set are synchronized between locations and repositories that possess this replication set identifier. To create replication sets, users require the ELO Replication module and advanced knowledge of ELO.

Rights 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? The system applies user-based rights (user manager) and entry-based permissions (e.g. if only specific users are allowed to view a folder).

Scan profiles

ELO scan profiles allow you to scan documents 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.

Scripting

Scripting enables users to automate functions with commands. 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 different ways to search in ELO. The options include iSearch, full text search, direct search, and searching documents with the same metadata form.

Short name

This is the name of the file as it appears in ELO. It is set in the metadata form.

Signature, digital/electronic

Digital signatures on documents are a legitimate form of handwritten signature. Signed documents can be filed to ELO.

Stamp

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

Sticky note

A sticky note is similar to yellow Post-it® notes that are applied to paper documents. ELO has both general (yellow) sticky notes and personal (green) sticky notes; general sticky notes can be seen by everyone who views the document. A personal sticky note can only be seen by the user who created it.

TWAIN

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