Open

The Configuration dialog box is accessed via the ELO Repository tab > Tools group > Configuration (gearwheel icon).

Use the Configuration dialog box to centrally adjust the local user settings. You can define many personal settings yourself; your system administrator will perform all other settings.

If necessary, ask your system administrator if you want to change certain settings and you are unable to do so via the Configuration dialog box.

Information: The permissions concept of the configuration is explained in the Administration chapter.

Search

You can search the entire Configuration. Enter your keyword to the input field with the magnifying glass icon. The configuration area is hidden. A list with areas from the configuration appears automatically. You can perform the desired settings right in the search results.

Configuration - General

This contains the Document templates, ELO link, Copy, Office documents, and My ELO areas.

Document templates

Define the location where ELO stores document templates here. You should manage your document templates in a separate ELO folder. Click Browse to select the desired path. The Document from template function automatically opens the defined folder.

ELO link

Use the radio buttons in the ELO link area to select whether the ELO links, i.e. ECD files that have been clicked should be opened in Outlook or in another ELO client. If more than one client (Windows and Java Client on a PC) is installed, the setting will apply for the client that has been defined in the system as the default application for opening ECD files.

Copy

When copying entries, in the Copy area you can use the radio buttons to select whether the permissions are replaced by those of the target folder or whether the current permissions will remain in place.

My ELO

To automatically subscribe to a feed, enable the box for specific events that can be triggered by users:

• Filing a document
• Creating a folder
• Creating a new document version
• Creating a feed post or comment

Configuration - Check in

This contains the Document date and Automatic check-in areas.

Document date

Here you define whether the date of a document should be updated automatically when it is filed.

Automatic check-in

Checked out documents are locked for other users. Locked documents can be unlocked automatically and checked back into the repository after a certain period.

However, you must have selected the Automatic check-in enabled option for this to work.

You define which documents automatic check-in should apply for via the list of Available file formats. Click Add to automatically check in file formats. Use Remove to undo this action for the selected file format.

You define the automatic check-in interval via the Check-in interval (in minutes) function.

Information: You need to disable the automatic check-in function to change the file format selection.

Configuration - Keywording

This is where you configure the Default settings of keywording forms, Assign a keywording form to a file type, and Select an entry type for e-mails with attachments.

Default settings of keywording forms

Every new entry in ELO (files, e-mails, folders) must be keyworded. Define the preset keywording forms for new folders and new documents here. Clicking the triangle icon opens a drop-down menu with the existing keywording forms.

Search

You can also search for documents via a keywording form. Set a keywording form for this under Keywording search.

Assign a keywording form to a file type

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

First, enter the desired file type. Then, connect it with a keywording form via the drop-down menu. When you click Save, the connection appears in the text field below.

You can redefine these connections by clicking the selection pair and then Edit. Click Delete to remove a connection of the file type and keywording form.

If you enable the Transfer the content of the controls in Word to the keywording information option, the control element values are transferred from the Microsoft Word form fields to the keywording information during filing to ELO. If a Word control is assigned to an index field in ELO, the content is synchronized automatically.

Select an entry type for e-mails with attachments

Here is where you define the default entry type for e-mails with attachments. Select the desired entry type from the drop-down menu. E-mails with attachments are then filed under the corresponding entry type. The icon that represents the entry type is displayed.

Configuration - View (1)

The Configuration > Display area at the top contains the following topics:

• Repository tree
• Viewer pane
• Search
• Dialog boxes
• Document size
• List view

Repository tree

Define here whether the ELO repository tree should only show folders or also documents.

Deleted entries

Define here whether deleted entries should still be visible after deletion.

Automatically switch to ELO

Define whether you want to automatically switch to the ELO interface in the Outlook Client when you click an entry.

Viewer pane

Define here whether the viewer pane shows up on the right-hand side or on the bottom.

Search

Here you can limit the extent of the search results.

Dialog boxes

You can enable and disable different dialog boxes here via check boxes.

Document size

With large documents, the ELO Client for Microsoft Outlook will require a certain amount of time until the preview is loaded. To prevent wait times, you can set here whether a confirmation should appear beforehand for large documents.

List view

Define here whether the list view should show the folders and documents separately or mixed.

Configuration - View (2)

The Configuration > Display area at the bottom contains the following topics:

• Table columns
• Number of priority fields
• Number of index columns

Table columns

Five different types of tables are displayed in the list view: Repository, In use, Search/iSearch/ELO, Search/iSearch/Outlook, and Search/Search keywording/ELO. Here you define which details should be displayed for every type in the tables of the list view. When you click the Change button, the Change table dialog box appears in which you can move, enlarge, show or hide table columns.

Information: The tables can only be shown for configuration after they have been viewed in the client once.

Number of priority fields

Use the spin box to define the maximum number of columns with high priority that may be displayed in the table.

Number of index columns

Using the spin box, specify how many index columns to show in the keywording search results table.

Configuration – Repository

The Repository area contains the areas:

• Check for duplicates when filing
• E-mail filing
• Automatic e-mail filing
• Drag and drop within the repository

Check for duplicates when filing

Using the radio buttons, choose between the following options:

• For a duplicate check, a selection dialog box appears every time.
• The file is always added in duplicate.
• A reference of the file is always created.

E-mail filing

Define how e-mails with attachments should be handled. Attachments can be filed together with the e-mails or separately. Using the radio buttons, choose between the following options:

• During filing, a selection dialog box appears every time.
• E-mails and attachments are filed together.
• The e-mail and the attachments are filed separately from one another.
• Only the attachments are filed as separate documents.

Enable or disable the following check boxes to determine what should happen after an e-mail is filed:

• Delete e-mail in Outlook after filing to ELO
• [A] before the short name of attachments
• Insert e-mail subject in names of attachments
• Archived e-mail prefix: The default prefix for e-mails that are filed in the Outlook Client is [ELO]. You can change this prefix in the input field.

Automatic e-mail filing

You can automatically file e-mails contained within an Outlook folder by assigning the Outlook folder to a filing path in ELO.

Please note: Automatic e-mail filing is not possible in the following cases: (1) The Outlook folder to be filed is a public Microsoft Exchange folder, an IMAP folder, a folder in an MSN Hotmail account, or a Microsoft SharePoint Foundation folder. (2) The permissions level for the folder is set to only Read. (3) The store provider does not support hidden elements.

To make the most of the automatic e-mail filing function, we recommend creating rules in Microsoft Outlook for automatically moving e-mails to specific folders.

First of all, specify whether you want to create references for additional recipients using the check box. If this option is enabled, a reference is created in the repository for every additional recipient of the e-mail.

The Outlook folders that have been assigned to an ELO filing path are listed in an overview.

Define automatic filing to the repository

1. Click the New button to define a new assignment.

The Define automatic filing to the repository dialog box appears.

2. Select the Outlook folder for automatically filing e-mails.

3. Click the Search button to select a fixed filing path in ELO.

4. Click OK to save the path you have assigned to the Outlook folder.

The new assignment is now listed in the Repository area of the configuration.

Dynamic extension

This dialog box enables you to define dynamic extensions for the filing path.

1. Click the New folder level button to create a new folder level. You can select from eleven variables in the drop-down menu.

Optional: Click the Delete folder level button to delete any folder levels that you have accidentally created.

2. Click OK to save the path you have assigned to the Outlook folder.

You have now configured automatic filing to the repository. The next time an e-mail arrives in the defined Outlook folder, filing will begin automatically.

Details on the assignment

If you have already automatically assigned a folder to the repository, the details of this are displayed when you click the Repository area of the configuration.

Click the Delete button to delete an assignment. To activate or deactivate an assignment, click the Activate or Deactivate buttons.

Details are listed for each assignment:

• The Status shows whether the service is running.
• Outlook folder
• Path to the Outlook folder
• Repository folder
• Path to the repository folder
• Dynamic extension (if created).

In the log overview, you see which entries were automatically filed to the repository and when they were filed.

Drag and drop within the repository

Determine how the client handles entries that are dragged and dropped. Select one of the following options:

• A selection dialog box appears every time an item is dragged and dropped.
• The file is always moved.
• A reference is created every time.
• The file is always copied.

Configuration - Administration (1)

The Configuration > Administration area at the top contains the following topic:

Enable or disable functions. This area is only visible to users with administrator rights.

Enable or disable functions

Enable or disable the functions in the list by clicking the corresponding check boxes. The function is available if the check box is selected. If the check box is cleared, the corresponding function is no longer displayed on the user interface.

Enable all: All functions are enabled.

Disable all: All functions are disabled.

Configuration - Administration (2)

The Configuration > Administration area at the bottom contains the following topics:

• Working with other clients
• Log file summary

Working with other clients

When files from the ELO repository are edited, they must be taken from the repository. During editing, they are checked out and saved as temporary files to a folder on the local computer. Here you can:

Add: Define new checkout directories on the computer.

Delete: Delete checkout directories.

Activate: Add directories to this list.

Deactivate: Remove checkout directories from the list.

Open directory: View the content of the checkout directory.

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

Log file summary: Here, you find information on the log files.

Log file path: You can view the current path to the log file here and change it, if needed. To change the path and, if necessary, the folder, click the Browse button. A dialog box appears with which you can open the file system and add new folders.

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: Shows the log file of the current day in a table.

There are three buttons to the right of the log file:

• Refresh: Refreshes the open log file.
• Open: In the directory, navigate to the desired log file and confirm the dialog box with Open. The file appears in the Log file area.
• Send by e-mail: Sends the open log file as an e-mail attachment in TXT format using the default e-mail program.

Details: Here, you can see the details of a specific file in the Log file overview. The Details will only become active when a line has been selected in the overview table. The following details are shown:

• Message
• Class
• Method
• Line
• Date
• Application
• Error message