DOCMAN Configuration
ITAS introduces a new and improved DOCMAN in release 8.7.1.739. The purpose of this communication is to inform you of the configurations that are available in the new DocMan, so you can best take advantage of the features.
New Features
Trader Desktop DocMan has many new features including:
- Uploading and indexing multiple documents at the same time via the Smart Panel.
- New Company Documents screen including:
- Easy searching across all company documents you have access to.
- Save personal filters e.g. All Invoices or company X Trade docs.
- New Unindexed Documents screen to view all documents that require additional index information.
- Automatic Indexing Service which can watch multiple folders and index documents as they are created.
Configuration
In order to get the best out of the new DocMan system there are multiple configuration parameters you should be aware of. These settings will be changed by the ITAS support team.
| Item | Description | Options | Required |
| Auto Index Folder | This folder is used to pick up new documents to index. Multiple locations can be set, for example you may have one folder for invoices and a separate folder for contract documents. The default configuration is /ITAS/Comp/DroppedFiles/ | The DroppedFiles folder will need to be created manually. | Yes |
| Auto Index sub-folders | Auto indexing can be set up to automatically allocate Company ID (Trading Entity) and DocTyoe. This is done by creating a folder tree in side 'DroppedFiles' where the first level is CompanyId and the second DocType. Files dropped in any of these folders will be automatically indexed. For example files dropped in /AB/Invoices will be indexed in the AB company using the Invoices document type, files dropped in /DC/ClientDocs will be automatically indexed using the DC company and the ClientDocs document type. Partial configurations are also possible so files dropped in /AD/ will be indexed using the AD company but without any document type. Users can then access these documents in the Unindexed Document screen in order to add the DocType value and confirm the index. | Add folders and sub folders to enable automatic assignment of Company and DocType indexes. | No |
| Auto Index User | The ITAS Username that appears against any documents that are auto indexed can be changed, the default values are: Name: DOCMAN_SERVICE Initials: D2X This ITAS account will be created when the service starts. | Set the user who auto indexes documents. | Yes |
| Auto Index Service Account Permissions | The DOCMAN_SERVICE account used to auto index documents is a regular ITAS user account. As such it can be assigned access to companies in CMP or not. This account will only process documents for companies it has 'write' access to. This means CMP can be used to restrict the documents auto processed on a company by company basis. Be default no companies are enabled for auto indexing. | Grant the D2X user access to companies to auto index documents. | Yes |
| DocType | The Document Type index is a sub-folder of the 'Comp/{Company}' folder where documents are stored. To add or remove new DocTypes add or remove the folders in the file system. DocType values are company specific. Please note that this is not the DroppedFiles folder it is the regular Comp folder. | Add or remove DocTypes via the file system. | Yes |
| Conditionally Mandatory Indexes | ITAS 8 DOCMAN introduces the idea of 'conditional' indexes. This means that if a document is associated with a specific DocType, other indexes can then become required fields. For example, if a document is a CLIDOC doctype the ClientAccount index can be a mandatory field. This works for multiple indexes so a ContractDoc can require ContracID and WipID if necessary. This configuration is bespoke and there are no default values. | Create mandatory indexes based on DocType. | No |
| Public Filters | Both the Company Documents and Unindexed Documents screens can be enhanced by saving your favourite filters for example Invoices from Company XX or documents added today. This feature can be further extended by adding public filters. Public filters are available to all users and can be created by Administrators. | Admins create Public filters available to all users. | No |