Before you start using the software product, you must first install it. It is the installation process DIRECTUM systems and this article will be devoted to it.
In some cases, it is necessary to remove an application and install it from scratch, for example, when installing more than new version. Since such situations often arise, I could not ignore the issue of deleting information about a product; the corresponding section will be devoted to it.
All recommendations are taken from the documentation included in the delivery of the system and from the knowledge base; I will provide links to its articles further in the text.
So, let's imagine that in front of us is a distribution kit of the system. If you have no previous installation experience, many questions may immediately arise. In what order should the installation be performed? What parameters should I install with? Will I need to configure anything additional in the operating system?
Indeed, it is necessary to follow the sequence of actions during installation; it is often necessary to configure rights to NTFS directories in a certain way, include them in the necessary user groups, etc. For this reason, no matter how trivial it may sound, installation must be carried out in accordance with the instructions, which fully describe the installation procedure.
So, where to start the installation? First of all, before you begin the actual installation, you need to make sure that your computer meets the hardware and software requirements. Can the application be installed on this computer in principle? Please note that updating system-wide software in some cases entails the need to update application software. In particular, a lot of questions are received regarding the compatibility of DIRECTUM with new Microsoft products, for example, Windows 8. All requirements can be found in the document “Typical hardware and software requirements”, which is always included in the system delivery package.
Often, distributions are stored on a network resource, and installation is carried out from there. Indeed, this is very convenient for many reasons - storage reliability, access from any computer over the network, etc. The client part, integration with office applications, as a rule, is installed exactly this way - from network “shares”. Please note that not every application can be installed this way - it may require installation with local disk. In particular, this nuance concerns the installation of the server part. When trying to install from network resource The following error may appear: "Error Windows package Installer. The installation completion script cannot be run..." ().
Some applications must be installed with permissions local administrator, there is always a corresponding note in the instructions. In OS Windows Vista and above, you must explicitly indicate this using the clause context menu"Run as" In cases where you need to perform actions on the command line, command line should also be run as a local administrator. If the installation is performed without local administrator rights, then you may not have enough access rights to perform some actions. Thus, the necessary libraries or COM servers will be unregistered in the operating system. Also, when installing some modules, a Windows log is created, which requires local administrator rights.
Special cases
In the previous section we looked at general recommendations on installation. Now I propose to examine several special cases that often occur in practice.
Let's start our review by installing Russian-language Microsoft SQL Server 2008 R2 RUNTIME. Distribution Microsoft SQL Server is supplied under a RUNTIME agreement and is designed to work only with the DIRECTUM system. In this case, the functionality of the system is guaranteed only with a certain set of components. What happens if you choose the composition of the components not according to the instructions, but, say, all the components in general? In particular, the Russian-language distribution of SQL 2008 R2 RUNTIME does not contain the Reporting Service component, so an installation error () will occur.
I recommend using special characters in SQL user passwords with great caution. I don’t encourage you to completely abandon special characters, but it’s better not to use them unless there is a special need for it. Why should you try to avoid this? If you specify a user whose password contains an apostrophe in the SQL server connection parameters, the error “There is a problem with this Windows Installer package…Format of the initialization strings does not conform to the OLE DB specification” will appear. Accordingly, to eliminate the error, you need to change the password ().
Removing product information
Sometimes a product is not completely deleted and the product record remains in the system. For example, in the case of the client part of the DIRECTUM system, this may cause incorrect installation of later versions of the DIRECTUM system on this computer. Also, there were cases when, when installing an application, messages appeared that the application was already installed.
To correctly remove information about an application installed with errors, many programs have been written. In such cases, we recommend using the MsiZap utility from the Windows Platform SDK. The utility is distributed along with the DIRECTUM distribution and is located in the \Utils\MsiZap folder.
To launch the utility and perform steps to remove data about an application installed with errors, you must run the following command MsiZap.exe T (ProductCode) ().
Conclusion
The search for a solution may not be limited to the knowledge base on the DIRECTUM support site. Useful information can be found, for example, on Microsoft websites. Often knowledge base articles link to Microsoft resources (see articles #4301 and #4869).
Installation – very extensive subject area, we have only covered a small part. If this topic is of interest to site visitors, perhaps in the future articles will be written in which we will analyze the intricacies of installing individual modules.
Finally, we wish everyone quick installation and stable operation of the system!
INSTRUCTIONS FOR WORKING WITH THE DIRECTUM SYSTEM VIA WEB ACCESS (for EDMS users) Contents Purpose of web access......................................... ........................................................ ......................................... 3 Supported browsers...... ........................................................ ........................................................ ......... 3 Login to the web access site.................................... ........................................................ .................................. 3 Web access explorer............ ........................................................ ........................................................ ......... 4 Lists of objects.................................................... ........................................................ ............................................... 5 Structure of object pages. ........................................................ ........................................................ ......... 6 Predefined folders.................................................... ........................................................ ................................ 7 Working with folders.................. ........................................................ ........................................................ ................. 7 Working with documents.................................... ........................................................ ........................................... 8 Working with tasks and assignments. ........................................................ ........................................................ ....... 9 General information........................................................ ........................................................ ................................... 9 Procedure for completing the task.......... ........................................................ ........................................................ 10 Searching for objects................................................... ........................................................ ....................................10 Search procedure...................... ........................................................ ........................................................ .10 Exiting the web access site.................................................... ........................................................ ...................11 2 Purpose of web access The web access server allows you to work with the DIRECTUM system through browsers and is intended to organize access to the system in the following cases: 1. Over the Internet. 2. By local network: from computers on which it is not possible to install the client part of the DIRECTUM system, for example, the computer has low-power hardware or an inappropriate operating system is installed on it; for users who do not need all the functionality of the client part of the DRECTUM system, for example, for users who view documents or perform tasks. The functionality of the web access server is limited compared to the wininterface. The instructions are intended for users familiar with the basic skills of working in the EDMS (Instructions for working with the Directum system). Supported browsers You can work with the Directum system via web access from the following browsers: FireFox 3.6 and higher, Internet Explorer 6.0 and above, Opera 10.0 and above, Safari 4.05 and above. In other browsers, system functionality is not guaranteed. Logging into the web access site To log into the web access site, do the following: 1. Open your browser and go to: directum.isu.ru. The login page will open. 3 2. In the “User” and “Password” fields, enter the user name and password of the “Directum” system, respectively. 3. Click the Login button. If you need to change your login password, follow the “Change Password” link. As a result, the web access explorer will open. Web access explorer The web access explorer has the following structure: Toolbar Information section Folder tree Folder content area Information section. The information section displays the system name, organization name and name current user. On the right side there is a hyperlink “Exit” to finish working with the explorer. 4 Toolbar. The toolbar contains buttons designed to perform basic actions in Explorer. The composition of the buttons on the toolbar is fixed and does not depend on the contents of other sections of the explorer. Folder tree. On upper level The folder tree contains four predefined folders. The user always sees these folders. At other levels of the tree there are folders created by system users. The user sees only those folders to which he has rights. The folder names are links. When you click a link, the contents of the folder are displayed in the folder contents area. Folder content area. The folder contents area displays links to those objects nested in the current folder for which the user has access rights. The folder content area is a list of objects. Lists of objects Lists of objects in web access have the following form: Sorting area Filtering area List element 5 Title line. The title bar displays the names of the fields. The composition of the fields depends on the type of objects displayed in the list. Filtering area. In the filtering area there is a field for entering a value by which to filter the list. A prompt is displayed in this field before you enter a value. To the left of the filtering field there is a checkbox that is used to mass select or deselect all elements. If a filter is installed, only filtered elements are highlighted. List elements. Each list element contains general information about one object. Structure of object pages Pages of folders, documents, tasks, tasks and directory entries have the following structure: Information section. The information section displays the system name, organization name and current user name. On the right side there is a “Close” link to close the object page. Toolbar. The panel contains buttons designed to perform basic actions with the object. Bookmarks area. The composition of bookmarks depends on the type of page. Bookmark content area. The content area displays the contents of the active bookmark from the bookmarks area. 6 Predefined folders At the top level in the folder tree there are four predefined folders: Inbox – contains links to tasks addressed to the current user; Outbox – contains links to tasks initiated by the current user; Favorites – designed to store links to documents needed by the current user; Shared folder – contains links to documents needed by most users of the DIRECTUM system. The Inbox, Outbox, and Favorites folders are the user's personal folders. Each user changes their structure and content at his own discretion. The Public Folder folder is shared by all users. Its structure and content are usually changed by one or more responsible users. Working with folders On the web access site you can perform the following actions with folders: 1. create folders; 2. view and change folder cards; 3. view and change the contents of folders. Other actions available through the desktop client cannot be performed. For example, you cannot view the history of working with folders. 7 Working with documents On the web access site you can perform the following actions with documents: 1. View and change document cards. The list of cards available via web access is configured by the administrator. 2. View and change document texts. 3. Configure access rights to the document. 4. Export documents to files and import from files. 5. Create document versions by importing into a new version. 6. Link documents. 7. View the history of working with documents. All other actions available through the win interface cannot be performed. For example, you cannot encrypt documents and view encrypted documents, you cannot delete versions and documents themselves, you cannot change the stage life cycle document. It is advisable not to create documents via web access. This procedure is very problematic. 8 Working with tasks and tasks On the web access site you can perform the following actions with tasks and tasks: 1. 2. 3. 4. 5. 6. 7. 8. create tasks; to complete tasks; create subtasks; work with task and task attachments; stop and restart tasks; configure access rights to tasks and tasks; view the status of tasks and assignments; view the history of work with tasks and assignments. All other actions available through the win interface cannot be performed. For example, you cannot resume or delete tasks, you cannot sign tasks and tasks with an electronic signature. General information While processing task routes, executors receive tasks. Links to tasks are automatically placed in the performers' inbox. Tasks can be of the following types: Task – the executor must perform the work described in the text of the task, and after that complete the task in the system; Notification – the performer can simply take note of the information contained in the text of the task and not perform any actions in the system. 9 After all performers have completed the tasks, the initiator receives a control task. The link to the control task is automatically placed in the Inbox of the task initiator. How to complete the task To complete the task, do the following: 1. Open the task page. 2. Reflect in the text of the assignment information about the work performed. 3. On the toolbar, click the (Run) button. As a result, the task will move to the Completed state. Searching for objects To access system objects that are not nested in any folder or it is not known in advance which folder the objects are nested in, searches are used. On a standard web access site, you can use standard searches for documents, tasks, assignments, and general search. General search allows you to simultaneously search for documents, tasks, assignments and folders using the same criteria. Search procedure To search for documents, assignments or tasks, do the following: 1. In the web access explorer, on the toolbar, click on one of the following buttons: to search for documents; to search for tasks; to search for tasks. A form for specifying criteria will open in the folder tree area. The composition of the criteria depends on the type of search. For example, the form for specifying document search criteria looks like this: 2. Fill out the criteria. 10 3. Press the button. As a result, a list of objects that meet the entered conditions will open in the folder contents area. The list will only contain those objects for which the current user has rights. Exiting a web access site To exit a web access site, close the web access explorer. To do this, follow the “Exit” link located in the information section of the explorer. As a result current session The work will complete and the login page will open. You can simply close the login page in your browser. eleven
DIRECTUM company announces the release of DIRECTUM 5.5. The new version is aimed at building the interaction of different ECM systems within one organization, implementing a single process from document creation to approval with counterparties, and improving the usability of working in the system. We paid attention to users, developers and administrators: we refreshed the interface, simplified the development of web modules by moving away from .NET as much as possible, developed a new solution for intersystem interaction, as well as a new connector to 1C.
Modern web client
In the new version, we have made working in the web client as simple and convenient as possible by updating the interface:
To relieve the user's workspace, basic actions, such as creating, launching and searching for objects, have been moved to the top part of Explorer:
In addition, they abandoned the tape. Now a more compact action bar is used:
As you noticed, the appearance object cards, in particular, bookmarks have been moved to the top of the screen.
For more information about what's new in the version for users, see the video.
Lightweight desktop client
The desktop client also did not stand aside. For more comfortable work, we have updated color scheme, covers and icons:
To keep frequently used folders in quick access, to the top level and arrange in a convenient order. After upgrading to the new version, folders that were previously in the folder panel will automatically be pinned to the top level of the tree:
Even if you exit DIRECTUM, the system will remember which top-level folders were expanded.
Every organization conducts newsletters and employee notifications, resulting in a large number of notifications. To avoid overloading Explorer folders, it is better to delete notifications after reading them. Using the new button Read and delete you can easily deal with this:
If you do not use the preview, you can remove the link to the notification from its card using the button Remove link. The link will be removed from the folder from which the notification was opened.
For comfortable work on monitors with high resolution in Explorer.
In addition, we simplified the folder icons and navigation bar, updated the design of route diagrams to improve clarity: in view mode we simplified the list of actions on the ribbon and removed the alignment grid.
We also changed the appearance of statuses and removed seconds that took up useful space in the date columns. You can now enable a preview pane in the Related Documents window.
Easy web module development
In version 5.5, we focused on simplifying the modification of web modules: now you will less often resort to .NET and JS development, since most of the improvements for the web client can be done using the usual ISBL.
Calculations in events“Form-card.Display”, “Record.Opening”, “Before selection”, “After selection”, “Data set.Opening” will be picked up automatically in the web client. This means that you don’t have to write calculations in .NET to hide and control the availability of details, to filter data when selecting the value of the attribute and opening the directory.
Often, in order to perform any client-side actions using the Web Access Client API, it was necessary to get the value of an application constant. This could only be done using a special web service or script, sending an additional request to the server. Now the web developer will be able to use the value of the constant in calculations by checking the box Available in the Web Access Client API in the desktop client:
Development of the developer tool
IN previous versions To perform ISBL calculations with parameters and the returned result in the web client, it was necessary to use scripts and functions that were created separately from the current component. In DIRECTUM 5.5, all calculations are stored in one object - applied method, which has parameters and a return result. provide simple reuse computing, thereby simplifying desktop and web development.
We'll talk about other changes in the next article.
Unified mechanism for working with documents
DIRECTUM 5.5 will allow you to organize the entire process of working with a document: approval within the company, sending to counterparties through the exchange system, control of the return of the document and storage in the EDMS:
After the document has been approved within the company, a standard route will automatically be launched to send documents to the counterparty. The functionality of electronic exchange with counterparties can now be easily into any standard routes using application dialogs and standard route blocks.
In addition, from version 5.5, the technical solution “Electronic archive of financial documents” has been transferred to the standard DIRECTUM delivery as . The electronic archive stores documents, coordinates primary accounting documents and prepares for various audits.
Thus, the entire process of internal and external document flow will be continuous, transparent to the user and easy to configure at each stage.
Sending and receiving documents from exchange systems is also supported in the web client.
The “Integration with exchange systems” module itself has been renamed to “Exchange with counterparties”. In addition, work with organizations that work with several exchange systems has been implemented through:
Intersystem communication
Large companies use business processes that connect users and objects of parent and subsidiary organizations. For example, subsidiaries negotiate contracts with the parent organization, and the head office sends instructions to the subsidiaries. To ensure transparency of such processes at the level of the entire corporation, DIRECTUM offers a new solution for interaction different systems within one group of companies - DIRECTUM Cross-System Interchange(DCI), or Mechanisms of intersystem interaction.
In DIRECTUM 5.5, DCI mechanisms allow you to configure the process of interaction between different instances of the DIRECTUM system, as well as organize not only end-to-end business processes, but also synchronization of directories. Support for other systems is planned in future versions:
New connector to 1C:Enterprise 8
In version 5.5, a new connector to the 1C:Enterprise accounting system has been developed. Unlike the previous connector, it uses Universal data exchange mechanism in XML format , and also allows you to synchronize large amounts of data from 1C to DIRECTUM in the form of XML files, provides the developer with a convenient mechanism for changing a data package using calculations in the ISBL language, supports loading data into DIRECTUM using key details and much more.
The scheme for loading data from 1C to DIRECTUM using the new connector may look like this:
If your organization has already purchased a license for a 1C connector, a license for a new connector will not be required. Support for the old connector will continue, but functionality development is not planned.
Stable connection between client and session server
Improved operation of the IS-Builder platform in conditions of lost or complete absence of communication between the client and the session server.
Thus, if the connection between the session server and the client is interrupted for a long time, its session now does not terminate, but goes into the state No connection. In this case, the session ceases to occupy the license, and object locks are retained if possible. The user can wait until the connection is restored or forcefully close the client part.
Previously, when the client computer went into sleep mode or hibernation, the connection with the server session was broken, and when resuming work, the user experienced errors. The session will now enter the state Sleep mode, in which it will continue to occupy the license, object locks will remain.
Other changes
In the folder history, you can see who inserted and deleted a link to a specific object.
If your organization actively conducts applied development, it will be useful Development transfer history. The component allows you to control the transfer of development; in particular, you can view a list of development elements transferred within the package.
In previous versions, documents were opened for editing by default. This led to the fact that when opened, those documents that were opened only for reading in the editor application were blocked. Now for each document format in the component Editor applications Can .
To convert a document to PDF format you can use a new type of document conversion - Native2, which provides high stability and speed (more than twice as fast as Native), and also does not require the installation of additional software Microsoft Office. Native2 supports popular Microsoft formats Office and LibreOffice, combines the capabilities of Native and Printer conversion types. In addition, DIRECTUM 5.5 uses updated version virtual printer NovaPDF, which installs without errors in modern Windows operating systems.
Previously, there was a restriction on the uniqueness of the first character of the code of our organizations, about which. Because of this, a limited number of our organizations could be created. Now the first character of our organization code is not used when generating the directory entry code. DIRECTUM 5.5 uses continuous numbering.
Added support for office applications OpenOffice 4.1.3 and LibreOffice 5.3.4.
Web Access Server has been discontinued Windows Server 2008, minimum required operating system is Windows Server 2008R2.
We exclude mobile web access from the delivery. Mobile applications DIRECTUM Solo and Jazz have significantly developed their functionality, making it more convenient to work on mobile devices.
Which of the new products interested you the most? Write in the comments!
Ahead of you is a series of articles with detailed description new products DIRECTUM 5.5. Check it out now full list changes - download the document “DIRECTUM 5.5 Changes” from the DIRECTUM support site.
This instruction describes the procedure for working with incoming documents (registration, approval, execution) received by the organization by mail, fax, e-mail and subject to registration.
Registration
Registration of incoming correspondence is carried out in the “Office” module.
To register a new document, the clerk needs to click on the “Register incoming document” link in the “Documents and Instructions” section:
A new registration and control card will open, which must be filled out and saved. The “Registration” tab contains registration data: information about the sender of the document, the contents of the document, date and number, etc. The “Registration” tab of the Incoming RCC directory card looks like this:
On the “Registration” tab, fill in the following fields: Journal, *Registration date, Correspondent, Document No., Document date, Group of documents, Signed, *Contents, Delivery method, *Grademark, Case and Note. If there is a possibility that this document has already been registered, then using the Find duplicates link you can find RRCs that match this RRC by the values of the fields: Document date, Document No., Correspondent.
If the registered document is accompanied by accompanying documents or applications, they can be displayed on the “Applications” tab. For each application, the following is indicated: document number and date, content, number of sheets, etc.
You can enter a document into the system using the buttons “Scan” (if the document is in paper form), “Attach a document.” (if the document is saved in file system computer) and “Import Outlook” (if the document was received by email), located on the right side of the RKK.
In order to view, add or change the composition of electronic documents related to the RKK, you need to click the “Electronic” button. Documents" in RKK. As a result, a window will open containing electronic documents related to the RKK. In this window, you can place links to any document of the DIRECTUM system, for example, to appendices to this document (usually they are not registered in individual RKK) or create a new document that should be associated with this RKK (in this case, the fields of the card of the created document will be filled in automatically ).
Submitting a document for review
Registered documents are submitted to the manager for consideration to make resolutions. The procedure for reviewing documents depends on the organization of the manager’s work in the system. The following options for organizing the work of a manager in the system are possible:
The manager is not automated
In this case, the document is transferred to the manager in paper form. In this case, the clerk must fill out the “Location” tab in the RKK, indicating the name of the manager and the date the document was submitted for consideration.
The manager reviews the document, writes a resolution on the document, and passes the paper document to the clerk for further work. Upon receipt of the document, the clerk, upon receipt of the document, notes the return date on the “Location” tab, creates a new order according to the RKK (the instructions below discuss the creation of the order in detail), indicates the content, terms and executors of the order in accordance with the resolution issued, and sends the order for execution by clicking on the card instructions on the “Task” button and selecting the standard route “Execution of instructions for the RKK”.
The manager is automated
If the manager is automated, his review of the document is carried out in in electronic format. To do this, the clerk on the “Registration” tab in the “Addressees” field indicates one or more managers to whom the document is addressed.
After selecting a route, a new task will open to review the incoming document. The task will automatically include the document and the RKK, and the topic and route will be filled in. To send the task to the clerk, you need to click on the “Start” button.
Review of the document by recipients
The manager receives a new task in his inbox to review the incoming document. He reviews the attached electronic document, enters the resolution into the text of the task and completes it with the results “Resolution passed” or “Acquainted”.
1. If the manager has completed his task with the result “Acquainted”, the clerk receives a task with possible options for completion:
- “Placed in file” - if a document needs to be placed in a file, then the clerk in the RKK on the “Registration” tab fills in the Case and Sent to file fields, places the paper document in the appropriate folder and completes the task with the “Placed in file” option;
- “Stop working on the document” - if no further work on the document is planned.
2. If the manager has completed his task with the result “Resolution passed,” the clerk receives a task to send the document for execution or to terminate work on the document, depending on the content of the resolution.
If the manager has appointed executors for the document, the clerk opens the RKK, clicks on the “Orders” button, as a result of which a new order card for the document opens, which must be filled out.
The clerk fills out the order card, where he changes the type of order to “Resolution”, also indicates the content, deadlines and executors of the order, the controller for the order, if necessary, then saves the order and completes the task with the result “For execution”.
After this, the performers receive tasks to carry out work according to the resolution.
Execution of orders
Executors appointed in the order receive tasks with the execution options “Completed”, “For execution” and “Request extension of deadline”.
Let's take a closer look at each of the options:
"Completed"
If the work requested is completed, you must fill out a performance report and complete the task with the result “Completed.”
"For execution"
If, while working on a task, it becomes necessary to send an order to another user for work, you must select the “For execution” option.
After selecting the “For execution” option, the user will be asked for the parameters of the new order:
Required parameters to fill:
- *Final report required - Yes/No choice. If you specify the value “Yes”, then after the new connected executors complete tasks, the executor on the main assignment will receive a task to write a final report. If you specify the value “No”, then he will not receive the task to write a final report;
- *Executors – select one or more employees of the organization to send them a task;
- *Text of the order.
The Plan.date and Controller parameters are optional and must be filled in as needed.
As a result, a new assignment for the RKK will be automatically created and the assigned performers will receive assignments.
"Request an extension"
If it is not possible to complete the work within the originally specified deadline, you can request an extension of the deadline by indicating in the text of the task the new deadline and reasons for the extension and selecting the “Request extension of the deadline” option.
After this, the author of the order receives a task to agree on a new deadline for execution of the order. The author of the order may refuse to extend the deadlines, or extend them by choosing one of the appropriate execution options.
Sending notifications based on a document
If a document under one registration number needs to be sent for review to several departments or to several users, then fill in the “Distribution List” tab.
- From the list - you can select a pre-created list of employees.
- By division - you can select specific divisions of the organization. In this case, the heads of these departments will be automatically selected as executors from the department.
Additionally, you can manually create a mailing list and save it using the Add to list link.
A new task will be created. After it starts, all users specified in the mailing list will receive notifications.
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Transcript
1 EDMS "DIRECTUM" GENERAL instructions user on working in the system (detailed)
2 Contents Contents Terms and definitions Normative references Roles System description Rules for working with folders Purpose of folders Recommendations for using folders for storing documents Assigning access rights to a folder Recommendations for using folders for storing tasks/tasks Working with documents Working with document content Viewing and changing documents Settings access rights to documents Life cycle and versions of documents Deleting documents Searching for documents Electronic digital signature Working with tasks and tasks Creating tasks Accepting work on tasks Viewing the status of tasks and tasks Terminating, resuming and restarting tasks Creating subtasks for tasks and tasks Setting up access rights to tasks and tasks tasks Deleting tasks and assignments Office Nomenclature of cases Registration of documents Directories Actions with directory entries Service functions of the system User management Setting access rights to objects when changing an employee Replacing users Setting rights to documents using the script “Wizard for setting rights to electronic documents and folders” Backup/ system recovery... 22
3 2 1. Terms and definitions A version of an electronic document is the next edited or agreed upon version of a document. Each version has a current status: in development, active, obsolete. A task is the amount of work that needs to be done to achieve a result. A task is an assignment within a task that needs to be completed by the performer. Route is a list of performers for a task, indicating the sequence and deadlines for completing tasks. A folder is a structural unit of DIRECTUM system modules that allows you to combine links to electronic documents/tasks/assignments and other folders. The folder itself can also be included in the contents of another folder. RKK registration and control card. Nomenclature of files is a systematized list of headings of files opened in an organization, indicating their storage periods, drawn up in the prescribed manner. The nomenclature of cases is compiled for the purpose of reasonable distribution of documents and the formation of cases, ensuring the search for documents and accounting of cases. It is a classification reference book and is used in constructing information search engine. Place of registration is the workplace (division) where incoming/outgoing documents are registered. The place of registration of documents can be one for several divisions. Each registration location maintains its own logs of incoming/outgoing documents. The directory is a component of the DIRECTUM system, designed to work with conditionally permanent structured information. Directories are lists of records. Component - component MODULE of the DIRECTUM system, which has a characteristic interface, data set and functions performed, for example, Users, Directory Types, Reports, Scenarios. A list of all components is displayed in the Components component. 2. Regulatory references The user manual has been developed in accordance with references to the following documents: 1. User manual for the EDMS “DIRECTUM” (hereinafter referred to as the user manual). To access the User Manual, press the button on the keyboard
4 3 4. Description of the system DIRECTUM system electronic document management and interaction management, aimed at increasing the efficiency of all employees of the organization in different areas of their joint activities Rules for working with folders Purpose of folders Folders allow you to group documents, tasks, assignments by topic and are often one of the ways to search for documents in the DIRECTUM system. Some documents (university regulations, job descriptions, instructions for working with the DIRECTUM system, etc.) it is more convenient to search precisely by presence in the folder, and not by the name or content of the document. The “Inbox”, “Outbox” and “Favorites” folders are the user’s personal folders and are accessible only to him (if necessary, to his managers or deputies). Therefore, the user can place and delete links to folders, documents, tasks and tasks inside these folders in an arbitrary manner that is convenient for him personally. The “Shared Folder” contains objects that should always be quickly accessible to all users. Therefore, in this folder, as well as its subfolders, the distribution of information should be by areas of activity, and not by users (at least by departments). Only users who have the appropriate rights can change the composition of the elements of the “Shared Folder” (at the highest level only the administrator) Recommendations for using folders for storing documents To effectively use folders (both personal and public), you must adhere to the following recommendations: - the number of elements in The folder should be such that it fits on one screen of the system explorer, which will make the work more convenient, because will not require the use of scrolling. You can adjust the number of elements by highlighting subfolders; - one responsible person must be assigned for each folder, who will monitor and optimize the documents placed in the folder; - the user who created the document (for outgoing and internal documents) or the user who received the document for execution (for incoming documents) is responsible for placing the document in the appropriate shared folder (if this document may be required for work by other users). If the user does not have edit rights desired folder, then he must send a link to the document to the person responsible for the folder; - since a link to the same document can be in several folders, folders should be created in different sections to expand search capabilities (for example, a folder for a specific event, where to collect links to documents from different departments). However, in order not to make it difficult to organize documents into folders, it is better to use folder grouping; - for the convenience of working on temporary projects, it is recommended to create folders with collections of documents from other folders. In the future, such folders can be deleted (since the folder does not store the objects themselves, but only links to them, deleting the folder will only entail deleting the links located in it);
5 - the name of the folder should be meaningful in itself, and not just in the context of a specific folder (for example, “Instructions for working with the DIRECTUM system”, and not just “Instructions”). This will allow you to correctly evaluate its content when accessing it through a folder search; - the folder name must start with capital letter without leading spaces, to further ensure correct (same type) sorting of subfolders within one folder; - foreign (English) names must be written without translation, or the translation must be indicated in brackets. For example, Petrol (Petrol); - the ability to use search folders - folders whose contents change automatically in accordance with specified criteria. The criteria are set in the folder card. The contents of the search folder are updated when you navigate to the folder. Assigning access rights to the folder User access rights to the folder should be made less strict than to documents, because folders are general (and document specific) and may be required by a larger number of users. Lack of access to the folder will complicate the search, but will not increase confidentiality, since rights to documents are set separately. There should always be one person assigned to each folder. When assigning access rights to a folder, it is recommended to adhere to the following rules: - rights to view the folder must be given to all users who may need information on this topic (in most cases, all system users); - rights to change a folder must be given to those users who can add to its contents; - full access It is recommended to leave access to the folder only to the author of the folder. A description of setting access rights to folders is presented in the section " General provisions work in the DIRECTUM system>Setting access rights to folders" User's Guide Recommendations for using folders for storing tasks/tasks Folders for storing tasks and tasks are, as a rule, the user's personal folders. Their main purpose is to divide tasks by topic, urgency, location, etc. For example, we can recommend selecting the following folders: - the most important for the execution of tasks; - the most important tasks transferred to performers and under control; - tasks that subordinates are working on (links to the “Inbox” folders of department employees); - deferred tasks without specifying a due date. 4
6 Working with documents To work with documents in the DIRECTUM system, the “Management” module is intended electronic documents" Each electronic document of the system consists of a set of information (text, graphic, audio, video, etc.) of the contents of the electronic document, and a form card containing a set of attributes describing the document (author, document type, creation date, correspondent, etc. .), which can be used to search and group electronic documents. To organize the storage of documents, folders are used in which links to electronic documents are placed. Working with document content The DIRECTUM system allows you to use any programs for creating and editing electronic documents (Microsoft Word, Microsoft Excel, Microsoft Project, Microsoft Visio, AutoCAD, CorelDraw, etc.) To quickly create documents of the same type, templates are used that define the initial contents of the document. For example, templates “Order for core activities”, “Supply Agreement”, “Commercial proposal”, etc. In this case, the fields filled in the document card can be automatically inserted into the document text. Work on adding, adjusting and deleting document templates is performed by the Administrator or the system user. The procedure for creating a document from a template is presented in the section “Managing electronic documents>creating documents>procedure for creating documents from a template” in the User Guide. In addition to creating a document using the system, the user can enter into DIRECTUM already finished document from any file operating system, as well as directly from the scanner using the document import function. The procedure for creating a document from a file is presented in the section “Managing electronic documents>creating documents>procedure for creating documents from a file” in the User Guide. The procedure for creating a document from a scanner is presented in the “Managing electronic documents>creating documents from a scanner” section of the User Guide Viewing and editing documents Viewing and editing documents is carried out by using the editor application in which the document text was created, for example, one of the Microsoft Office applications or OpenOffice.org. In order to view, edit or print the text of a document, you need to open the document text in the editor application and then use the capabilities of the editor application. A description of the work on viewing and changing documents is given in the section “Managing electronic documents>viewing and changing documents” of the User Guide.
7 Setting up access rights to documents The DIRECTUM system allows you to differentiate access rights to documents. The document is accessible only to users who have been assigned access rights. Other users do not see links to the document. Such users cannot find the document by searching and work with it. By default, only the author of the document has access rights to a document. The author can assign access rights to other users. To set up access rights to a document, do the following: 6 1. Select the document in the system explorer and select the menu item File/Set up access rights. The “Setting access rights to an electronic document” window will open: The “Users” tree is located on the left side of the window. This tree contains all users of the DIRECTUM system. Users are grouped. At the top level there is always a group “All users (ALL)”. This group contains all registered users of the DIRECTUM system. The remaining groups are configured by the system administrator. On the right side of the window is the “Access Rights” table. This table contains those users and user groups for which access rights are configured. Change the composition of users and groups in the “Access Rights” table. To do this, use the buttons 2. and 3. Specify the type of rights in the *Type of rights field. 4. Click on the OK button. As a result, the access rights to the document will be changed. The changes will take effect the next time you access the document. A description of the work on setting up access rights to documents is given in the section “Managing electronic documents> setting up access rights to documents” in the User Guide.
8 Life cycle and versions of documents Each document can have an unlimited number of versions. This allows you to store a history of changes in the content of a document (for example, during the approval process) and avoid working with outdated information. However, versions of the same document can be in different formats (for example, DOC and PDF). The version of the electronic document reflects the relevance of its contents. Each version can be in one of the states: in development, active, obsolete. A special font style is used to visually represent the version status. The procedure for changing the state (life cycle) of a document is presented in the section “Managing electronic documents>working with versions of electronic documents>viewing and changing the state of a document>procedure for changing the state of documents” of the User Guide. The card is the same for all versions of the document. The document properties specified in the card apply to all versions of the document. For example, access rights apply to all versions. New versions are created based on existing versions. The content of the new version of the document initially coincides with the content of the version on the basis of which it is created. The number of document versions is unlimited. To create a version of a document, do the following: 7 1. In the system explorer, select the document and select the menu item Actions/Create version. The “Creating an electronic document version” window will open: 2. Fill in the following fields: *Based on the version, the version whose text will be placed in the new version; Note version note. The note will be visible to all users when opening the document; *State version status. The state affects the style in which version information is displayed; Open version indicates that the text of a new version will be opened. If the checkbox is checked, then immediately after creating a version its text will be open for editing. 3. Click the OK button. A document version is not an independent object. It does not have its own name and the link cannot be copied to it. But versions can be deleted. To delete a document version, do the following: In System Explorer, select the document and select the Document Status menu item. Window 1. “Electronic Document Status” will open. 2. Select the version you want to delete and select the File/Delete menu item. As a result, the version will be deleted. Restore remote version cannot, so you should remove versions with caution.
9 The procedure for creating and deleting document versions is presented in the section “Managing electronic documents>working with versions of electronic documents>the procedure for creating document versions and the Procedure for deleting document versions” of the User Guide Deleting documents When deleting a document from the DIRECTUM system, all information about the document is deleted: card, all versions of the text, work history, links to the document, etc. There is no way to recover a deleted document, so you should delete documents with caution. As a rule, only erroneously created documents should be deleted. In other cases, it is recommended to use other system capabilities. For example, if a document is outdated, then instead of deleting it, you can do the following: - mark the document as outdated; - remove links to the document from all system folders. In this case, the document will remain in the DIRECTUM system for history and will not interfere with daily work. The procedure for deleting documents is presented in the section “Managing electronic documents>deleting documents>procedure for deleting a document” of the User Guide Searching for documents The DIRECTUM system provides various options for quickly searching for documents in electronic form. The search can be carried out according to the specified card details, as well as according to the contents of the document, taking into account all grammatical forms of words based on morphological analysis (full-text search). To perform any free search, do the following: Open the search card. To do this, in the system explorer in the Search menu, select one of the following 1. items: General search; Document search; Search for tasks; Search for tasks; Search for folders. To open the component search card, press the key combination
10 9 2. In this window, set your search conditions. To do this: for each attribute for which you need to set a condition, in the Value field, click the button. A window will open<Имя реквизита>. For example, for the Text attribute, the window for setting conditions looks like this: set the condition and click the OK button. The window for setting the conditions of the details will close (see the section “Methods of setting the conditions for free searches”). 3. In the search window, click the Search button. As a result, a window will open with a list of found objects: When searching by details Text, Search string, the “Rating” column is displayed. The values in this column show how well the found object satisfies the current search condition.
11 The system has the ability to carry out specialized searches for electronic documents using: - predefined searches (for example, “My last modified documents”); - additional searches using frequently used criteria; - the ability to specify for any document documents related to it in meaning or logic and move from one related document to another, including its own related documents. A description of document search work is given in the section “General provisions for working with the DIRECTUM system>Object Search” of the User Manual Electronic digital signature An electronic digital signature (EDS) allows you to replace a traditional signature, guaranteeing the authorship and immutability of a document in electronic form after it is signed. Using an electronic signature, you can sign any version of an electronic document, recording and storing information about who signed and when. The DIRECTUM system supports two types of digital signatures: endorsing and approving. An endorsed signature indicates that the person who signed the document has read it (endorsed it). An approving signature can be placed by a limited number of persons within the given authority and indicates the final approval of the document. A signature of any kind placed on a version of a document protects it from changes. EDS certificates are issued and registered by the system administrator. To sign an EDS document means to put an EDS on one of the versions of the document. In order to put an electronic signature on a version of a document, do the following: Select the document in the system explorer and select the menu item Actions/Sign. The “Sign an electronic document” window will open: 2. Fill in the following fields: *Version is the version of the document on which the digital signature must be added; *Certificate is a certificate that should be used to generate a signature; Note template is the name of the autotext used in the note for the electronic digital signature. Setting up autotexts for notes on digital signatures is done in the same way as setting up autotexts in the texts of tasks and assignments; for more details, see the section “Setting up and using autotexts”;
12 Note A note to the signature, for example, “Agree” or “Acknowledged.” When using autotexts, the field is filled in automatically; Approving signature sign of signing a document with an approving digital signature. The checkbox is editable only if the user has the right to put an approval signature; On behalf of the user being replaced - sign of signing a document with an electronic digital signature on behalf of the user being replaced. The checkbox is editable if override is configured for the current user; *User is the user on whose behalf the document is signed. Selected from the Users directory. The field is available for editing if the On behalf of the replaced user checkbox is selected; 3. Click on the OK button. 11 A description of the work on signing digital signature documents is given in the section “Managing electronic documents>signing digital signature documents” of the User Guide Working with tasks and assignments In terms of the DIRECTUM system, any interaction between two or more employees is always based on some task, i.e. a certain amount of work determined by the initiator that needs to be performed. The sequence of task execution is determined by the route specified by the initiator. The task route can be specified manually or using a standard route. During the execution of a task, at each stage of its route, tasks or notifications to process participants appear, or a specified script is executed. Basic concepts for working with tasks and tasks are presented in the section “Managing business processes>working with tasks and tasks>basic concepts” of the User Guide. When assigning executors manually, the initiator independently creates a list of executors from system users. Routing to complete a task can be parallel, sequential, or complex, where a sequentially parallel route through the task can be specified. To manage business processes that are subject to strict regulation or frequently repeated, standard routes can be configured. The standard routes mechanism is a powerful tool for automated creation of tasks in accordance with specified business rules of any complexity. Using a standard route, a list of performers is automatically specified (including based on roles), any task fields can be filled in (for example, text or subject), information is read from attachments and related objects (tasks, subtasks, electronic documents, reference books). The DIRECTUM system distinguishes two types of standard routes: free and rigid, each of them is formed by a certain set of blocks. Free standard routes allow the user to create tasks according to a specific template and can be used, for example, for frequently repeated processes (distributing an order to department heads, preparing a memo, etc.). The task fields filled in when choosing a free standard route can be adjusted manually by changing the performers, deadlines, task topic, etc. Rigid standard routes are used for strictly regulated processes, from which employees have no right to deviate. The basis of rigid standard routes
13 is a description of the logic of business processes, the scheme of which can dynamically change depending on the results of the previous stages of the route. Personal user folders are allocated for storing tasks and assignments. The “Inbox” folder is intended for tasks that come to the user for execution. The Outbox folder contains tasks that the user creates. Within these folders, the user can create their own folders in order to organize and rank the amount of work required for execution. Also, to structure tasks and assignments, sorting and filtering by specified details (Subject, Initiator, Deadline, etc.) can be used. Creating tasks The DIRECTUM system provides two ways to create tasks: without a standard route (manually) and using a standard route. When creating a task without a standard route, the initiator fills in the route and the main properties of the task manually. When creating a task using a standard route, the route and all or some of the main properties of the task are filled in automatically. Depending on the default route settings, the initiator may or may not be able to change the route and task properties after they are automatically populated. Typical routes are configured by the system administrator. To create a task in the DIRECTUM system means to fill out a card and start the task for execution. To create a task without a standard route, do the following: 1. In System Explorer, go to the folder in which you want to place the link to the new task. 2. Select the menu item File/New/Create task. The task card will open. 12 The task card indicates the route and main properties of the task, such as topic, text, attachments, etc. After the task starts, tasks are automatically created for the task executors. The procedure for creating tasks manually and using a standard route is presented in the “Business Process Management>Creating Tasks” section of the User Guide Accepting work on tasks After the performers complete the tasks on the task, the initiator receives task control. The link to the control task is placed in the “Inbox” folder of the task initiator. Receiving a control task indicates that the performers have completed their work. The task initiator may agree or disagree with the results of the work. Depending on this, the initiator can accept the task or send it for revision. Acceptance of a task and sending for revision are carried out from the task-control card. The procedure for accepting work by task is presented in the “Business Process Management > Acceptance of Work by Task” section of the User Guide.
14 Viewing the status of tasks and tasks The DIRECTUM system provides the following options for viewing the status of tasks and tasks: - the “Status” tab in the task and task cards; 13 - route diagram in task and task cards. Viewing the status of tasks and tasks is described in the section “Managing business processes>viewing the status of tasks and tasks” of the User Guide Terminating, resuming and restarting tasks If there is no need to complete a task, the initiator can stop working on the uncompleted task at any time. The initiator can also resume work on a terminated task or restart work on a terminated or completed task. When a task is resumed, work begins from where it was stopped. When a task is restarted, work execution begins from the beginning. The procedure for terminating, resuming and restarting a task is presented in the section “Managing business processes>terminating, resuming and restarting tasks” of the User Guide Creating subtasks for tasks and tasks The DIRECTUM system provides the ability to create subtasks for tasks and tasks. A subtask is a task created from another task or task. The task or task from which a subtask is created is called the leading task or task, respectively. Subtasks are convenient to use in cases where, within the framework of one task or task, there is a need to create an additional task, for example, if you need to perform the following actions: - ask a question to one of the employees; - send a reminder or add to the task to one of the performers; - forward the received task to other performers; - perform additional work with the involvement of other employees not previously specified as performers. The procedure for creating subtasks for tasks and tasks is presented in the section “Managing business processes>creating subtasks for tasks and tasks>procedure for creating subtasks” of the User Guide Setting up access rights to tasks and tasks For tasks and tasks of the DIRECTUM system, two levels of rights are allocated: - rights to change individual tasks and assignments; - rights to view all tasks and tasks of the family.
15 Rights to change tasks and tasks are determined automatically based on the nature of the user’s participation in the task. The task initiator has the rights to change a task. The task initiator and the task executor have the right to change a task. You cannot configure rights to change tasks and tasks. Rights to view tasks and assignments are configured in the main task card and are valid simultaneously for the entire family of tasks. Setting access rights to tasks is carried out according to a scenario similar to setting access rights to documents. The procedure for setting access rights to tasks is presented in the section “Managing business processes> setting up access rights to tasks and tasks> procedure for setting access rights to a task” of the User Guide Deleting tasks and tasks The DIRECTUM system provides the ability to delete tasks. All tasks for the task are deleted along with the task. You cannot delete tasks separately from a task. When deleting tasks, all information about tasks and assignments is deleted from the DIRECTUM system: cards, work history, links, etc. You cannot restore a deleted task, so you should delete tasks with caution. To delete a task, do the following: Select the task in System Explorer and select the menu item File/Delete folder/task. A “Confirmation” window will open with the text “Do you really want to delete the task”: 2. Click the Yes button. The procedure for deleting tasks and tasks is presented in the section “Managing business processes> deleting tasks and tasks> procedure for deleting a task” of the Office User Manual To ensure “paper” document flow and control the execution of orders in the DIRECTUM system, the “Office” module is used. Nomenclature of cases Nomenclature of cases is compiled for the purpose of reasonable distribution of documents and formation of cases, ensuring the search for documents and recording of cases. The list of cases is stored in the directory Nomenclature of Cases. The directory is a classification directory and is used to build an information retrieval system. The list of nomenclature of cases is maintained by divisions and places of registration. To be completed by the responsible clerk.
16 You can create case lists in two ways: manually and using the “Create case list” script. To manually create a case, do the following: 1. Open the Nomenclature of Cases directory and create new entry. 2. Fill in the details on the “Basic details” tab. 3. Save the recording. As a result, a new case will be created. The created case can be used when creating the RKK. 15 Using the “Create a list of cases” scenario, a list of cases is created for the next period (for the next year) by copying cases for the previous period. To create cases using a script, do the following: 1. Run the Create Case Nomenclature script. A window requesting parameters will open: 2. Fill in the fields as follows: *Start date of the copied period, *End date of the copied period; validity period of the records that should be copied; *Year created period- year of validity of the created records; *Our organization, Place of registration, Subdivision of records from directories of the same name, according to which the list of copied records will be limited. 3. Click on the OK button. As a result, the formation of a list of cases for the year specified in the *Year of the period being created will begin. During the creation process, all existing cases that meet the specified parameters will be copied. After completion of the formation, a message will appear on the screen: If the list of cases for the specified *Year of the period being created already exists, a message will appear on the screen: In this window, you can perform one of the following actions: Reform all, reform all existing cases and create new cases for the specified year. After the formation is completed, a message will appear indicating the number of created cases:
17 16 Create missing ones - create missing cases if the list of previously created cases is not complete. After clicking, a message will be displayed indicating the number of created cases. If all copies of last year’s cases exist in the system for the current year, the system will display the message: View list - view the list of existing cases. After clicking the button, a window with a list of existing to-dos will open: After closing the window with the to-do list, the active window"Confirmation". A description of work with the nomenclature of cases is presented in the section “Office>Working with the nomenclature of cases” of the User Manual Registration of documents The procedure for registering incoming, outgoing and internal documents in accordance with the Nomenclature of Cases, instructions on documents and monitoring their execution is described in the corresponding instructions for working with documentation Reference books A description of the basic concepts of the contents of directories is presented in the section “General provisions for working in the DIRECTUM system>Working with directories>basic concepts” of the User Manual Actions with directory entries The following actions are possible with directory entries: - Adding. Attention: to avoid duplicate directories, before adding a new entry, you must make sure that the entry is not in the directory.
18 17 - Change. Attention: when you make changes to a directory entry, the details of all objects (directories, card types) that refer to the directory entry are automatically changed, so creating new entries by making changes to outdated ones is not recommended. - Removal. - Copying. A description of actions with directory entries is presented in the section “General provisions for working in the DIRECTUM system>Working with directories>actions with directory entries” of the User Manual Service functions of the system User management General information about user registration Only registered users have access to the DIRECTUM system. A user is considered registered if he has the following records: - a record in the Users component; - entry in the Users directory; - registration record on the SQL server, in other words, login; - Account in the database, in other words, the database user (User); - entry in the Employees directory. The administrator creates entries in the Users component and in the Employees directory. The remaining entries are created automatically: - an entry in the Users directory is created automatically when saving for the first time - entries in the Users component; - a registration record on the SQL server and an account in the database are created when generating a user in the Users component. The Users component record specifies the main characteristics of the user: name, status, category, authentication method. Users directory entries are used when assigning access rights and for installing digital signature and encryption certificates. The registration record on the SQL server and the account in the database are used to authenticate users at the time of login. The entries in the Employees directory are used when working with DIRECTUM system modules. Authentication methods The DIRECTUM system provides three methods for user authentication:
19 - password authentication - recommended for administrators and developers; 18 - authentication using a recoded password - recommended for users who do not have a domain on the enterprise local network; - Windows authentication - recommended for users who have a domain on the enterprise local network. With password authentication and recoded password authentication, users are prompted for a password when logging into the DIRECTUM system. Users with password authentication can work with the system database without going through IS-Builder components, for example, through the Microsoft SQL Server Management Studio utility. Their SQL server login name and password are the same as the DIRECTUM system login name and password. Users with recoded password authentication do not have access to data from other applications. Their SQL server password is different from the DIRECTUM login password. Users with Windows authentication log into the DIRECTUM system using their operating system usernames, without re-entering their username and password. Users with Windows authentication access database data through the IS-Builder Application Role. The role is activated when the system explorer boots. User statuses The DIRECTUM system provides three user statuses: - Administrator; - Developer; - User. The user status determines the components available to the user and access rights to folders, documents, tasks, assignments and notifications. Users with the “Administrator” status have access to all components without exception, as well as all folders and all unencrypted documents, tasks, tasks, notifications. Users with the “Developer” status have access to all components, excluding components of the “Built-in Administration” type. Folders, documents, tasks, tasks and notifications are available within the assigned access rights. Users with the “User” status have access to components, folders, documents, tasks, tasks and notifications within the assigned access rights. Categories of users The DIRECTUM system distinguishes two categories of users: - regular; - official. All users who work in the DIRECTUM system should be classified as “Regular”. The “Service” category should include those users from
20 whose names are in automatic mode scripts are launched, reminder tasks are created and others are performed automatic operations. Users with the “Official” category are not included in predefined groups and are not displayed in the lists of system users that are used when assigning rights to system objects Setting access rights to objects when changing an employee Providing access to tasks, assignments and documents when changing an employee is done by creating an entry in the User Substitution directory (p Manual substitution configuration). It is also possible to set rights to documents using the script “Wizard for setting rights to electronic documents and folders” (p) Replacement of users If an employee is absent for a long time for some reason, for example, is on a business trip or on vacation, then his duties are usually performed by another employee, i.e. substitute To assign rights to a replacement employee to the same system objects as the absent employee, the DIRECTUM system provides a user replacement mechanism. Under this mechanism, one user can replace another user for a certain period of time. In this case, the replacing user, for the duration of the replacement, receives the same rights to folders, documents, tasks and tasks as the replaced user. The User Substitution reference book is intended for working with substitutions. The administrator assigns (removes) rights to a replacement employee. Types of substitutions The DIRECTUM system provides two types of user substitutions: - Full; - Assistant. The type of replacement determines whether the replacement user's folders will contain links to the replaced user's folders or not. If the replacement type is “Full,” then links to the replaced user’s “Inbox” and “Outbox” folders will be automatically added to the replacement user’s Inbox and Outbox folders. This type of substitution is convenient to use if one employee temporarily performs all the duties of another employee. If the replacement type is “Assistant”, then the replacement folders will not contain links to the folders of the user being replaced. This type of substitution is convenient to use if one employee supervises another employee, but does not fulfill his duties. For example, this type of replacement is recommended for permanent replacement of users by their managers. Regardless of the type of replacement, the replacing user will have the rights of the replaced user to all folders, documents and tasks, tasks, notifications. 19
21 Manually setting up a replacement Manually setting up a replacement means manually creating an entry in the User Substitution directory. Manual setting It is recommended to use when setting up replacements for individual users, for example, for users on vacation. In order to manually configure substitution, you must perform the following steps: 1. open the User Substitution directory; 2. create a new record and fill in the required fields; 3. if the replacement is configured for a specific period, for example, during an employee’s vacation, set the start date and end date of the replacement in the Start Date and End Date fields, respectively; 4. save the entry. As a result, within the specified period, the replacing user will have the same rights to folders, documents and tasks, tasks, notifications as the replaced user. Automatic substitution adjustment Under automatic tuning Substitutions mean setting up substitutions using the Create Substitutions by Manager scenario. The script is intended for the mass creation of user replacements by their managers. In order to automatically configure substitution, you must perform the following steps: 1. make sure that the automatic substitution mechanism is enabled in the system settings. To do this: a) run the Installation script for DIRECTUM system modules; b) select the “Business Process Management and Email” group. documents" and click on the Install button; c) set the value of the Automatic replacement of employees by manager parameter to “Yes”; 2. make sure that the User on the network and Department fields are filled in in the Employees directory; 3. make sure that the Director field is filled in in the Division directory; 4. execute the scenario Creating replacements by the manager. As a result, records will be created in the User Replacement directory about the replacement of users by their managers. Substitutions will be indefinite, the type of substitution will be “Assistant”. 20
22 Setting rights to documents using the script “Wizard for setting rights to electronic documents and folders” To assign rights to documents, you must: 1. run the script “Wizard for setting rights to electronic documents and folders” located in the “Components>General Administration” section of the Explorer window . A window requesting parameters will open: 2. Fill in the fields as follows: Option for changing rights: select “Assign rights to user”; Change rights to: select “Documents”; Change permissions in subfolders: select “Yes”; Electronic documents folder is a folder in which documents to which rights need to be assigned are located. 3. Click on the “Next” button, a window will open asking for additional parameters: 4. Fill in the fields as follows: *User - indicate the user to whom you want to assign rights; *Type of rights indicate rights to documents (view, change, complete); *The method of assigning rights is to select “Add if not available”;
23 *Change rights only for valid documents, select “No”. 5. Click the “Next” button. An information window will open: Click the “Next” button. As a result, the formation of rights to documents will begin for the user specified in the *User parameter. After the formation is completed, a message will appear on the screen: System backup/restore General information about backup Ensuring the safety and security of data is carried out by automatically creating database backups. Copies must be stored on another computer, which is physically located in a different location (in case of fires, floods, terrorist attacks, natural disasters and other emergencies). To reduce the space taken up, database backups can be compressed with conventional archivers, for example, WinZip or WinRar. Scheduled maintenance of the DIRECTUM system database is carried out using SQL server jobs. The frequency and procedure for performing backups, as well as the actual execution of backups, is carried out by the system administrator. Types of backup There are complete backup DB, differential DB backup and transaction log backup.
24 With a full backup, all database elements are saved in the archive. During differential copying, only database elements that have changed since the last full copy of the database were created are archived. It should be noted that subsequent differential copies also contain all changes relative to the last full copy, i.e. difference copies do not complement, but absorb each other. Differential backup is recommended to speed up the process of archiving and restoring frequently changed databases; however, it only makes sense if you regularly create a full database backup. The type of operations logged in the transaction log, the sign of clearing the transaction log depends on installed model recovery. Depending on this, when backing up the transaction log, all or some operations performed on the database are saved. Database recovery models There are three recovery models for databases in SQL Server: Full model, Bulk-Logged model, Simple model. The Full model recovery model allows you to restore a database to the state it was in at the time of the failure or at any specified point in time. In this mode, all operations are recorded in the transaction log. The transaction log is not automatically cleared. This mode provides maximum recovery capabilities. In this mode, you must regularly clear the transaction log by backing it up with the backup log command. Therefore, when determining the required size of transaction log files, you must also consider the frequency of backups. Restoring a database to its pre-failure state involves restoring the last full copy of the database, restoring the last differential backup, and restoring the required number of transaction log backups created since the last differential backup in the order in which they were taken. The Bulk-Logged model recovery model allows you to restore the database to the state in which it was at the time of the failure or at any specified point in time, if the following commands were not executed in the database after the last full backup: - bulk insert (BULK INSERT, SELECT INTO commands etc.); - insertion/modification of large binary data (text, image); - operations to create, rebuild and delete indexes. In this case, it is also necessary to back up the transaction log regularly and quite often, and it will be cleared regularly. Otherwise, if the above commands were executed, then this model allows you to restore the database only to the point at which the last backup was made, because such transactions are not recorded in the transaction log. The Simple model recovery model allows you to restore a database only to the point at which the last full or differential backup was made. Just like the Bulk-Logged model, bulk insert operations are not written to the transaction log, and in this mode, the transaction log is automatically cleared, so you don't have to worry about potentially running out of space in the transaction log. It should also be noted that the “Simple” mode implies a simpler database recovery; in the event of a failure, the last full copy of the database and the last differential backup are restored. This mode is installed by default for the database when installing DIRECTUM. 23
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