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Module Setup

This article provides a detailed explanation of the various general settings available in the Document Central module setup. These settings affect the overall functionality and behavior of the extension and allow users to customize their experience.

Activating the Module

The functions and processes of Document Central can be manually turned on and off. The module is disabled in the default configuration via the setup wizard.

To activate Document Central, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Activate Module.
  4. The Document Central module is now activated.

Note

It is important that Document Central is only activated when a valid license (including trial version) and setup are present.

The License Management page provides an overview of all active licenses. On the "License Management" page, you can reset the license, increase or decrease the number of user licenses for a license, and view the license details.

Accessing the License Management Page

  1. Open the Setup of your product and select the action Licensing.
  2. The product license page will open.
  3. Click on License.
  4. In the ribbon, select the action License Management.

How to Reset a Product License

The Reset Function allows you to reset your license once a day to reactivate it.

Steps to Reset a Product License

  1. Ensure you are on the License Management - License List page.
  2. Select the license you want to reset.
  3. In the ribbon, select the action Reset.

Info

  • The reset is documented by us and is only allowed once a day per license.
  • You can also reset the currently active license by selecting the action Reset on the Product License Page.

Warning

If the currently active license is reset, the license information will be deleted. This means that the license will be displayed as Unlicensed. To reactivate the license, it must be activated again.

Setting Up the Reverse Document Relationship

Document Central tracks document relationships within defined areas. For example, if an order is created from a quote and then an invoice is generated, a relationship is established from the quote to the order and to the invoice. Documents saved with the quote are also visible on the invoice. The option for the reverse document relationship allows these relationships to be interpreted in reverse. This makes sense in certain cases.

To set up the reverse document relationship, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Enable Reverse Document Relationship.
  4. The reverse document relationship is now activated.

Warning

Activating the reverse document relationship function may increase the time for processing related documents. Therefore, this option should only be activated if it is necessary for your specific use case.

Setting Up the Maximum Preview File Size

For file previews, large files can generate long requests to the Simova API. To prevent this, you can set a maximum file size for the file preview.

To set up the maximum file size, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter the maximum size of the file in MB for the preview in the field Maximum Preview File Size (MB).
  4. The maximum size is now set.

Setting Up the Dynamic Document View Based on Document Count

The threshold at which the display switches from the datagrid view to the page view can be configured. This setting allows the view to change automatically when the number of documents in a record, such as booked sales invoices, exceeds a certain value. The default value for this threshold is 1200 documents but can be adjusted in the module setup.

Note

The threshold for the document view ensures that with a large number of documents, loading times are optimized by using the page view instead of the datagrid view. This improves performance and usability when working with large data sets.

To set up the document view threshold, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter the desired threshold in the field Document View Threshold.
  4. The document view threshold is now changed.

Info

In the Opened View field below, you can select whether the datagrid page view is opened or a list view, where the list can be filtered with the default filters of Document Central.

Setting Up Paging in the Datagrid

The datagrid can be very performance-intensive when a large number of documents are present in a single record. To efficiently use the datagrid with a high number of documents, a paging mechanism can be activated. This mechanism divides the entries into selectable ranges of 10 to 1000 and ensures that no performance issues occur while working with the datagrid.
This function also includes a configuration that allows paging to be automatically activated once a certain number of document entries in a record is reached.

Important

This function does not affect the initial loading time of the datagrid but significantly improves its performance during use.

Enable/Disable Paging in the Datagrid

You can toggle paging as follows:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Click on Datagrid Paging to enable or disable the function.

Set Up Paging Activation Based on Document Count

To activate automatic paging from a certain number of documents, proceed as follows:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter your desired threshold in the field Paging from Count.

Info

It is recommended to activate paging from a count of 500 documents per record to ensure optimal performance.

Setting Up Document Conversion

Certain file types can be converted into a PDF or PDF/A in Document Central. For example, a Word document stored in Document Central can be converted into a PDF. Both the original Word document and the converted PDF or only the converted PDF will then be stored in Document Central.

Note

To convert documents printed with the shadow print function during booking, set up the PDF to PDF/A-3 conversion. When the PDF to PDF/A-3 conversion is set up, every PDF is automatically converted, regardless of whether it is manually uploaded or printed twice. Additionally, the field Upload Source File is disabled during the PDF conversion, as the document would otherwise be saved in two versions.

To set up document conversion, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Convert Document.
  4. The field Document Types to Convert will be displayed.
  5. Click on the number to open the Convert to PDF page and define the document types.
  6. Select the file extension to be converted in the field File Extension Description.
  7. Select the PDF type to which the file should be converted in the field Convert to.
  8. Check the box Upload Source File if the original file should also be saved.
  9. Close the Convert to PDF page.
  10. The defined file types will now be converted.

Setting Up the Factbox

The title, image, and behavior of the FactBox for the Document Central document storage area DropZone can be configured. You can change the title and the DropZone image or set the behavior to display the current number of documents in real-time. This ensures that if another user saves a document in the same area while the FactBox is visible, the document count is updated live. Additionally, loading the document count can be shifted to a background process.

Info

The live and background update settings are independent of each other and can be activated simultaneously. You can restore the default values of the DropZone by selecting Use Default Values of DropZone in the module setup.

To set up the title of the DropZone, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter the name of the DropZone in the field Title of DropZone.
  4. The title of the DropZone is now changed.

To set up the image of the DropZone, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Perform the action Change DropZone Image in the menu bar.
  4. Upload an image file by dragging and dropping it into the upload area or using the file selector.
  5. The image of the DropZone is now changed.

To set up live updates, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box DropZone Live Update.
  4. The live update is now activated.

To set up background updates, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Factbox Background Update.
  4. The background update is now activated.

Setting Up Allowed File Extensions

To control which files can be saved, you can allow only certain file extensions. This restriction can be set in either whitelist or blacklist mode. In whitelist mode, only the defined file extensions are allowed. In blacklist mode, all file extensions except those in the defined list are allowed.

To set up the allowed file extensions, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box File Extension Restriction.
  4. Confirm the question of whether you want to set up the file extension with Yes.
  5. The list of allowed file extensions will be displayed. Enter the allowed file extensions in the list.
  6. Close the Allowed File Extensions page.
  7. Only the defined file extensions are now allowed.

Info

The default restriction mode is set to Whitelist Mode. Additionally, file extensions should be entered without a dot. For example, enter docx for a Word document.

To set up the file extension restriction mode, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Select the mode in the field File Extension Restriction Mode.
  4. The defined file extensions will now be allowed or restricted according to the selected mode.

Setting Up the Authentication Notification

You can enable a notification that informs the user that they are not authenticated in Document Central. This notification can be activated in the module setup and also provides the option to authenticate directly.

To set up the authentication notification, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Notification for Missing Authentication.
  4. The authentication notification is now activated and will be displayed when the user is not authenticated.

Setting Up the Role Center Chart

As more documents are stored in Document Central over time, you may want to know which content types are stored most frequently. The standard version of Document Central provides a chart for this purpose, which can be activated for specific roles.

To set up the role center chart, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Activate Role Center Chart.
  4. Set the maximum number of content types to be displayed in the chart by using the field Max. Number of Content Types.
  5. The chart is now visible in the role center.

Setting Up File Name Conversion

It may be necessary to translate certain characters before a file or email is transferred to the repository. Document Central includes a standard function for translating characters in the file name or email subject.

Info

To delete certain characters, leave the New Value field empty and enter the characters to be deleted in the Old Value field. After the conversion is complete, all remaining special characters will automatically be converted to an underscore ('_') to ensure error-free processing.

To set up file name conversion, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Perform the action Open File Name Conversion in the menu bar.
  4. Check the box Convert File Name.
  5. Enter the Old Value and the New Value to which it should be translated in the Conversion list.
  6. The file name will now be converted.

To set up email subject conversion, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Perform the action Open File Name Conversion in the menu bar.
  4. Check the box Convert Email Subject.
  5. Enter the Old Value and the New Value to which it should be translated in the Conversion list.
  6. The email subject will now be converted.

Warning

Backslashes ('\') are always removed before the start of the file name conversion process. Therefore, it is not possible to convert backslashes.

Setting Up Document Logging

In Document Central, the document history is accurately recorded when a document is changed or edited. This log provides reliable and precise documentation of a document's history and ensures a transparent overview of its progress. A log is created for the following events:

Log Event Explanation
Archiving The document was either manually uploaded, created during a document conversion, created via a Document Central extension, a link, a document migration, or the double print function.
Removal The document was deleted.
Download The document was downloaded.
Metadata Change The metadata of the document was changed.
Restoration The version of a document was restored and is now the current version.
Document Basket The document was added to the document basket or the document was downloaded via the document basket.
Retention Assignment A retention mark was assigned to the document.
Versioning A version of a document was uploaded.
Moved The document was moved to another document library or to another record.
Export All The document and possibly others were downloaded via the "Export All" action.

Info

All events are tracked by default. However, within the module setup, in the Document Log Configuration section, tracking of certain events can be disabled.

To enable or disable logging, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Navigate to the Document Log Configuration section.
  4. Enable or disable the desired logging types using the checkboxes.
  5. The logging is now configured according to your requirements.

Setting Up the Report Queue

Reports generated by a print action or during a booking process can be automatically saved using the report queue. The specific reports to be saved via the report queue can be defined in the report settings.

To configure the parameters of the report queue, proceed as follows:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Setup in the ribbon and perform the action Module Setup.
  3. The parameters are located in the Report Queue.
  4. Specify in which context the report queue entries should be uploaded in the field Archive Queue Upload Method.
  5. Specify the number of retries that an entry should attempt for upload in the field Retries per Entry.
  6. Specify the wait time for the next attempt in the field Time Span for Next Attempt.
  7. Specify the number of entries to be attempted in one run in the field Total Number of Upload Attempts per Run.
  8. Specify the number of parallel sessions in the field Max. Parallel Sessions.
  9. The parameters for the archive queue are now configured.

Authentication Process

When accessing the Document Central API, the system automatically generates a JSON Web Token (JWT) on the first request. This token remains valid for 10 minutes. During this time, all subsequent requests use the cached token to avoid unnecessary re-authentication. A new token is only generated when the previous one has expired.

This ensures secure and efficient access to the Document Central APIs.