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Setting up Users and Groups

The Document Central users are added via the license activation and assignment. Additional options can be activated for the users in the Document Central user setup.

Activate and Deactivate User

Licensed Document Central users can be activated or deactivated for Document Central.

To activate and deactivate users, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Execute the action Activate/Deactivate Users in the ribbon bar.
  4. Mark the user and execute the action Activate or Deactivate in the ribbon bar.
  5. The user will be activated or deactivated.

User authentification testing

The authentification to the repository can be test in the user setup.

To test the authentification to repository, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Mark the user and execute the action Edit in the ribbon bar or click on the User ID.
  4. Execute the action Authenticate to Repository in the ribbon bar.
  5. The authentication process is performed for the specific repository setup.

Choose datagrid visualization

The datagrid can be displayed in two different visualizations.

To choose the visualization, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Mark the user and execute the action Edit in the ribbon bar or click on the User ID.
  4. In the field Document Visualization select betwween Add-In or Page visualization.
  5. The data grid will be displayed in the chosen visualization.

Reset user datagrid

The datagrid view can be reset in the user settings if users change it.

To reset the datagrid view, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Mark the user and execute the action Settings in the ribbon bar.
  4. Execute the action Reset Document Library Settings in the ribbon bar to reset the datagrid which affects the document view.
  5. Execute the action Reset Inbound List Settings in the ribbon bar to reset the datagrid which affects the inbound list.
  6. Execute the action Reset Inbound List Split Settings in the ribbon bar to reset the datagrid which affects the split view in the inbound list.
  7. The individual views for the user are deleted when the actions have been executed.

Activate administrator options

Administrative settings are hidden for users in the daily usage of Document Central. The administrator mode can be activated for specific users if they need to see administrative settings.

To activate the administrative mode for a user, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Mark the user and execute the action Edit in the ribbon bar or click on the User ID.
  4. Activate the checkbox Administrator.
  5. The user will then see administrative options in different areas.

Warning

The user then also needs the appropriate permission set to perform the configuration.

Activate report queue notification

Users can activate notification for themselves if errors occur in the report queue.

To activate the notification, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Users.
  3. Mark the user and execute the action Edit in the ribbon bar or click on the User ID.
  4. Activate the checkbox Activate Report Queue Notification.
  5. The user will then receive error messages in the notifcation area of Business Central.

Setting up Groups

Metadata, content types and document libraries can be restricted for specific users. This requires groups to be defined in advance and users to be assigned to the groups.

To create groups, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action User Group.
  3. Execute the action New in the ribbon bar to create a new group.
  4. Specify the group code by entering a code in the Code field.
  5. Specify the group description by entering a description in the Desciption field.
  6. Add users in the Member list below.

Info

The set up of the groups in the specific areas is explained in the specific areas.

Add user to a group

Users can be added to existing groups.

To add users to a group, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action User Group.
  3. Select the group to which the users should be added.
  4. Add users in the Member list below.
  5. The users are now member of the group.