General Settings of the Document Management

You can configure general settings of the ELMA ECM+ application in Administration – Document Management – Document Management Section Settings .

Fig. 1. Administration – Document Management – General Settings of Document Management Section

This section contains 5 settings units. To edit parameters of a unit, click

Document Tasks

In this unit you can configure settings of tasks with an attached document (fig. 2).

Fig. 2. Document Task Settings

When reassigning, automatically grant access to attached documents

Yes - when a document task is reassigned, the new executor automatically receives the same access permissions, as the previous executor.
No - when a document task is reassigned, the user, who reassigns the task, has to specify permissions to the document, granted to the new executor.

Allow to change a document version after approval

Yes – after approving a document, the document version can be changed.
No – after approving a document, the document version cannot be changed.

Attach documents to email notifications

Yes - the document will be attached to the email notifications on receiving a document task and on the changes in the task.
No - the document will not be attached to the email notification on receiving a document task and on the changes in the task.

Require a comment when approving
Approve: Yes - when a user approves a document in the web application they will have to leave a comment to complete the task. The comment will be displayed on the document page.
Reject: Yes - when a user rejects a document in the web application they will have to leave a comment to complete the task. The comment will be displayed on the document page.

Require a comment for acquaintance tasks

Yes – when completing an acquaintance task, the Comment field is required. The entered comment will be added to the document page.
No – when completing an acquaintance task, the Comment field is not required. This option is selected by default.

Remove the existing user from the approval sheet when reassigning:

Yes – when reassigning a task to a user, who is already in the approval sheet, the current approval task of this user is canceled and the user is removed from the acquaintance sheet. This is the default value.
No – when reassigning a task to a user, who is already in the approval sheet, the current approval task is reassigned to this user (the user will be assigned to identical approval tasks).

Fig. 3. Document approval sheet

Remove the existing user from the acquaintance sheet when reassigning:

Yes – when reassigning a task to a user, who is already in the acquaintance sheet, the current acquaintance task of this user is canceled and the user is removed from the acquaintance sheet. This is the default value.
No – when reassigning a task to a user, who is already in the acquaintance sheet, the current acquaintance task is reassigned to this user (the user will be assigned to identical acquaintance task).

Fig. 4. Document acquaintance sheet

Barcode Generation Settings

This unit is similar to the Barcode Generation unit in Administration - System - System Settings. To learn more about this unit, please read the respective Help article.

Documents

In this unit, you can configure settings of the document lists display and of working with documents via ELMA Agent (fig. 5).

Fig. 5. Document Settings

Action of the ELMA Agent button - action, performed when clicking on the ELMA Agent button on the document page (fig. 6):

Fig. 6. ELMA Agent button on the document page

Lock and change – lock the current document version and edit in the standard system editor.
Lock and create – lock the current document version and create a new one, based on the current version.
Add Version - the document is downloaded to the user PC and opened for editing. After editing, the document is saved to a new document version. The source version remains available.
Edit - edit the current document version on the user PC via ELMA Agent. After editing, the document is saved to the current version. This is the default option.

Store the settings of the document display table for each folder

Yes - when you configure document table display settings in one folder, the settings of all the other folders remain unchanged.
No - when you configure document table display settings in one folder, the settings are applied to all the other folders.

Synchronize permissions when creating links with documents

Yes - enable access permission synchronization. When a user creates a link between documents, document access permissions will be synchronized.
No - when a user links documents, their access permissions will not be synchronized. This is the default setting.

Document Digital Signature Settings

This unit is similar to the Digital Signature Settings unit in Administration – System – System Settings . To learn more about this unit, see the respective Help page.

Records Management

In this unit you can configure settings of the Records Management section. (fig. 7).

Fig. 7. Records Management Settings

Invite to an action after document registration

Yes – after registering a document, a window with possible further actions with the document will open (fig. 8).

Fig. 8. Actions with the document
No - after registering a document, the window will not be opened.

Continuous Records Classification Scheme

Yes – the records classification scheme of the company will be valid for indefinite time.
No – the records classification scheme of the company will be valid for one year. After that, you will have to publish a records classification scheme for the next year. Also, with these settings, the Records Classification Scheme section of the advanced search form will feature an additional Global search through all the years field.