Knowledge Base

 
Web Admin

The Web Admin is a multi-user application that allows you to grant different privileges and levels of access to DocMinder® user(s) and group(s).

The Web Admin is accessible from your DocMinder® Homepage; from your Homepage, click on your profile and select Web Admin.

Welcome and Licensing Page

The Welcome and Licensing Page displays your licensed DocMinder® products along with the number of licenses in-use and the total number of licenses purchased.

1

Version: Indicates the version of DocMinder® currently installed.
2

Embedded: Access to DocMinder Embedded from Outlook.
3

Reports: Access to reporting from the application.
4

Workflow: Licensed users can access; create; assign; and monitor workflow.
5

Manager: Licensed users can create; assign; and monitor projects/tasks.
6

Homepage: Access to their current task list from the WebClient.
7

Recipient: Users can receive and complete projects/tasks and view Homepage.
Permissions >>Users

As a DocMinder® Web Admin, the Users page allows you to manage individual(s), group(s) and permission sets.

To access; click on Users from the Left-Navigation Bar.

Users Layout

The Users page is where you add and edit users, modify permissions and more.

1

Select a User from the dropdown list.
2

Displays the selected User's Full Name.
3

Displays the selected User's Email Address.
4

Displays the selected User's ID. Click Populate to auto-fill User ID.
5

Displays the selected User's Email Tempalate.
6

Displays the selected User's Access Permissions; if checked, User has Access.
7

Add; Edit; Save; and Cancel buttons.
8

Displays the selected User's Type
9

Displays the selected User's Password.
10

Displays Groups the selected User is a member of.
11

Displays the selected User's Relationships; if checked, User has Access.
Add Users

In DocMinder®, each user is uniquely identified with a username, password, and profile. Together with permissions, the profile determines what a user can do, what data the user can see, and what the user can do with the data.

There are two methods available to add Users.

  1. With the Web Admin;

  2. Create and assign a New DocMinder®;

 
Add Users with Web Admin

To add new users through the Web Admin, follow the steps outlined below.

  1. Click the Add button;

  2. Enter the new user's Full Name into the textbox provided;

  3. Enter the new user's Email Address into the textbox provided;

  4. Optional: If using Active Directory; click Populate to auto-fill the DocMinder® ID.

  5. Optional: Select an Email Template from the dropdown;

  6. Check the necessary Access Permissions checkboxes;

  7. Check the necessary Group and Group Rights (e.g., View All, Admin) checkboxes;

  8. Select the Relationships the new user should have access to;

  9. Click Save when finished.

 
Add Users with a New DocMinder®

To add new users with a New DocMinder®, follow the steps outlined below.

  1. From the Top-Navigation bar; click on New DocMinder®.

  2. Select New Blank DocMinder® from the Left; then click on Create Project.

  3. Type in the Users's Email Address in the To: line textbox;

  4. Add a Subject line for the New DocMinder®;

  5. Enter a Message/Body (e.g., description); and click Activate.

    6. The User is added to the system as a Recipient.

    From the Web Admin you can modify (e.g., Edit) the User's information by selecting Recipient Only from the User Type dropdown.

Edit Users

As a DocMinder® Web Admin, it is important to edit your users' information. You have the ability to change information such as user type, access permissions, or setting the groups they’re members of.

To Edit Users; follow the steps outlined below.

  1. Click on Permissions from the top-navigation bar, then click Users from the left;

  2. Select the type of user from the User Type dropdown;

  3. Select a user from the Users dropdown; then, click on the Edit.

Edit Access Permissions

To edit Access Permissions you will follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

  1. To Enable (e.g., turn on); check the appropriate checkbox.

  2. To Disable (e.g., turn off); uncheck the appropriate checkbox.

  3. Click Save to keep your changes.

Access Permission Description
System Admin

Access to view/edit configuration information in the Web Admin.
Access Web Admin

Access to view/edit Users information in the Web Admin
Recipient

Receive and complete DocMinder® tasks, projects, workflows, etc.
Embedded

Recipient functionality with access to Embedded from MS-Outlook.
Manager

Create/manage projects, workflows, reports and calendars.
Create/Edit Templates

Create and edit project/task and workflow templates.
Access Reports

Access and build reporting template views.
Access Workflow

Acess and create Workflows.
Edit Auto-Text

Change Auto-Text (e.g., blocks of pre-formatted text).
Access Checklists

Access and create checklists for projects/tasks and workflows.
Access Home Page

Access their personal Homepage.
Access Email Templates

Access DocMinder® notification templates.
Allow Document Copies

Ability to attach copies of documents to projects/tasks and workflows.
Attach Document Copies

Attach copies of documents to projects/tasks and workflows.
Edit User Type

To edit User Type you will follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

See the table below for more information on User Types.

User Type Description
Manager

The Manager is a Power-User who has Embedded and Recipient type functionality; can create and manage projects, workflows, templates, create reports and build calendars views from both desktop and WebClient with complete Workflow functionality.

Embedded

The Embedded user is granted Recipient type functionality with access to DocMinder® Embedded from Microsoft Outlook. Embedded users can create projects and view the Embedded calendar and reporting.
Recipient

The Recipient user receives projects via email, can collaborate and complete their assigned tasks along with access to view their Homepage (e.g., to do list).
Disabled

A Disabled user cannot access the desktop or WebClient application.

How to Change User Type:

  1. Check / Uncheck Manager; Recipient; Embedded access permission checkbox.

  2. Click Save.

Edit Group Membership

To edit a user's Group and Membership you will follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

Add User to Group

  1. Check the checkbox in the Member column of the Group.

  2. Then, click Save.

Remove User from Group

  1. Uncheck the checkbox in the Member column of the Group

  2. Then, click Save.

Edit Group Rights

Group Rights are privileges a user within the Group has to View and Edit tasks for members of the Group.

Group Right Description
Member

Can only view and edit items they are Owner of within a Group.
View All

Can view all, but not edit, all items for members of the Group.
Admin

Can view all and edit all items for members of the Group.

Add View All Rights

To add View All Rights follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

  1. Check the View All checkbox in the View All column for the Group.

  2. Then, click the Save button.

Add Admin Rights

To add Admin Rights follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

  1. Check the Admin checkbox in the Admin column for the Group.

  2. Then, click the Save button.

Remove Rights

To remove Rights follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

  1. Uncheck the checkbox in the appropriate column for a Group.

  2. Then, click the Save button.

Edit Relationships

To edit a user's access to Relationships you will follow the Edit Users steps above (e.g., 1 through 4 above) and continue with the steps outlined below.

Add Relationship Access

  1. Check the checkbox under the Can Access column.

  2. Then, click the Save button.

Remove Relationship Access

  1. Uncheck the checkbox under the Can Access column.

  2. Then, click the Save button.

Permissions >> All Users Review

The Web Admin provides the ability to review all user (e.g., Manager, Embedded, Recipient and Disabled) level of access to the system.

The All Users Review includes a table-view of access permissions, groups, relationships and the number of pending tasks they are a Recipient and/or Owner of.

To access; click on All Users Review from the Left-Navigation Bar.

All Users Review Layout
1

Click the dropdown and select to view Managers, Recipients, Disabled Users or both Manager and Recipients in the table view.
2

Click Export Data button to download in CSV format.
3

Displays User's Full Name (may also display Users email address).
4

Table Data Columns Include (from left to right):

  1. Pending DocMinders Owner

  2. Pending DocMinders Recipient

  3. System Admin

  4. Access Web Admin

  5. Receive DocMinders (e.g., Recipient)

  6. Launch DocMinder® (e.g., Embedded)

  7. Create DocMinders (e.g., Manager)

  8. Edit Auto-Text

  9. Access Reports

  10. Access Workflow

  11. Create Workflow Templates

  12. Access Homepage

  13. Access Email Templates

  14. Send Copies

  15. Groups

  16. Relationships
5

Click on Show under the Groups column to view a User's Groups.
6

Click on Show under the Relationships column to view a User's Relationships.
7

Select the dropdown to increase your page size (e.g., view more per page).
8

Indicates the number of items to view in the number of pages.
Show >> Groups

To access; click on the Show link in the Groups column.

Show >> Relationships

To access; click on the Show link in the Relationships column.

Permissions >> Groups

With Groups, Web Admins have the ability to add multiple users and assign access permissions quickly and easily.

When implemented effectively, groups streamline deployment and make long-term user management much simpler.

To access; click on Groups from the Left-Navigation Bar.

Groups Layout
1

Displays a list of Groups created in DocMinder®.
2

By default the textbox is disabled; click the Add button to type in a new Group Name.

**You must have Admin rights to the Everyone Group to Create New Groups
3

Click Add to add a New Group.

Click Edit to edit a Group.

Click Save to save changes made to a Group.

Click Delete to remove a Group.
4

Select a Group Email Template from the dropdown.
5

Click Save Group Email Template after selecting an email template for a Group.
6

If checked; changes will Apply to Outstanding (e.g., Pending) tasks for a Group.
7

If checked; will Allow Users to Attach Copies of documents for a Group.
8

Members of the Group will have the Preference to Attach Copies of documents.
9

Click Save Group Copy Rights when modifying Group Copy Rights checkboxes.
10

Displays Users of the selected Group Name
11

Select the dropdown to view users by Type (e.g., manager, recipient, disabled).
12

Displays Users based on type (e.g., Managers, Embedded, Recipients and Disabled).
13

Click the Add button to add to a New User to a selected Group.

Click the Remove button to remove a User from a selected Group.
14

Select an Email Template from the dropdown for a selected User.
15

Click Save Email Template after selecting an email template for a User.
16

Changes will Apply to Outstanding DocMinders (e.g., Pending tasks).
17

Allows the User(s) to Attach Copies of documents to their tasks.
18

Allows the User(s) Preference to Attach Copies of documents to their tasks.
19

Click Save User(s) Copy Rights when modifying Copy Rights checkboxes.
Create New Group

To create a New Group — follow the steps outlined below.

  1. From the section on the Left; click the Add button.

  2. Type in the New Group name into the textbox provided and then click Save;

  3. The New Group name will display in the listbox on the Left.

Remove Group

To remove a Group — follow the steps outlined below.

  1. Select the Group Name from the section on the Left; and then click Delete.

  2. Your browser will display a confirmation message; click OK

Add Users to Group

To add Users (e.g., Members) to a Group — follow the steps outlined below.

  1. Select a Group from the section on the Left.

  2. In the right section; select a User Type from dropdown;

  3. Next, select a User from the dropdown;

  4. Click Add to include the selected User to the Group;

  5. The User will now display in the Group Members listbox on the Right.

User's Group Access Rights

Within DocMinder® Groups are used to simplify management; the access to Relationships of a Group can be applied to all Users or individual Users within in a Group.

To add access to Relationships to an individual User within a Group — follow the steps outlined below.

  1. Select a Group from the listbox on the Left;

  2. Select a User from the listbox on the Right;

  3. Check/Uncheck a Relationship checkbox under the Can Access column

  4. Click Save Access Rights when finished.

Remove User from Group

To Remove Users (e.g., Members) from a Group — follow the steps outlined below.

  1. Select the Group Name from the left section;

  2. Select a User from the Group Members listbox on the right;

  3. Click Remove from the right section;

Permissions >> Delegates

Delegation is the process of "distributing" assigned tasks to an individual in DocMinder®.

This capability allows a User to selectively Delegate tasks they are a Recipient of, to an individual who will receive and complete the assigned taks(s) on the User's behalf.

To access; select Delegates from the Left-Navigation Bar.

Delegates Layout
1

Select User Type (e.g., Manager, Recipient) from the dropdown.
2

Listbox displays individuals to select as a User's Delegate.
3

Click the Add button to add a Delegate for a selected User.
4

Select an individual User from the dropdown (e.g., Delegator).
5

Choose an individual from the listbox to select as the Delegate To User.
6

Click the Remove button to remove a Delegate for a selected User.
Add Delegate

To add a Delegate for a selected User; follow the steps outlined below.

  1. Select a User Type from the dropdown;

  2. Select a User from the dropdown;

  3. Select a Delegate from the listbox on the Left; and click Add.

  4. The listbox on the Right will display the Delegate of the selected User.

Remove Delegate

To remove a Delegate for a selected User; follow the steps outlined below.

  1. Select the User with the Delegate to remove, from the dropdown;

  2. Select the Delegate from the listbox on the Right;

  3. Click Remove.

Permissions >> Reassignment

Reassignment allows a Web Admin to change the Recipient (e.g., TO:) for a specific user's tasks.

This is best utilized when a user is changing departments, teams, or roles, or if the user is no longer an employee of the organization.

To access; select DocMinder® Reassignment from the Left-Navigation Bar.

Reassignment Layout
1

Select the Owner from the Change DocMinders Owned by dropdown.
2

Click Reassign Owner (after selecting New Owner).
3

Select a New Owner from the To be Owned by dorpdown.
4

Select an existing Recipient from the Replace Existing Recipients dropdown.
5

Click Reassign Recipients (after selecting New Recipient).
6

Select a user based on the User Type dropdown (e.g., Manager and Recipient Only).
7

Select the New Recipient from the With New Recipients dropdown.
Change Owner

To Change DocMinders Owned by (e.g., Reassign Owner); follow the procedure below.

  1. Select the existing owner from the Change DocMinders Owned by dropdown;

  2. Select the new owner from the To be Owned by dropdown;

  3. Then click the Reassign Owner button to complete the action.

Replace Existing Recipient(s)

To Replace Existing Recipient(s); follow the steps outlined below.

  1. Select existing recipient from the Replace Existing Recipients dropdown;

  2. Select a User Type (e.g., Manager, Recipient) from the drodpown;

  3. Select a new recipient from the With New Recipients drodpown;

  4. Then click the Reassign Recipients button to complete the action.

Permissions >> Client Preferences

Client Preferences allows you to configure many different settings to personalize the way DocMinder® works for your organization.

This Client Preferences section is only available to users with Admin privileges and can be accessed via Web Admin.

To access; select Client Preferences from the Left-Navigation Bar.


Client Preferences Layout

Client Preferences Explained

Click a heading to view a description of the client preference.

The time DocMinder® task notifications are sent each day.

Attached documents are delivered to Recipients as a link.

Attached documents are delivered to Recipients as a copy.

Allows users to click the TO button and display their Outlook Address Book

Adds the task to Recipient’s email calendar. (*Appointment = DocMinder® Task*)

Sends Past-Due email notifications each day, until the task is completed.

Comments added to a Recurring task can flow, (e.g., include) into the next task.

Sends a Past-Due email notification to the individual who created the task.

Forces users to add a ‘Relationship’ to their DocMinder® tasks.

Create a new DocMinder® from a document by right-clicking the document to display the short-cut menu and select “New/Edit” to attach the document to a new DocMinder.

Shortcut way for users to open and edit a DocMinder®. Only a licensed DocMinder® Manager can open these attachments. (*WTDM = Word Tech Doc Minder*)

Allows anyone assigned Recipient to attach (‘upload’) documents to their DocMinder® tasks.

Receive update messages for the DocMinder’s you have assigned.
(e.g., Recipient X has completed Task 1; Recipient X has Rejected Task 2)

Completely closes out the application. The application will not be running.

If selected – uses the documents metadata.

Set a due-date and time for DocMinder Tasks. If you select a date only (e.g., Due Date 11/11/2016) the time is not displayed in reporting.

Displays the DocMinder® Wizard information page when creating tasks.

Will display any date in the international format (e.g., MM-DD-YYYY = YYYY-MM-DD)

Use Active Directory for WebClient Address Book.

Documents added to a Workflow task can flow, (e.g., include) into the next step of the Workflow.

Documents added to a Workflow task can flow, (e.g., include) into the next step of the Workflow.

An assigned Recipient can remove (e.g., unassign) users from a project they are assigned to.

An assigned Recipient can add (e.g., assign) users to a project they are assigned to.

Recipients will receive email notifications where they can click on the Accept Assignment button to indicate they will complete the task assignment.

Select where notification emails are sent from (e.g., Owner Email or System Email).
Permissions >> Recipient Defaults

The Recipient Defaults are exclusively for responding (e.g., adding comments, uploading a document) or completing tasks.

To access; select Recipient Defaults from the Left-Navigation Bar.

Recipient Defaults Layout
1

The recipient type(s) are To: and Cc: as they are assigned to tasks.
2

Read allows recipients assigned to receive tasks via email.
3

Allows recipients to Add Comments from the Progress Page.
4

Allows recipients to Complete from the Progress Page.
5

Edit relates to completing, adding comments, etc., from the Progress Page.
6

The Delete permission is unchecked by default. Only a licensed user can Delete tasks.
7

Click to Apply any changes you have made to the Recipient Defaults.
8

Click to Cancel any changes you have made to the Recipient Defaults.
Relationships

In DocMinder®, Relationship fields allow you to connect data that is important to your business, but not a part of DocMinder®, by default.

You can add any number of fields to suit your needs, and each field you add can be reported on through the various reporting tools available in DocMinder®.

To access, select Relationships from the Top-Navigation Bar.

Relationships Explained

In MS-Excel a report is most commonly summarized as a number of column headings with a collection of data grouped under the related column heading.

In the example below we have several column headings (e.g., Name, Dept., Grade, etc.)

DocMinder® allows you to create these column headings within the Web Admin. Once the headings are created, you can add Values.

Relationships Layout
1

The Title is the Relationship's name (e.g., column header).
2

A Relationship in which its Values refer to another Relationship is a Parent.
3

Data is entered in by the Input Type (e.g., dropdown; textbox; multi-value list).
4

Data is displayed in reporting by the Format selected (e.g., Date: MM/DD/YYY).
5

A checked box means the Relationship is Visible to other users.
6

To add, modify or delete values for a Relationship, click Edit.
7

After adding or editing a column click Save Changes.
8

Type in a new relationship name into the Add New Column textbox.
9

Select the Type of Data to be entered (e.g., is it text; date and time, etc.)

  1. Text = (e.g., Text is entered into a text-field input);

  2. Date/Time = (e.g., MM-DD-YYY | 00:00 AM; select date/time from a calendar);

  3. Whole Number = (e.g., 1; numbers only);

  4. Decimal Number = (e.g., 0.5; numbers with decimals)
10

Click Add Column button when finished
Add Relationships

To add Relationships; follow the steps outlined below.

  1. From the Add New Column textbox; type in a name for the new Relationship;

  2. Select Data Type from the dropdown; then click the Add Column button.

  3. The New Relationship Column will now appear in the main table.

Relationship Input Types

The Input Type element represents a data field to allow users to enter data, depending on the input's type. For example, if an input's type is "text", it represents a text input field.

The table below describes the available Input Types for Relationships:

Input Type Description
Text Box

The TextBox input type is a simple control for entering text values; imposes no limits on the values that can be entered (other than Max Characters).
Date

The Date input type is a control with an integrated Calendar where you can enter the date directly or select from a pop-up calendar.
Dropdown List

The DropDown input type displays a list of items to choose from. The control will display the selected item or a default message if no item is selected.
Multi Value List

The MultiValue input type displays a list of options to choose from via checkbox.
Combo Box

The ComboBox input type displays selected items and the ability to type in a new value.
Relationship Input Format

The objective of an Input's Format is to indicate that a specific format is required when users enter data (e.g., Date MM/DD/YYYY).

The Input Format can seem confusing for example, if an Input’s Format is text, it can store values that consists of text or numerical characters. But when an Input Format is whole number, it can only store numerical values.

The following table describes the available Input Formats:

Input Format Description
Text

displays letters and numbers (Example: 123 Text)
Currency

displays monetary values (Example: $0.00)
Decimal

displays numeric data with decimal (Example: 0.00)
Date

displays the date in short format (Example: MM-DD-YYYY)
Whole Number

displays numeric values (Example: 123)
Relationship Values

DocMinder® Relationships can associate with lookup properties (e.g., Values) that allow you to filter reports based on those Values.

To access; click the Edit link in the same row as the Relationship Title.

Relationship Values Layout
1

Click the Properties link to go back to the main Relationships table.
2

The Property is the name of the Relationship you are currently viewing.
3

Type New Values for the current Relationship into the textbox;
4

Click Add Value(s) to add them to the current Relationship;
5

Column lists all Values for the current Relationship;
6

Click Upload Files to add multiple values at once.
7

Click Edit to modify a value;
8

Click Delete to remove a value;
Add Relationship Values

To add Relationships Values; follow the steps outlined below.

  1. Click the Edit link in the same row as the Relationship Title;

  2. Type in a Value into the textbox; then click the Add Values button;

  3. The New Value will appear in the table.

 
 
 
 
 
 
 
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