Knowledge Base

 
System Settings

System Admin users can maximize the benefits of the system by customizing the default settings of relevant or optional system setting parameters.

Access System Settings

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

Then, from the Web Admin select System Settings from the Top-Navigation Bar.

System Settings Layout

The System Settings page is divided into several sections allowing you to configure settings for email, integrated systems, password configuration and more.

1

Email Setup: allows you to configure the system to send notifications.
2

Windows Documents: access documents from shared source.
3

Web Client Procedures: web forms used to automate processes.
4

Integrated Systems: configure connections to document repositories.
5

Database Backup: exclusively for SQL Express as it does not offer backup function.
6

Refresh Data: refresh lookups and document relationships related to your data.
7

License Key Activation: update product licenses.
8

DMFL Extensions: launch or deny a type of file extension (e.g., .doc, .docx).
9

Records Management: manage expired or out-of-date content for disposition.
10

Password Configuration: define password configuration rules.
11

Time Offset: offset the delivery of notifications for a different time-zone.
12

Advanced Edit: displays a complete list of system settings and values.
Email Setup

Email Setup allows you to configure the system to send task notifications; task completion and much more.

To access; click on Email Setup from the Left-Navigation Menu

Email Setup Layout
1

Select an Email Complete Type complete tasks by email or web (e.g., progress page).
2

Enter Server Credentials to connect to resources outside of the Server.
3

Complete Type Credentials configure Server settings such as 'Type'; 'Location', etc.
4

Logging choose how the system stores and classifies task information.
5

Select Complete by Email to complete tasks via email.
6

Select Complete by Web to complete tasks via the Progress Page.
7

Click Next to proceed to the next section of the Email Setup.
Email Complete Type

Email Complete Type allows you to configure how your want your organization's users to complete their assigned task(s).

Complete by Email

Check the Complete by Email box to complete tasks from an email notification.

How Complete by Email Works

With Complete by Email, users will reply to an email notification and type the words "Complete" and then hit "send" to complete their assigned tasks.

 
Complete by Web

Check the Complete by Web box to complete tasks from the Progress Page.

How Complete by Web Works:

With Complete by Web, users click the "Post Progress" button from an email notification which opens task's progress page.

From the "Progress Page" users can add comments, upload documents and/or complete their assigned task.

Click Next to proceed to Server Credentials.

Server Credentials

The Server Credentials section allows you to configure the system to send user's email notifications from your organization's email client.

Server Credentials Layout
1

Enter individual ‘OR’ sender of all email notifications in the From Full Name textbox.
2

Enter individual ‘OR’ sender’s email address in the the From Email textbox.
3

Enter the SMTP Server name (e.g., the server that sends email).
4

Enter the SMTP Port # your Server uses for email submission.
5

Max Size (bytes) of emails. 10MB is considered safe. (e.g., 10MB = 10485760)
6

Check the SSL to Send Emails box to connect the server (webmail/POP3) to send emails.
7

Check the Requires Authentication box to verify your certificate in your SMTP server
8

Enter the SMTP Username if the Requires Authentication box is checked.
9

Enter the SMTP Password if you entered the Username.

Click Next to proceed to Complete Type Credentials.

Complete Type Credentials

The Complete Type Credentials section allows you to configure communication between DocMinder and your exchange mail server to locate and send email notifications.

Complete Type Credentials Layout
1

Select the Server Type (e.g., ExchangeStandard, Generic for POP3) from the list.
2

Enter the name of your Mail Server.
3

Enter the User Account for ‘docmailer’.
4

Enter the Account Password for the ‘docmailer’ account.
5

Indicate the SMTP Port Number (0 if standard port).
6

Check the SSL box if site is secure (SSL is not used for Exchange Web Services).
7

Check the SSL Ignore box if certificate cannot be validated.
8

Check the Read All Emails box to enable DocMinder® to parse through the mailbox.
9

Enter the Read All Emails From date to start when DocMinder® will begin.
10

Check the Internal Users Only box to restrict outside access to the Progress Page.
11

Check the Use Secure HTTP box if you have a secure HTTP server location.
12

Enter Server Location into the textbox (e.g., URL to the Progress Page).

Click Next to proceed to Logging.

Logging

Verbose Logging is a computer logging mode that records more information than the usual logging mode (e.g., verbose means "using more words than necessary".)

By default, DocMinder® uses a verbose logging option which can be helpful to gather more information or troubleshooting.

To disable Verbose Logging; uncheck the box.

Click Finish to complete Email Setup.

Windows Documents

The Windows Documents section allows you to configure access to documents from a document repository which allows users to attach documents to their task(s).

Along with access to documents; the Windows Documents section also populates user information from Active Directory and LDAP. This allows a licensed user to install/update the application without an Admin account.

To access; click Windows Documents from the Left-Navigation Menu.

 
Windows Documents Layout
1

Enter a "Fully Qualified" Document Retrieval Username to attach documents to task(s).
2

Enter the Document Retrieval Password for the "Fully Qualified" DR Username.
3

Click Save after entering Document Retrieval Username / Password.
4

Enter a "Fully Qualified" Active Directory Username to populate user account info.
5

Enter the Active Directory Password for the "Fully Qualified" AD Username.
6

Click Save after entering Active Directory Username / Password.
7

Enter "Fully Qualified" Install Admin Username to install/update without an Admin Account.
8

Enter the Install Admin Password.
9

Click Save after entering Install Admin Username / Password.
Web Client Procedures

The Web Client Procedures section consists of custom developed web-forms used to automate a business processes with the use of ARC (Automatic Reminder Creation) and DocMinder® Workflow.

To access; click Web Client Procedures from the Left-Navigation Menu.

WebClient Procedures Layout
1

Undo/Redo; Insert (e.g., Image, Link, Table, Form etc.,).
2

Strip Format from (e.g., All, CSS, MS Word etc.)
3

Spell Check; Table Formatting.
4

Cut; Copy; Paste; Find/Replace; Insert.
5

Paragraph Alignment; Indent/Outdent; Superscript/Subscript; Numbered/Bullet List.
6

Bold; Italic; Underline; Font-Color; Background-Color; Font-Name; Font-Size (px).
7

Each item is a URL link to the appropriate WebClient Procedure.
8

Click Design to edit the Grid view with WYSIWYG capabilities.
9

Click HTML to view the Grid's html content.
10

Click Preview to display a web-preview of the Grid view.
11

Click Save keep any changes you made to the Grid view.
Integrated Systems

DocMinder® allows for integration with a variety of systems and applications.

The Integrated Systems section is used to configure connections to document repositories (e.g., shared sources) within the DocMinder® application.

To access; click Integrated Systems from the Left-Navigation Menu.

Integrated Systems Layout
1

Displays the Default System to Save Documents (e.g., where documents are saved).
2

Displays the System Key (e.g., System's secure server location.).
3

Displays the System Type (e.g., SharePoint, eDOCS, DB connection).
4

System Name The systems name as it appears in your network environment.
5

Click the Delete button to remove a system connection.
6

Click the View button to view details of a system connection.
7

Select the New System dropdown to choose a system from the list.
8

Click the New button to add a new system connection.
Integrated Systems View

To access a Systems View; click View from the main Integrated Systems table.

System View Layout
1

Click Return to Integrated Systems to go back to the previous page.
2

System ID is the identification number of the integrated system in DocMinder®.
3

System Type displays the system (e.g., document repository; DB connection, etc.) type.
4

System Name displays the system name (as it is known within your network).
5

The System Key is used to encrypt sensitive configuration values (e.g., passwords).
6

Advanced Command Properties command queries to retrieve field values.
7

The Property column displays the property's object name.
8

The Description column displays a short summary of the property.
9

The Value column displays the property's attributes.
10

Click Save to keep changes made to a property in the DM System Settings table.
11

Click Test to review changes made to a property in the DM System Settings table.
12

The Title column displays the name of the field input.
13

The Data Type defines what type of data a field can contain.
14

The Format determines how the values of a field are displayed.
15

The Input Type specifies the type of input-control to render.

16

System Mapping displays how the data is mapped from one source to another.
17

Click Edit to make changes to a system property.
18

Refresh Lookups click to update the data of a system property.
Advanced Command Properties

The Advanced Command Properties section can help you zero in on a specific data items. A query is an expression to find data that contains a specific value.

To access; click Advanced Command Properties from the Integrated Systems View page.


Advanced Command Properties Layout
1

Click Return to Edit..... to go back to the Integrated Systems View page.
2

The Query Command textbox displays your criterion (e.g., field references).
3

The Update Command textbox updates the database and identifies the record.
4

Click Save to keep any changes made.
5

The Load Default Commands link will populate the system to extract information.
6

Click Test to run your query command.
7

The Optional Reference Number textbox displays the reference number if applicable.
Database Backup

The Database Backup section provides a way to protect and restore a database to its operational state.

Database backup ensures a company’s access to critical and essential business data in case of a disaster or technical outage.

To access; click Database Backup from the Left-Navigation Menu.

 
Database Backup Layout
1

Backup File Location displays the location of your database backup.
2

No. of backup files to keep displays the number of files to preserve in the backup.
3

Click Save to keep your changes.
Refresh Data

Update and refresh lookups and document relationships related to your data.

While working with integrated systems in DocMinder®, you may want to refresh data from an external system, especially if it is updated on a constant basis.

To access; click Refresh Data from the Left-Navigation Menu.

 
Refresh Data Layout
1

Click Refresh Lookups to refresh document lookups.
2

Click Diff Refresh Document Relationships to refresh document relationship changes.
3

Click Full Refresh Document Relationships to fully-refresh document relationships.
License Key Activation

All DocMinder® licensing is accomplished from the License Key Activation page. There are currently two (2) methods to update or activate your DocMinder® license:

  1. An Activation Code;

  2. XML License File;

To access; click License Key Activation from the Left-Navigation Menu.

 
License Key Layout
1

The Company Name of your organization.
2

Enter the Activation Code (e.g., text-characters, consisting of letters and numbers).
3

Click the Activate button to activate based on Activation Code.
4

Copy and paste the contents of an XML License file into the textbox provided.
5

Click the Update button to activate an XML License file.
6

If Value is TRUE Access  |   If Value is FALSE No Access.

  1. Server Name: DMServer

  2. License Key: A7E764D5AA015BEA84536E240604D0811138B82A5C120342B

  3. Company Name: WordTech, Inc.

  4. DocMinder 5 Users: 100

  5. DocMinder Recipients: 0

  6. Reminder Creators: 100

  7. Workflow Users: 50

  8. Report Users: 100

  9. Outlook Calendar: TRUE

  10. Outlook Integration: TRUE

  11. Delegation: TRUE

  12. Drag-Drop-Email: TRUE

  13. Advanced Escalation: TRUE

  14. Individual Reminders: TRUE

  15. Checklists: TRUE

  16. Actual Checklists: TRUE

  17. Relationshp: TRUE

  18. Email Template Customization: TRUE

  19. Document Search: TRUE

  20. Text Search on Comments: TRUE

  21. DM System Integration: TRUE

  22. Auto Reminder Creation: TRUE

  23. Web Calendar Users: TRUE

  24. Expiration Date: 1/1/2100 12:00:00 AM

  25. Is Valid: TRUE
DMFL Extensions

DMFL (DocMinder® File Launcher) Extensions allow you to launch or deny a type of file extension (e.g., .doc, .docx) for DocMinder® users who upload documents from shared sources.

To access; click DMFL Extensions from the Left-Navigation Menu.

 
DMFL Extensions Layout
1

Enter a new Extension into the textbox provided.
2

Select the type of Action from the dropdown (e.g., Select, Launch and Deny)
3

Click the Add button to add a new extension.
4

Displays the Extension of the document/file.

-- .DOC Microsoft Word document file format.

-- .Docx Newer Microsoft Word file format referred to as Open XML.

-- .ics Internet Calendar and Scheduling.

-- .log Registry of events, processes, etc., and communication.

-- .msg Mail message file format used by Microsoft Outlook and Exchange.

-- .pdf Portable Document Format is a file format by Adobe.

-- .pst Personal Storage Table file format in Microsoft Outlook.

-- .sql Standard language for storing, manipulating and retrieving data in databases.

-- .txt Standard text document that contains unformatted text.

-- .vsd Vector graphics file format used by Microsoft Visio.

-- .xls Spreadsheet file format for use with Microsoft Excel.

-- .XLSX Newer Microsoft Excel file format referred to as Open XML.

-- .zip Archive file format that supports lossless data compression.

-- xlsx Microsoft Excel Open XML Spreadsheet (XLSX) file.
5

Displays the Action a user can perform with the document/file extension.
Records Management

DocMinder® Records Disposition Management provides organizations with a solution to automate the process of managing and tracking expired or out-of-date content that is eligible for disposition.

The Records Disposition module produces a report based on a responsible attorney’s matters. The report lists all matters for an attorney who has records eligible for disposal from a DMS records management system.

To access; click Records Management from the Left-Navigation Menu.

 
Records Management Layout
Password Configuration

The Password Configuration section allows a DocMinder® System Admin to define rules to setup the password configuration for the current user base.

To access; click Password Configuration from the Left-Navigation Menu.

 
Password Configuration Layout
1

Check the Email Admin for Password Recovery box to recover passwords via Admin email.
2

Check the Require Password Requirements box to enforce password requirements.
3

Select the Minimum Password Length (e.g., lowest # of characters) from the dropdown.
4

Select the Maximum Password Age (e.g., highest # of characters) from the dropdown.
5

Check the Require Password Complexity box to enable password complexity.
6

Click Save to keep changes made to the password configuration.
Time Offset

The Time Offset section allows you to offset the delivery of task notification emails to users who reside in a different time-zone than the server.

To access; click Time Offset from the Left-Navigation Menu.

 
Time Offset Layout
1

Select a Time Zone from the dropdown.
2

Check the Observe Daylight Saving Time box to enable.
3

Click the Apply Change button when finished.
Advanced Edit

DocMinder® allows you to provide further system settings (e.g., application ID's, account credentials, etc.) from the Advanced Edit section.

To access; click Advanced Edit from the Left-Navigation Menu.

 
Advanced Edit Layout
1

Type into the Filter textbox to filter.
2

Click Submit after typing into the Filter textbox.
3

Displays the ID of the integrated system or application.
4

Displays the Setting of the integrated system or application
5

Displays the Value of the integrated system or application
6

Check the Encrypted box to enable encryption.
7

Click the Delete icon in the Action column to to remove an item.
8

Click the Edit icon in the Action column to modify an item.
Auto Create Reminders

Auto Create Reminders automatically generates task(s) for future activities.

If you currently use Microsoft Excel, manual paper-processes or a database to track due dates, DocMinder® can extract the data and quickly build a full functional process.

To access; click Auto Create Reminders from the Top-Navigation Bar.

 
Auto Create Reminders Layout
1

The Rule Name is typically named after the process it automates (e.g., Web Request).
2

The Status of a Rule can be Active or InActive.
3

Displays the DM System the Rule is integrated with.
4

Check the Copy box to allows users to upload documents as a copy.
5

Check the Link box to allows users to upload documents as a link.
6

Click Delete to remove a Rule.
7

Click Edit to modify a Rule.
8

Click the New Rule button to create a new rule.
9

Select a Rule from the dropdown and then click New Rule.
 
Edit Auto Create Rule

To edit a rule; click the Edit button from the main Auto Create Rules table.

Edit Rule Layout
1

Displays the Auto Create Rule Name.
2

Choose a Template from the dropdown for the Auto Create Rule.
3

Displays the Status of the Auto Create Rule.
4

Displays the Exec Order of the Auto Create Rule (e.g., Execution of Order).
5

Select the From (e.g., 'Owner'; 'Assignor') or can be chosen from a field in a database.

6

Select the or Column dropdown to choose a column.
7

Due Date Property can be on the date created; or pulled from a database date/time field.
8

Days Offset allows you to offset a due date by a number of days.
9

Due Date Time can be pulled from any time field in the database.
10

Link checkbox determines if the document will be attached as link.
11

Copy checkbox determines if the document will be attached as copy.
12

Send Immediate Notification if checked sends an email notification instantly.
13

Click the Save Rule button to keep your changes.
14

DM Field is a profile field from a document management system.
15

Comparator compares two objects values to return a positive, equal or negative comparison.
16

Value is what the "Comparator" looks for when compairing.
17

Click the Delete button to remove a filter in the table.
18

Click the Edit button to modify a filter in the table.
19

Select a DM Field from the dropdown.
20

Select an Operator from the dropdown (e.g., Equal To, etc.)
21

Enter in a Value.
22

Click Save New Filter when finished.
23

Click the Estimate button to see how many task(s) would be created.

24

Document Properties displays keywords that identify an object's contents.
25

Click Cancel to discontinue editing an Auto Create Rule.
26

Click Save Rule to keep changes you made to an Auto Create Rule.
Logging

Many operating systems, software frameworks and applications include logging. A log file records events such as error messages or deleted items that occur in a system

To access; click Logging from the Top-Navigation Bar.

 
Logging Layout
1

Click Locked Reminders to view any DocMinders that are locked (e.g., curently editing).
2

Click Logs to view logs for Email History, System and Deleted DocMinders.
 
Locked Reminders Log

When a user is currently editing a task, DocMinder locks the task to prevent other users from editing the task at the same time which can cause inconsistencies with the data.

To access; click Locked Reminders from the Left-Navigation Menu.

 
Locked Reminders Layout
1

Displays the ID (e.g., identification number) of the task.
2

Displays the user's Full Name who has the task locked.
3

Displays the user's Email who has the task locked.
4

Displays the user's Username who has the task locked.
5

Displays the Date Locked for the task.
6

Click the Unlock button to force unlock.
Logs

DocMinder® records certain kinds of events and messages to use in diagnosing problems. A log is a special kind of database file that is used by the system to record this information.

These types of logs include:

  1. Email History Log

  2. System Log

  3. Deleted DocMinder® Log

To access; click Logs from the Left-Navigation Menu.

Logs Layout
1

The Email History log displays task notification delivery.
2

The System log displays errors, warnings, and process messages.
3

The Deleted DocMinder® log displays tasks that were deleted from the system.
Email History Log

DocMinder® keeps a detailed log of task notifications that are sent. For each notification, you can view the notification type; its delivery status; and much more.

To access; click Email History Log.

Email History Layout
1

Displays the Email ID.
2

Displays the Sent Date of the email.
3

Displays the Status ID of the email.
4

Displays the Reminder ID associated with the email.
5

Displays the name of the Recipient who received the email.
6

Displays the Type of email (e.g., Notification, Escalation, etc.) sent.
7

Displays the current Status of the email.
8

Click Export to Excel to download the table data.
System Log

The System Log contains events that are logged by the system and its components. The system log files may contain information about system changes, events, operations and more.

The "Created By" column will indicate the user's name who created the event.

To access; click System Log.

System Log Layout
1

Displays the event's Reminder ID.
2

Displays the Error message (e.g., the User's actions).
3

Displays the date the event was Created.
4

Displays the event was Created By.
5

Displays the Machine Name of where the event occurred.
6

Click Export to Excel to download the table data.
Deleted DocMinder® Log

Aa a DocMinder® Administrator, you want to determine who deleted a certain task; It's possible to determine who deleted a record by looking at the Deleted Log.

The "Deleted By" column will indicate the user's name who deleted the task.

To access; click Deleted DocMinder Log.

Deleted DocMinder® Log Layout
1

Displays the task's Reminder ID.
2

Displays Deleted By full name of User.
3

Displays the Date Deleted.
4

Click Export to Excel to download the table data.
 
 
 
 
 
 
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