See also: Documents and briefcases
Documents
Lists in the Administration/Documents menu
Administration/Documents/... | Explanation, usage | Customizing |
|---|---|---|
Status | Management of the statuses of documents, for example In process, Approved... | Information only, changes not allowed |
Languages | Management of the language information for correspondences and documents. | Creating allowed |
Types | Management of the document types, for example note, presentation, professional article… | Changes allowed under consideration of the type |
Applications | Overview list of the applications needed to work with correspondences and documents. The icons are used with the document assignment as a designation of the type. The prefix of the identifier must correspond to the file name extension. A new icon can be assigned by double-clicking the icon. | Creating allowed |
Roles | Selection at the field "for category" of a document at the competitor | Creating allowed |
Classification | Management of the classification properties for document records | Creating allowed |
Batch reports | Management of the ID, keys, values or macro for the automatic preparation of the batch reports (job) at the competitor. The identifier is the template-ID; the key is a Crystal report or Windward key. It is controlled via a value or a macro. In the macro, e.g., a special field or the business year can be set. Attention: Only edit this with knowledge of the data model! | Creating allowed |
Selected environment variables (Administration/Settings menu)
Variable name | Description | Default |
|---|---|---|
| Controls the behavior of the preview display for Reports from office 2007; |
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| Specifies file types for the document management that may not be opened to view them |
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| Usages will be copied when a document is copied using "Duplicate with structure". Individual types of the usage (tabs) can be entered instead of | y (ffor all types) |
| Document usages are ignored on status change of the document, it is checked only for usages in outgoing correspondences. |
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| Specifies the formats supported for converting to PDF. File types can be selected, but not added. | Text based: |
| Activate / deactivate color highlighting of document records with a final status (e.g., released) |
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| Request for the automatic creation of a new version when checking in edited documents |
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| Server variable for PDF printer |
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| Server variable for PDF printer |
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| Server variable for PDF printer, see Converting documents to PDF fails |
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| Document duplicate check in the background without user confirmation |
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| With this variable, you can preset the document type when creating a new document in the master. The mandatory "Type" field is then already filled in. | EMPTY_DOC |
Preview thumbnails
Documents are displayed as thumbnails in various objects. The system creates the thumbnails automatically.
The PSA_CRE_DOC_THU_NAI_IMM variable controls whether the thumbnail should be generated asynchronously. The "Generate Thumbnails for Documents" job creates thumbnails for all changed blobs (for legacy data). The PSA_DOC_THU_NAI variable defines the size. The value is adapted to the QuickView dialog box PSA_DOC_THU_NAI_QSF. Generating does not work for all document formats. The supported ones are images, PDF, DOCX. DOCX is converted using the "doc4j" library, first to PDF and then to PNG.
Presetting the document type
The automatic default entry of the document type can be controlled via the PSA_DFV_DOC_DLG_STY_IDN user variable. For the IDN, please use the Administration/Documents/Types list. The value is applied
- when creating a new document in the CRM,
- whwn dragging and dropping a document to the CRM,
- when you run the file picker in the CRM.
For the scenario that a document is checked in as an attachment to an email using the Groupware (Groupware Connector), the document type can be preset with these two (also) user-specific variables:
PSA_DFV_DOC_STY_IDN (like above)PSA_DFV_DOC_STY_NAM (to be entered for each language installed!)
Attention: Please always make sure to change a complete set of settings, otherwise data conflicts or different document types for different languages may occur!
Classification of documents
The automatic default entry of the classification when creating a document is determined by the assignment to one of the groups Service (master), Sales (master) or Marketing (master). If a user is assigned to more than one of these three groups, the group with the lowest rank is decisive.
Should you want to divergently assign an extended classification, use the PSA_DFV_DOC_TYP_IDN and PSA_DFV_DOC_TYP_NAM environment variables. You can change either for groups or for individual users.
PSA_DFV_DOC_TYP_IDN= Identifier of the desired document classification. See the ID in the Documents/Classification administrator list.PSA_DFV_DOC_TYP_NAM= Name of the desired document classification (one entry per installed interface language!)
Attention: Please always make sure to change a complete set of settings, otherwise data conflicts or different document types for different languages may occur!
Size-dependent storage of blobs on the file server
If BLOBs exceed an adjustable size, they can be automatically stored in the file system instead of the database.
This feature can be activated through the PSA_FIL_SRV_USE=MAX_SIZ variable. The PSA_BLB_MAX_SIZ variable specifies the maximum size of BLOBs in bytes to be stored in the database. If this value is ≤ 0, all BLOBs are stored in the database. If the BLOB size is greater than this value, the BLOB is automatically stored in the file system. The memory directory is read from the PSA_FIL_SRV_PTH or PSA_FIL_SRV_PTH_MBL variable.