The STP Documents desktop is designed to organize all of a firm's documents into a clear folder structure. This makes it easier to find documents quickly.
There are
Documents in Progress
Unassigned Documents
the current user's Personal Workbook with Inbox, Tasks, Imports, and Favorites.
the Group Workbook for the Groups the user belongs to. It includes Inbox and Tasks.
Additionally, the desktop includes the following elements:
Cases
Search Profiles
Locked Documents
Trash
(if applicable) Documents to Go.
Double-clicking on one of the folders on the desktop will show the next level of display. If there are no further display levels, double-clicking will list the documents contained within in the document list.
Using the context menu option "Show Contents" on the desktop, you can display the found documents in the document list.
The folder Documents to Go is only displayed if the logged-in user is configured accordingly.
Click the + Button to show more display levels. Click the - Button to hide more display levels.
The desktop contains a tree structure for folders and buttons.
The Folder Tree Structure
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This lists all documents that are currently open.
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This lists all documents that cannot be assigned to a category. These documents are not assigned to files or folders. No tasks are assigned either.
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Here you will find your personal inbox, urgent documents, your tasks for the day, all future tasks assigned to you, your imported documents, and your favorites.
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Here you will find the inbox for the groups the logged-in user is assigned to, urgent documents, the tasks for your group for the day, and all future tasks assigned to your groups.
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Here you will find a list of all cases you have access to.
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Here you will find a list of all search profiles you have access to.
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Here you will find a list of all locked documents.
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This lists all documents marked for deletion by the currently logged-in user. Depending on permissions, the user can then permanently delete the documents from here. As long as the documents are in the trash, they can be restored.
You can drag and drop documents directly from the document list into the trash.
The Buttons
Refresh Button
refreshes the desktop.
Button (Take Over Representation)
opens the "Take Over Representation" window. As long as you have taken over representation, a small yellow notification field is displayed under the buttons.
Button (Disable External View)
is disabled as long as you have not taken over representation for another user. Click this button to display your own desktop again.
General Notes
A user with the role of Document Administrator can restore or permanently delete all documents marked for deletion through document management. Only the documents marked for deletion by the currently logged-in user are displayed in the trash.
Only documents that the logged-in user has access rights to are considered on the desktop.
The automatic sorting of documents into the individual folders on the desktop is based on file, folder, and document data. For this reason, a document may appear in multiple folders on the desktop.
Example
A document from the Tasks Today folder has been assigned an urgent task that must be completed today. This document will then appear in both the Urgent and Tasks Today subfolders.
Documents in Progress
This lists all documents that are currently open.
Unassigned Documents
This lists all documents that cannot be assigned to a category. The documents listed here are not assigned to files or folders. Only general index data such as title, comment, written on, date in/out, mail route, etc., and, if available, email data are available as document data.
Personal Workbook
Here you will find your personal inbox, urgent documents, your tasks for the day, all your future tasks, your imported documents, and your favorites.
The Personal Workbook contains the following elements:
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Inbox
This shows all documents linked to a task assigned to a user logged into STP Documents.
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Urgent
This shows all documents linked to a task with the status "Urgent" assigned to a user logged into STP Documents.
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Today's Tasks
This shows all documents linked to a task assigned to a user logged into STP Documents that must be completed by today. Even if the task's deadline has passed, the document will still be displayed here.
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Future Tasks
The documents shown in the subfolders are linked to tasks that need to be completed tomorrow, the day after tomorrow, within the next 7 days, within the next 14 days, and in 15 or more days.
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My Imports
This shows all documents where the checkbox Include in "My Imports" was checked during import.
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My Favorites
In this folder, you can drag and drop any documents (e.g., documents you are currently working on).
Group Workbook
Under the Group Workbook node, all documents linked to group tasks are displayed. Only tasks from groups the logged-in user belongs to are considered.
It contains the following elements:
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Inbox
This shows all documents linked to a task assigned to a group in which the user logged into STP Documents is a member.
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Urgent
This shows all documents linked to a task with the status "Urgent" assigned to a group in which the user logged into STP Documents is a member.
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Today's Tasks
This shows all documents linked to a task assigned to a group in which the user logged into STP Documents is a member and must be completed by today. Even if the task's deadline has passed, the document will still be displayed here.
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Future Tasks
The documents shown in the respective folders are linked to tasks that need to be completed tomorrow, the day after tomorrow, within the next 7 days, within the next 14 days, and in 15 or more days.
Cases
A case consists of any number of grouped documents. You can think of a case as a bracket around a group of documents that can be assigned to a specific professional context, such as all relevant documents for a specific construction project in a single file. Double-clicking on a case in the file cabinet lists the documents it contains in the document list.
Depending on the assigned access rights, there is a distinction between
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personal case
Access rights are assigned exclusively to the currently logged-in user. The case is only visible to the currently logged-in user.
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public case
Access rights are assigned to multiple users or groups. The case is only visible to the users and groups to whom access rights have been assigned.
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firm case
Access rights are assigned to the group All. The case is available to all users.
Search Profiles
This subfolder lists search profiles. Double-clicking on one of the search profiles will list the documents in the document list whose document data matches that of the search profile.
Depending on the assigned access rights, there is a distinction between:
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personal search profile
Access rights are assigned exclusively to the currently logged-in user. The search profile is only visible to the currently logged-in user.
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public search profile
Access rights are assigned to multiple users (and/or groups). The search profile is only visible to the users and groups to whom access rights for the search profile have been assigned.
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firm search profile
Access rights are assigned to the group All. The search profile is available to all users.
Status Report
You can view a status report for each search profile. Right-click on the search profile on the desktop and select "Status Report: <Name of the Search Profile>" from the context menu. In the "Generate Status Report" window, you can set the sorting ("Document", "Tasks") and a filter for task status ("All", "Completed", "In Progress"). Additionally, you can configure whether Tasks and Notes should be displayed. Click the Generate Button to create the status report. Generating the status report may take a few minutes.
Locked Documents
This subfolder displays the locked documents. Double-clicking on Locked Documents fills the document list with all locked documents. Documents that the logged-in user does not have access rights to will not be displayed.
Trash
This subfolder displays the documents you have marked for deletion. Double-clicking on the Trash shows the documents it contains in the document list.
You can move documents directly from the document list to the trash via drag-and-drop. This marks the documents for deletion.
Documents to Go
In this folder, you can copy any documents directly from the document list via drag-and-drop.
Placing them in this folder creates a copy of the document on the local workstation. No database connection is necessary for documents in this folder. You can work with the documents anywhere. Start Offline to work with the offline documents.
Using the context menu option "Synchronize", local copies and the documents on the server can be synchronized.
The user logged into STP.Documents must be assigned the Offline role through a group.
In the "Eigene Einstellungen" window under the "[Offline]" section, the checkbox "Show Documents to Go on the Desktop" must be checked.
In the "LEXolution-Offline" section, specify a directory. If no directory is specified, the folder STP.Ecm.Offline in the directory C:\Users\<Username>\AppData\Local\
or
C:\Documents and Settings\<Username>\ Local Settings\Application Data\
will be used.
Desktop Context Menu
The options available in the context menu depend on the desktop element where you open the context menu. The following overview does not contain the options of a large context menu, but a list of all possible options.
Overview of the desktop context menu options:
"Show Contents" displays all documents associated with the element in the document list.
"Refresh" rebuilds the selected desktop element.
"Expand" shows the next level of detail for the selected element.
"Collapse" hides all sub-elements of the selected element.
"Remove All" removes all documents from My Favorites or My Imports.
"Properties …" opens the "[Process Management]" window. Here you can set the name and access rights for the selected process.
"Process Management …" opens the "[Process Management]" window. Here you can create new processes, edit existing ones, and delete processes.
"Search Profile Management …" opens the "[Search Profile Management]" window. Here you can create new search profiles, edit existing ones, and delete search profiles.
"Delete <Process Name>" deletes the selected process.
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"Status Report: <Element Name>" opens a submenu with the options:
"All" creates a status report for all documents of a process or search profile.
"Completed Only" creates a status report for all completed documents of a process or search profile.
"In Progress Only" creates a status report for all documents with the "In Progress" status of a process or search profile.
"Display Levels (Info)" shows the fields by which the selected search profile is grouped. The currently selected display level is marked with an arrow.
"Permanently Delete": All documents in the STP Documents trash will be permanently deleted.
"Synchronize": The local copies of the STP Documents for offline use will be synchronized with the documents on the server.
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"Trash (All Users)" opens all documents marked for deletion in the document list.
The context menu option "Trash (All Users)" is only available if you have been assigned the Document Administrator role through a group or if you belong to the Administrators group.
Related to