Commander

The Commander is a search engine for files, folders, documents, etc. in STP Documents.

Overview

Interface Layout

The Button Bar

Use the buttons to open different tabs in the Commander.

Button (File, Folder, and Document Search)

displays the file, folder, and document search, which Outlook shows by default upon opening.

Button (Document Search)

displays the document search with fields for full-text and quick searches. Use various search operators and link individual properties with AND and OR. Exclude certain properties from the search if necessary.

Button (Processes)

displays the search mask for processes.

Button (Favorites)

displays all favorites.

Button (Offline Files, Folders, and Documents)

displays all files and folders taken offline. Create and edit your documents offline. Once you're reconnected, your work is automatically synchronized.

Button (Roll Container)

opens the roll container. Access documents in progress, the trash, unassigned documents, and your imports here. The accessed files are displayed in the document list.

The "Search Engines"

The search engines are displayed below the button bar:

The Lists

The results lists appear below the search engine area, except for document search and the roll container.

For the lists

  • of file, folder, and document search,
  • of document search and favorites
  • of favorites
  • of offline files, folders, and documents

context menus can be called up.

The Context Menu for Files in the Results List

  • "Show File Content"

  • "Show File Content Chronologically"

  • "Show Content Without Register Assignment"

  • "Properties ...": opens the "Properties" window.

  • "Open in DMS Mobile Desk"

  • "Email to File"

  • "Link to File via Email": Recipients can navigate to this location faster.

  • "Expand All Registers"

  • "Collapse All Registers"

  • "Add Register"

  • "Add to Favorites"

  • "Remove from Favorites"

If the DMS is running in a terminal server environment, the following three options are hidden.

  • "Take Offline": The selected file is taken offline and displayed in Outlook DESK under Offline Files, Folders, and Documents. Files taken offline are automatically marked with a green dot.

  • "Remove from Offline Inventory"

  • "Update Offline File"

  • "Apply to Document Search"

  • "Copy Link to File"

    Note

    Corresponding options are available for folders.
    Since the context menu contains opposing commands, e.g., expand and collapse all registers, some options are always disabled (grayed out).

The Context Menu for File Registers in the Results List

  • "Show Register Content"

  • "Show Register Content Chronologically"

  • "Show Content Without Substructure": loads all documents of the selected register into the document list. Documents in subordinate registers are not loaded into the document list.

  • "Email to Register"

  • "Link to Register via Email": Recipients can navigate to this location faster.

  • "Add Register"

  • "Edit Register"

  • "Delete Register": To delete a register, no document in STP Documents can have this register assigned as a storage location.

  • "Apply to Document Search"
If the DMS is running in a terminal server environment, the following two options are hidden.
- "Take Register Offline": The selected register is taken offline and displayed in the Commander under Offline Files, Folders, and Documents. The register is automatically marked with a green dot. The file automatically gets a half-filled dot.
- "Remove Register from Offline Inventory"

  • "Copy Link to Register"

    Note

    Through the context menu, files, folders, and registers can be sent as links directly via email within the firm. Recipients can navigate to the storage location faster.

Bottom Edge of the Commander

Button (Settings)

opens the "Personal settings" window, which has fewer options than the corresponding window in the standard DESK.

To the right of the Button (Settings), the connection status to STP Documents is displayed.

Button (Switch to Offline/Online Mode)

Switch between offline and online mode.

Even in offline mode, tasks and notes can be assigned to documents and emails from an offline file, folder, or register. Users and their assignment to groups, task types, and text templates are also available in offline mode.

Once Outlook DESK can reconnect to the server, the selected editors receive the tasks assigned to the documents, and notes are assigned to the documents in the online database. Changes regarding users and their assignment to groups, as well as task types and text templates, are then synchronized with the offline database.

File, Folder, and Document Search

Search for files, folders, and documents using text input and filter the result list.

Search for Files, Folders, and Documents

Enter a client's name, a file reference, or a document title for the "starts with" search. Operators and wildcards are possible.

  • With the Button (Arrow), you open a drop-down menu where you can access your recent search entries.

  • With the Button X, you clear the input.

  • With the Button (Magnifying Glass), you perform the search.

    Note
    Please note that in addition to your input, the following filter settings affect the search result. Clicking the Button X on the right edge of this line resets all filters.

    Note
    AND/OR combinations are supported for file/folder searches. With an AND connection, for example, terms from the file name can be entered in any order, and the file will be found.

Button (Expand)

displays a filter area.

As in the previous view, you see the currently active filters under the described search field and the Button (Expand).

Button (Collapse)

collapses the filter area again.

(Status) Select the appropriate filter option from the drop-down menu:

  • "All Statuses"

  • "Active"

  • "Inactive"

    Note
    The setting is retained when Outlook is closed and reopened.

(Type)

Select a file or folder type:

  • "All Types"
  • "InsoMACS"
  • "WinMACS Lawyer"
  • "WinMACS Notary"
  • "winsolvenz.p4"
  • "Knowledge Base"

The available types partly depend on the software used in your firm.

Note

The setting is retained when Outlook is closed and reopened.

(Sorting)

Select a sorting option:

  • "Client"
  • "Recently Used"
  • "Sort by File Reference".

Document Search

The document search consists of

Area "Full Text Search"

There are two full-text fields for detailed document searches.

Search in Document Data

  • Enter, for example, title, comment, file extension, and similar. Multiple search terms can be linked with operators.

Search in Document Content

  • Enter search terms for the document content of a document. You can also link multiple search terms using operators here.

    Note

    For the search term itself, capitalization is irrelevant. The operators AND and OR must be entered in uppercase between the search terms. Otherwise, they will be interpreted as search terms themselves.

    Operators and Special Characters in the Search Fields Description Example
    AND Finds content where both terms are present. Bachelor AND Thesis
    OR The OR operator finds all documents that contain at least one of the search terms. Agenda OR Minutes
    NOT The NOT operator allows you to exclude certain words from the search. The NOT operator excludes a search term from the search results. It can be used with AND, OR, or W/N. Example search: Agenda AND NOT Minutes
    Search type any number of characters with asterisk* The * character shows all matches up to the asterisk. Example search: market* matches "markets", "marketing", etc. Note: This character cannot be used as the first character of a search term.

Note
Between the two search fields, there is a "slider" or button to click, allowing you to switch the linking type of the two search fields: from And (= default setting) to Or

"Quick Search" Area

(Quick Searches)

Select the type of quick search from the drop-down menu:

  • "1. InsoDocuments"

  • "2. Tasks"

  • "3. Full Text"

  • "4. Knowledge Base"

    With the selected type of quick search, specific search fields are displayed in the "Quick Search" area.

    The search fields in the quick searches are analogous to the standard DESK as a "starts with" search.

Use Quick Search Condition

"Enabled": The conditions of a quick search are displayed and applied to the selected quick search.

If you use this option, the following filter options (areas "Document Data" and "File Data") are hidden.

"Document Data" Area

If the "Use Quick Search Condition" checkbox in the "Quick Search" area is disabled, the following filter options are available for the search here.

Only Documents Created by Me

"Enabled": The results are limited to the documents you created or imported into STP Documents.

Time Period

"Enabled": The settings in the time period fields are considered.

Select one of the following options from the drop-down menu:

  • "Written from"
  • "Date in/out"
  • "Created on"
  • "Modified on"

from and to

The date fields refer to the time period settings.

Manual entry is possible, as well as using the Button (Calendar) in the field. In this case, select the date by clicking in the calendar.

(File Type)

By default, the document search covers all file types. However, in the drop-down field, you can limit the results to the following file types:

  • "Emails"
  • "beA Messages"
  • "Word Documents": whether .doc or .docx
  • "PDF Documents"

"File Data" Area

If the "Use Quick Search Condition" checkbox in the "Quick Search" area is disabled, the following filter options are available for the search here.

(Status)

Only documents found in files/folders with the selected status are found. If the value "All Statuses" is selected (default), documents not assigned to any file/folder are also considered in the search.

Select the appropriate filter option from the drop-down menu:

  • "All Statuses"
  • "Active"
  • "Dormant"

(Type)

Only documents found in files/folders with the selected file/folder type are found:

  • "All Types" (= default setting): Documents not assigned to any file/folder are also considered in the search.

  • "InsoMACS"

  • "WinMACS Lawyer"

  • "WinMACS Notary"

  • "winsolvenz.p4"

  • "Knowledge Base"

    The available types partly depend on the software used in your firm.

(Age)

Only documents found in files/folders with the selected age are found. If the previous field is set to "All Types" (default), documents not assigned to any file/folder are also considered in the search.

The following options are available:

  • "Any Age"
  • "Older than 6 years"
  • "Older than 10 years"
  • "Older than 30 years"

The Button Bar

Below the visible search areas, there is always a visible button bar.

Click the Search Button to start the search.

With the Button (Trash Can), you can delete all entries in the detailed search. All values are reset to default.

Manual and Automatic Favorites

All favorites are displayed here.

Manual favorites are all the files, folders, and documents that you have marked as favorites. Document favorites are displayed in a separate folder within the manual favorites.

Automatic favorites depend on your user behavior.

Offline Files, Folders, and Documents

This tab is only available on desktop computers. If the DMS is running in a terminal server environment, the tab is hidden.

All files and folders taken offline are displayed here.

(Sorting)

Select a sorting option:

  • "Client"
  • "Recently used"
  • "Sort by file number"

Processes

Initially, all available processes are displayed here.

Enter the search term for the process you're looking for in the search field. Click the button (magnifying glass) in the search field or press the [Enter] key to start the search.

The search result for the process is displayed below the search mask. Next to each process, there is an indication of the number of associated documents.

Remove the input in the search mask with the button X.

Click the button (expand) to the right of the search field to display more options.

Filter

Set the type of process you're looking for in the drop-down menu:

  • "All": The filter is reset.
  • "Public"
  • "Restricted": These are processes that are neither completely public nor completely private. Individual people or groups have read, write, or full access to the process.
  • "Private"

Button (Delete process)

The selected process is deleted.

Button (Edit process)

The "Edit process" window for the selected process opens.

Button (Refresh)

The displayed list of processes is refreshed.

Box "+ Drag documents here"

Select documents in the document list and drag them here to create a process for them. The "Create process" window opens.

The Context Menu for Processes

  • "Show documents": All documents associated with the process are displayed in the document list.
  • "Send to beA DESK ...": All documents associated with the process are transferred to the beA DESK.
  • "Change access rights": The "Edit access rights" window for the process opens.

The Roll Container

The roll container contains four folders.

Click on one of the displayed folders to load its content into the document list:

  • Documents in Progress:

    Through the context menu, you can "Resolve synchronization issues/conflicts", "Show documents with conflicts", and "Show documents".

  • Unassigned Documents

  • My Imports: Open the folder's context menu and select the option "Remove all" if you want to empty the folder. No documents will be deleted.

  • Trash:

    Your personal trash is displayed in the document list.

    Access the "Trash (All Users)" through the context menu of the Commander folder Trash if needed.

    Administrators can permanently delete documents through the document list's context menu.

    Note

    All mentioned folders have a context menu through which the contents can also be displayed in the document list.

    Note

    If necessary, refresh the content of the folders in the Commander with the (Refresh) button.

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