In the "Administration" navigation area, you can
open user and group management or role management
manage themes and lists
open process, quick search, and search profile management
manage documents marked for deletion, locked, and finalized through document management
create and edit task types, task lists, and task templates
manage templates for rights assignment and register structures
manage window layouts
manage document list layouts
set configuration settings for the Document Collector
configure connection information to other applications
edit full-text information for a document in the document list
create a system report
enable advanced logging for problem analysis
create, edit, export, and import firm-specific translation texts
make regional settings.
Management
In this subsection, you can open the windows described in the following sections.
User and Group Management
In the "User and Group Management" area, you can open the "User and Group Management" window using the Start button. The user and group management of STP Documents is used to create and manage users and groups in STP Documents. Existing groups and users can be assigned to other groups. Additionally, predefined roles can be assigned to each group. If the STP User Management is installed, the management of users and groups is done through the STP User Management. In the Kanzleieinstellungen, roles can only be assigned to groups through role management.
Role Management
In the "Role Management" area, you can open the "Role Management" window using the Start button. Here, you can assign roles to groups configured in the STP User Management.
Theme Designer
With the Theme Designer, you can create modified themes, derive customer-specific themes from templates, edit existing themes, add or remove fields, import themes, export themes, and create and edit selection lists for input fields.
List Management
In the "Manage Lists" window, you can create and edit lists for selection fields.
Process Management
In the "Process Management" window, you can create and edit processes.
Quick Search Management
In the "Quick Search" window, you can define and edit quick searches.
Search Profile Management
In the "Search Profile Management" window, you can create and edit search profiles for the desktop.
Document Management
In the "Document Management" window, you can view documents marked for deletion, locked, and finalized. You can delete documents, remove deletion marks, unlock documents, and remove finalization for documents.
Task Management
In the "Task Management" area, you can create and edit task types, task lists, and task templates.
Templates
Rights Templates
In this area, you can manage the "Templates for Rights Assignment" window.
Register Structure Templates
In this area, you can
manage register structure templates
transfer register structures and organize documents.
Layouts
In this area, you can
manage window layouts
manage document list layouts.
Window Layouts
Window layouts save the size and arrangement of STP Documents windows.
Document List Layouts
Document list layouts save the arrangement of columns and the sorting order of the document list, as well as any filters set.
System Layouts
System layouts for windows and document lists are created by administrators and can be accessed by any user.
System layouts for window arrangement can be accessed through the main menu "Window" > "System Layouts".
System layouts for the document list can be accessed through the main menu "Window" > "Load Document List Layout".
User Layouts
User layouts for windows are created and saved by the logged-in user.
They can only be accessed by the creator.
User layouts for the document list are automatically saved and reused the next time STP Documents is started.
User layouts for window arrangement can be accessed through the main menu "Window" > "My Layouts".
If no user layout is available for the windows or document list for the user, a default setting is used.
Default Layout
If there are no saved system layouts or user layouts for windows or the document list, a default setting for windows and the document list is used.
You can save window layouts through the main menu "Window" > "Save Layout…".
You can save document list layouts through the main menu "Window" > "Save Document List Layouts…".
Collector
Here you can
set base directories for the document input folder
manage the folder structure for the Document Collector
set the processing type (interpreter) for each folder
create and edit processing templates
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view and delete import log files.
The "Document Input Folder" Tab
Button (Add New Folder)
Select the desired folder and click the button to create a new folder below the selected folder.
Button (Rename Directory)
Select the desired folder and click the button to rename the selected folder.
Button (Delete Folder)
Select the desired folder and click the button to delete the selected folder.
Area "Document Input Folder"
In this area, all folders are displayed. Folders that do not (yet) exist in the Windows file system are shown in red.
Section "Folder Details"
In this section, you can select a directory interpreter and create or edit a processing template.
Processing Type
Select a directory interpreter from this dropdown menu.
Create Processing Template
Check this box to create a processing template.
Edit Template Button
Click the button to edit the processing template.
The "Base Directories" Tab
Button …
Click the Button … to search for the directory in a file explorer.
Button X (Reset Path)
Removes all values from the input field in this line.
Document Input
Additional directories will be created under this folder. Manual entries are not possible. Click the Button … to search for the directory in a file explorer.
Backup
Successfully imported files are stored in this directory. The input field is automatically filled when a value is entered in the Document Input field. Manual entries are not possible. Click the Button … to search for another directory in a file explorer.
Logs
Import logs are stored in this directory. The input field is automatically filled when a value is entered in the Document Input field. Manual entries are not possible. Click the Button … to search for another directory in a file explorer.
Import Errors
Files that were not imported are stored in this directory. The input field is automatically filled when a value is entered in the Document Input field. Manual entries are not possible. Click the Button … to search for another directory in a file explorer.
Processing of newly received documents occurs every … minutes
Enter a value in minutes. All documents in the document input are imported into STP Documents at the specified interval.
Backup files and import logs are deleted after … days.
Enter a value in days. Import logs and backup files older than the specified number of days are deleted.
Change Impersonation Button
Here you can store a user and their password. The collector uses this user to access network shares.
The "Log" Tab
Section "Log Files"
Delete Button
Deletes the selected log files.
Delete Logs Without Errors Button
Deletes all log files that do not contain error messages.
In the "Log Files" section, all existing import logs are listed. The "File Name" column lists the file names of the log files.
Section "Log File Content"
In the "Log File Content" section, the messages in the selected log file are displayed.
The "Document Input Folder" Tab (Continued)
The directories for document input, backup, logs, and import errors must be created on the server and shared with all STP Documents users with change rights. You must specify the network share (\\<Servername>\<Sharename>\<Path>) as the path. A local directory is not accepted here.
Document Input
Click the Button … behind the input field to search for the path to the document input directory in a file browser. Manual entries are not possible. You can create additional subdirectories in this folder. You can assign a processing template to each subdirectory.
Backup
Click the Button … behind the input field to search for the path to the backup directory in a file browser. Manual entries are not possible. Documents imported into STP Documents are stored in this folder if the import was successful.
Logs
Click the Button … behind the input field to search for the path to the log directory in a file browser. Manual entries are not possible. Import logs are stored in this folder.
Import Errors
Click the Button … behind the input field to search for the path to the import error directory in a file browser. Manual entries are not possible. Documents not imported into STP Documents are stored in this folder if the import was not possible.
Document Processing …
Enter a value in minutes in the dropdown field. If the Windows service ECM Document Collector is started on the server, all documents in the document input folder are imported according to the assigned processing templates after the set interval.
Delete Backup Files and Import Logs
Enter a value in days. Import logs and backup files older than the set value are deleted.
Change Impersonation Button
This button opens the "Change Impersonation" window. Here you can store a user and their password. The collector uses this user to access network shares. If the document input folder is created on the server, no entries are necessary here. The Document Collector is integrated into the STP LEXolution.DMS Server service.
Collector Active
"Disabled": The Document Collector is turned off. No documents can be imported via the Document Collector.
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"Enabled": The enabled Document Collector performs imports according to the configured rules.
Click the Apply Data button to apply the selected setting.
Trigger Collector Button
If the Collector Active checkbox is checked, you can manually start the import of documents stored in the document input with this button.
Section "Document Input Folder"
In this section, you can create, restore, and delete additional subdirectories. Assign a processing template to each subdirectory. You can store documents in these directories to import them into STP Documents via the STP ECM Document Collector service.
Section "Folder Details"
An interpreter "translates" the data from the processing template and assigns file, folder, and document data, as well as task lists, tasks, and notes to the documents to be imported.
Processing Type
A processing type can be assigned to subfolders in the document input folder. However, the settings on the Base Directories tab must be configured first.
New subfolders can be created using the Button (Insert New Folder) when the desired node in the tree structure is selected. Then, choose "Restore Folder" from the context menu of the new folder to create the subdirectory in the Windows file system.
If the folder structure for the document input folder does not exist or the document input directory has not been shared with write permissions, subfolders cannot be created.
Select a subfolder in the tree structure on the left side and choose a directory interpreter for the selected folder from the dropdown list on the right side. (Default: No interpreter selected)
Then click on the Edit Template button. In the processing template, index data, tasks, task lists, and notes can be assigned to the import documents.
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"No Interpreter Selected":
With this setting, no documents are imported from the associated document input directory.
-
"Kofax Interpreter":
The scanning software generates files from the scanned documents and a text file Kofax.txt.
The Kofax interpreter imports the files listed in the Kofax.txt file into STP Documents and assigns the index data stored in the text file to each import document.
A topic (file type, e.g., legal file) must be configured in the processing template.
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"p4 Barcode Interpreter":
The scanning software generates import files from the scanned winsolvenz.p4 documents, which must contain a barcode generated by winsolvenz.p4.
This barcode is read, and an import document with the filename DATE_Y<Barcode> or DATE_X<Barcode> is created.
The p4 Barcode Interpreter can assign the document to a case or a party in a case based on the filename.
Note
A connection to the winsolvenz database must be configured in the Kanzleieinstellungen
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"STP Filename Interpreter":
This interpreter can import files in the form AZ!<Internal AZ><Title> into STP Documents and store them in the file with the assigned Internal AZ.
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"STP Directory Interpreter":
All import files in the assigned directory are imported.
All index data defined in the processing template is assigned to each import document.
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"STP Interpreter":
Our consultants' customized (scanning) software generates an import file and a text file in XML format with the file extension xmi for each document.
The STP Interpreter imports the files listed in the XML files into STP Documents and assigns the index data, tasks, task lists, and notes stored in the text file to each import document.
Errors in the xmi file result in the associated import document not being imported.
The Document Collector did not import a document stored in a document input directory configured for the STP Interpreter. The document is still in the document input directory. The associated xmi file was moved to the Backup directory and now has the file extension txmi.
The Document Collector's log does not contain entries for the failed import.
Errors in the xmi file result in the associated import document not being imported.
Check the server's log file DmsServerLog.txt.
Errors caused by errors in the xmi file are logged there. Correct the txmi file, change the file extension back to xmi, and copy the XML file back into the document input directory configured for the STP Interpreter.
On the next run of the Document Collector, the document should then be imported with the assigned index data, tasks, task lists, and notes.
If the xmi file contains multiple errors, the process must be repeated multiple times.
Interpreter
An interpreter "translates" the data from the processing template and assigns file, folder, and document data, as well as task lists, tasks, and notes to the documents to be imported.
Create Processing Template
A processing type must already be selected. Check the box to create a processing template.
Edit Template Button
A processing type must already be selected, and the Create Processing Template checkbox must be checked. Click the button to open the "Processing Template" window.
"Processing Template" Window
In the "Processing Template" window, you can specify file data, folder data, document data, access rights, tasks, and task lists, as well as notes for each folder in the document input directory that the selected interpreter assigns to each document imported from the selected folder. Click the Edit Template Button to open the window. A folder in the "Document Input Folder" section must already be selected, a processing type chosen, and the Create Processing Template checkbox checked.
Connections
Here you can store connection data to external applications or external databases.
Full Text
In this section of the Kanzleieinstellungen, you can enable or disable the full-text service of STP Documents. For individual documents, you can load, change, or regenerate the full-text information.
General
Service is Active
- "enabled": Default setting: The full-text service of STP Documents starts.
- "disabled": The full-text service of STP Documents is stopped.
List of File Extensions without Full-Text Generation (separated by '/')
In this input field, you can specify file extensions of file types that are not considered when generating full-text information. Use "/" as a separator to exclude multiple file types from the automatic generation of full-text information.
Full-text information imported via the Document Collector (e.g., Kofax Interpreter) is not suppressed by this setting.
Actions
Recreate Full Text Button
The "Recreate Full Text" window opens.
The "Recreate Full Text" Window
Identify Document IDs Button
opens a window to identify and apply document IDs.
You can identify documents that don't have full text or a layer in the preview, allowing you to generate the full text and text layer in the preview later. The reason for missing full text entries and layers in the preview might be, for example, the lack of TOCR installation. TOCR can be purchased later, and with the described function, previously stored documents can be provided with full text and a text layer.
Start Button
The full text for the identified documents is generated. Please note the information text in the window.
Show/Edit Full Text Button
The "Show/Edit Full Text" window opens.
The "Show/Edit Full Text" Window
Document ID
Enter the document ID of the document. You can find the document ID in the "ID" column of the document list.
Note
If the "ID" column is not displayed in the document list, you need to show it.
Right-click on any column header.
Select the "Column Selection..." option from the context menu to open the "[Column Selection]" window.
Check the box in front of ID. Then, if necessary, drag and drop the now displayed column to the desired position in the document list.
Load Button
Click the Load Button to display the full text in the editing field below (Change Full Text Information).
(Change Full Text Information)
In this input field, you can load, manually change, or generate new full text information for a document.
The input field does not display file or folder data and document data. If the document contains less than 40 characters, the field for full text search will not be filled.
Manual changes in the editing field alter the result of a full text search.
Manual(Full Text)Content
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"enabled": Automatic full text generation is no longer executed for the selected document. You can store any text in the editing field as full text information.
The full text information is not automatically updated if the document content changes or if the Regenerate checkbox is activated.
"disabled": Uncheck the box to enable automatic full text generation for the selected document.
Save Button
Click the button to save the changes to the selected document. The changes are immediately saved in the database. No further saving is necessary. The full text information for the selected document is regenerated. The updated full text information should be displayed after about 5 minutes. Click the Load Button to refresh the display.
Note
Help in Case of Problems
Please check the following:
Is the Manual Full Text Content checkbox enabled? Disable the checkbox and enable the Regenerate checkbox.
The full text content should be displayed after about 5 minutes.
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No full text content is displayed for certain file types.
The file type cannot be interpreted by the full text service.
Enable the Manual Full Text Content checkbox and manually enter the full text content.
No full text information is generated for PDF file types.
Please check the following:
Is the server running on a 32-bit operating system?
Install Adobe Reader on the server. It contains the necessary API filters for generating full text information.
Is the server running on a 64-bit operating system?
Install the executable file PDFFilter64installer.msi on the server. This installs the necessary API filters for generating full text information from PDF files.
No full text information is generated for all file types.
Please check the following:
Is the server running on a 64-bit operating system?
Install the executable file FilterPackx64.exe on the server. This installs the necessary API filters for generating full text information.
System Report
Here you can create a system report.
You can specify the path and file name in an input field.
Click the ... Button to search for a file or directory in the "Save As" window.
Click the Create Report Button to write the system report to the HTML file specified in the input field.
The value in the input window is not saved. The default value C:\SystemReport.html is always provided.
The system report contains information on the following areas:
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Filter Definitions
Detailed Search, Quick Search, Search Profiles, User Management
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User Management
Groups, Roles, Connection Data
Topic Management (File/Folder Types, Selection Lists)
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Document Collector
Base Directories, Document Inbox
Connections to External Applications
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Task Management
Task Types, Task Lists, Checklists, Task Templates.
Logging
In this subsection, you can configure settings that log more information in the log files of STP Documents services and applications for problem analysis.
Output Call Parameters
- "enabled": Detailed logging is enabled. This option should only be temporarily enabled for problem analysis, as it can lead to significant performance losses.
- "disabled": Default setting
Maximum Items in a List in the Log
- This setting can reduce the output of passed list values to the value specified here.
- This prevents the log file from becoming too large (default setting=8).
Multilingualism
General
In this section, you can create translations for the names of user-created
Templates
Processes
Search profiles
Quick searches
File and folder types
Task types
Task templates
Registers
and for values in lists assigned to file, folder, and document types created by users through list management.
Select the desired language and then edit the translation texts for the selected language.
Select Language
Select a language from the dropdown list before clicking the Edit, Export or Import buttons.
Edit Button
Select a language from the dropdown list before clicking the button. The button opens the language file for the selected language.
# File for text replacement
# Example (one line per text):
# existing text=new text
01 Verschiedene Sachen=01 Affaire diverse
02 Familiensachen=02 Sphère familiale
03 Mietsachen=03 Droit du bail
…
Zuletzt bearbeitete Dokumente=Derniers documents traités
Zwei Monitore Dokumentliste gross=Deux écrans avec aperçu à droite et liste de documents en grand
Zwei Monitore Vorschau rechts=Deux écrans avec aperçu à droite
meine unerledigten Aufgaben=mes tâches inachevées
meine zuletzt bearbeiteten Dokumente=mes derniers documents traités
You can add more values. Save the text file and close the text editor. The newly created translations will immediately appear in the windows of Standard DESK and Outlook DESK.
The translations stored here will only be applied to the objects listed in the previous "General" section.
Export Button
Select a language from the dropdown list before clicking the button. The button opens the "Export Language File" window.
Select a folder to save the respective language file (e.g., fr-FR.txt) to a directory or a shared folder on another computer. The exported language file can now be edited, saved, and re-imported.
Import Button
Select a language from the dropdown list before clicking the button. The button opens the "Import Language File" window.
Navigate to the folder where the language file to be imported is stored.
Select the file and click the Open Button. The newly imported translations will immediately appear in the windows of Standard DESK and Outlook DESK.
Regional Settings
Region
- Select "Germany" from the dropdown list. In Standard DESK, the "EGVP Address Book" option will appear under the main menu "Application".
- Select "Switzerland" from the dropdown list. In Standard DESK, the "EGVP Address Book" option will be hidden under the main menu "Application".
Related to