Personal Settings (Controls)

Overview

Application

Information

General

LEXolution.DMS Links

Through the context menu of the document list, you can create links to documents archived in STP Documents. Whether these documents are displayed in the standard DESK or the Outlook DESK/LEXolution.DMS Pro Client depends on your Personal settings.

The default is the first installed application/app.

You can see which application is currently the default app: Standard DESK or Outlook DESK.

Below is the Set as Default App button.

Examples:

  • Case 1: If the Standard DESK is shown as the default app, you're in the right place to switch to the Outlook DESK. Click the Set as Default App button. Now the Outlook DESK is displayed as the default app.
  • Case 2: If the Outlook DESK is shown as the default app, you're in the wrong place to switch to the Standard DESK. You need to access the Personal settings of the Standard DESK. Click there under Application > General > LEXolution.DMS Links on the Set as Default App button. Now the Standard DESK is displayed as the current default app.

LEXolution.DMS Client App Service

Click the Show LCAS Status... button to switch between servers.

Document List

Collaborative Editing

Use Desktop Office for Editing

"disabled": This feature allows STP Documents to enable simultaneous editing of documents. This means multiple users can work on an Office document at the same time, such as a contract in Microsoft Word.

The benefits of simultaneous document editing at a glance:

  • Significantly faster editing of complex documents in true teamwork
  • Documents are created in the correct form right away; the tedious, error-prone, and insecure subsequent consolidation is eliminated
  • Exactly one leading document version
  • No more "version ping-pong"
  • Possibility to involve external stakeholders, such as clients, experts, etc.

The function is based on the Co-Authoring solution from Microsoft OneDrive 4 Business.

Outlook DESK

Offline Synchronization

Synchronize Cyclically

  • "enabled": Default setting: The offline data in offline files in the Outlook DESK is synchronized at regular intervals with the online data in STP Documents.

  • "disabled": You can only perform synchronization manually via the context menu of the file or folder or register in Outlook.

    When starting Outlook and switching from offline mode to online mode in the Outlook DESK, synchronization is always performed.

Cycle in Minutes

  • Set the intervals at which synchronization should occur (default setting: 15 minutes, Min: 5 minutes, Max: 9999 minutes).

  • This setting can be overridden by the Personal settings of the logged-in user.

Behavior When Importing

If the Outlook DESK is installed and licensed, you can specify when sending emails from Outlook that the email will be stored in the archive of STP Documents upon sending.

Before sending, you can specify the desired file or folder and a register as the target for archiving in STP Documents. The email can also be archived as an unassigned document.

Optionally, the file ID, register ID, and database ID can be added to the email subject. The database ID prevents files and registers from another server from being used.

If the already entered subject is too long (together with the identifier and IDs), it will be truncated at the end so that the identifier and IDs still fit in the subject.

Use File and Register ID in Email Subject

  • "disabled": Default setting

  • "enabled": When sending an email, if a file or a file and a register are selected, the file ID, register ID, and database ID are added to the end of the subject.

    If an email with this identifier in the subject is imported, the file and register are preselected accordingly. If the import is performed via drag-and-drop directly onto a file, the file and register from the subject are not evaluated. If a reply to an email or a forwarding of an email with this identifier in the subject is created, the input fields for file and register are preselected accordingly.

    With this Personal setting, you override the office setting.

DMS Marking

If the Outlook DESK is installed and licensed, emails archived in STP Documents in the "Folder View" of Outlook are marked with a blue dot. This information is stored on the Exchange Server and cannot be undone.

Depending on the configured settings, emails imported into STP Documents are scanned and marked with a blue dot.

If a storage location is specified when sending an email or the archive without assignment checkbox is activated, the email will always receive a blue dot after being imported into STP Documents, regardless of the settings configured here.

Mark Imported Emails with Blue Dot

  • "Always mark emails with a blue dot":
    • The MessageClass of the email is always set to IPM.Note.LEXolution.Imported.
    • Existing MessageClasses are overwritten.
  • "Mark emails with a blue dot if possible":
    • The MessageClass is only changed if it was originally IPM.Note.
    • Other MessageClasses remain unchanged to avoid affecting the functionality of other add-ins.
  • "Do not mark emails with a blue dot":
    • The MessageClass of the email remains unchanged.
    • No marking with a blue dot occurs.
    This is the default setting for new installations.

Note
Signed emails cannot be marked with a blue dot.

If another add-in (e.g., ARCHIVE MANAGER) already sets its own MessageClass (e.g., IPM.Note.PamMessage), it will remain if the option "Mark emails with a blue dot if possible" is active.

The configuration can be changed at any time, and the new settings will apply from the next email filing.

Automatic File Suggestions

Note
For all changes made in this area to take effect, Outlook must be restarted.

Show Suggestions in File Selection

  • "enabled": Outlook DESK automatically determines file/register suggestions based on the sender, which are then set in the file/register selection box.

    Set the number of suggestions.

Automatically Apply Best Match

  • "enabled": The best match is applied to the file/register selection.

Interface

Hide DMS Components in Outlook.

  • "enabled": The Commander is hidden in Outlook. The "LEXolution.DMS" section is still available in the "Home" ribbon. From here, the DMS Pro Client can be opened.

Import/Export Documents

In this area, you can specify how STP Documents behaves when importing documents and emails and exporting documents for the currently logged-in user.

Default Mail Import: Import Attachments Separately

  • "enabled": All documents in the email attachment are archived as individual documents.
  • "disabled": Only the email is archived as a document. The attached documents remain as email attachments in the archived email.

Behavior of the Import Dialog in Standard DESK

Here you specify how STP Documents behaves when importing documents and emails. Choose an option from the dropdown list:

  • "User decides" (default setting):

    The user decides whether to start the indexing assistant or close the dialog.

  • "Dialog closes automatically":

    The dialog always closes. The indexing assistant is not started. In this case, all documents imported via the main menu "Documents" > "Import" and through the "LEXolution.DMS Import" window are archived as unassigned documents.

  • "Start indexing assistant":

    The indexing assistant is always started.

Behavior of the Import Dialog in DMS Pro Client

Batch Processing Active.

"enabled": The Batch Processing checkbox in the import window is automatically activated. All emails and attachments are marked so that the file and register assignment for the import applies to all marked items. In each opened import dialog, the preselected checkboxes can also be deactivated if necessary.

File Naming on Export

Use Custom File Naming Scheme on Export

"enabled": You use a file naming scheme that deviates from the defined standard in STP Documents.

You must select at least one value from the dropdown menu (Bookmarks) and set it as part of the file name used on export using the Button (Add Element).

The following options are available in the dropdown menu (Bookmarks):

  • "Document Title"
  • "Document Version"
  • "Document ID"
  • "Current Date"
  • "Internal Case Number"
  • "Folder/File Name"
  • "Comment"
  • "Written on": The date is used without time.

Button (Add Element)

Select the desired value from the dropdown menu (Bookmarks) and click this button.

Your selection is added to the file naming scheme.

The element is inserted at the current cursor position in the input field under the dropdown menu (Bookmarks). You can add more characters allowed in file names to the file naming scheme or delete the file naming scheme entirely or partially.

Example

You have added Document Title, Document Version, and Current Date in succession.

The new value is always inserted at the cursor position in the input field.

If the cursor is not manually positioned before inserting the next element, it remains at the beginning of the input field.

The input field now shows:

{CurrentDate}{DocumentVersion}{DocumentTitle}

Save the settings.

The file name after export is

<MM.DD.YYYY><DocumentVersion><DocumentTitle>.<FileExtension>.

You insert the separator _ between the placeholders.

The input field now shows:

{CurrentDate}_{DocumentVersion}_{DocumentTitle}.

Save the settings.

The file name after export is

<MM.DD.YYYY>_<DocumentVersion>_<DocumentTitle>.<FileExtension>

You remove {CurrentDate}_{DocumentVersion}_ from the input field.

The input field now shows: {DocumentTitle}.

You position the cursor behind {DocumentTitle} and add the separator _.

The input field now shows: {DocumentTitle}_

You add the Document Version.

The input field now shows: {DocumentTitle}_{DocumentVersion}

Save the settings.

The file name after export is

<DocumentTitle>_<DocumentVersion>.<FileExtension>

Multilingualism

Here you can set the language of the STP Documents user interface independently of the Windows setting.

Section "Language Setting"

Interface Language

The dropdown menu offers the following choices:

  • "System Language"
  • "German"
  • "German (Switzerland)"
  • "English"
  • "Français"

The selection must be confirmed with the Button Choose Language.

Note
For the language change to take effect, the application must be restarted.

LSB Connections

The LSB connection data can be changed.

Preview Functions

When you enable the preview, the new developments that haven't been released yet will be visible in the DMS Pro Client, the Outlook DESK, and the Office Integration:

  • Notes
  • Processes
  • Task lists

Note
Please note that STP Documents must be restarted for the new developments to become visible.

Product Information

The following information is provided here:

  • Version number of the Client App Service
  • Version number of the DMS Pro Client
  • Link to the online help
  • Link to the release notes

The buttons at the bottom of the window

Reset to Default Settings Button

The default settings will be restored.

Apply Data Button

Click the button to save all changes. The window will not close.

Save Button

Click the button to apply all changes and close the window.

Cancel Button

The settings will not be changed.

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