Application (Personal settings)

Here you can set user-specific settings for STP Documents. Settings that only an administrator can change are disabled or not displayed.

User-specific settings override the configuration set in the "[Kanzleieinstellungen]" window.

General

In the "General" section, you can set the following properties:

  • the level of detail

  • whether tooltips should be displayed

  • the startup behavior of STP Documents

  • the level of detail for log entries

  • the delay time after clicking a document in the document list and displaying the document preview

  • Path and description for additional external applications.

Show detailed messages

"enabled": Default setting: Detailed messages and log entries are generated.

Show tooltips

"enabled": Default setting: Tooltips are displayed in STP Documents.

Log detail level

Here you can limit the number of messages logged in the standard DESK log file.

  • "System errors": Only critical system errors are logged.

  • "Errors": All error messages are logged.

  • "Warning": Errors and warnings are logged.

  • "Information" (default setting): Errors, warnings, and information are logged.

  • "Debug": Errors, warnings, information, and hints are logged.

  • "All": All messages are logged.

    The detail levels "Detailed" and "All" should only be enabled for troubleshooting, as they cause high system load and can affect the performance of the standard DESK.

    Use the trace mode "Debug" for troubleshooting. The trace mode "System errors" should not be used for troubleshooting, as any occurring issues may not be traceable.

Interface at startup of the standard DESK

Start with Classic interface

"enabled": The standard DESK starts with the Classic interface.

Start with Sidebar

"enabled": The standard DESK starts with the Sidebar.

Note

All possible combinations of these two checkboxes in enabled and disabled states are possible.

Delay time

Here you can set the time (in milliseconds) after which the document preview is updated after clicking a document on the desktop. Choose a value between 0 and 1000 (default setting=50 msec).

External applications

In the "External applications" section, the logged-in user can provide up to five applications or websites in the applications toolbar. Here you can set a description in the left column and the path or URL address to an external application or website on the right. The applications assigned here are only displayed in the applications toolbar of the logged-in user. Additionally, all applications set in the "Kanzleieinstellungen" window are included in the toolbar. The paths, internet addresses, and descriptions set here are not changed by the Reset to default settings button. You can enable or disable the applications toolbar via the main menu "View" > “Toolbars" > "Enable application" or "Disable application".

Click the Set as default app button to process links created via the context menu of the document list of the standard DESK to documents archived in STP Documents in the standard DESK. The linked document is loaded into the document list of the standard DESK when the link is opened. In the settings in the Outlook DESK, you can configure this as the default app for links.

Links to documents archived in STP Documents can be created via the context menu of the document list. Whether the documents are displayed in the standard DESK or the Outlook DESK / DMS Pro Client when called depends on the personal settings. The application/app installed first is preset. Which application is currently the default app is displayed: standard DESK or Outlook DESK. Below is the Set as default app button.

Examples:

  • Case 1: If the standard DESK is displayed as the default app, you are in the wrong place to switch to the Outlook DESK. You need to access the personal settings of the [Outlook DESK / DMS Pro Client] or the [Office Integration]. Click there under Application > General > LEXolution.DMS Links on the Set as default app button.

  • Case 2: If the Outlook DESK is displayed as the default app, you are in the right place to switch to the standard DESK. Click the Set as default app button. Now the standard DESK is displayed.

Backup Folder

This section is only visible if the checkbox Enable backup folder for edited documents has been activated in the Kanzleieinstellungen. Click the Open backup folder for documents to display all documents currently checked out for editing. This allows users to restore changes if saving to the DMS fails.

Exchange Connection

You must be logged in as a user with the role Exchange assigned via a group. If the logged-in user is not assigned the role, all settings in this area are grayed out and cannot be changed. The role Exchange is not assigned to the Administrators group.

Synchronization

These settings are only necessary if the Exchange connection is used via the favorites of the sidebar in the standard DESK.

Desktop

In the "Desktop" section, you can configure the following properties:

  • set a node on the desktop as the start node

  • the visibility of the nodes

  • basic node filters (file type, tasks with deadlines and reminders)

  • the level representation in the workbooks.

Nodes

The folders and subfolders on the STP Documents desktop are referred to here as nodes. The folder structure on the desktop cannot be changed in STP Documents. Only the labeling and description of each folder can be changed by an administrator in the "Kanzleieinstellungen" window. Some folders can also be hidden. Additional display levels can be defined in the workbooks.

Click on a node (e.g., Inbox) in the Desktop dropdown list to display the "Node Properties" area on the right side.

Click on an object in the File/Folder Type dropdown list on the "Advanced" tab to edit the associated display levels on the right side.

The configuration from the Kanzleieinstellungen is adopted as the default for the logged-in user. Changes made by the logged-in user in the "Eigene Einstellungen" window can override these settings.

Not all configuration options are available, as some settings can only be made by administrators for the entire firm.

Display Levels

The display levels set under "Desktop" are substructures of the two workbooks on the desktop. They are grouped by a selectable field with file or folder data, task, or document data. Documents with properties matching the filter criteria are sorted into a subfolder.

Example

You have documents in the inbox that have been assigned to files of the type Attorney File and winsolvenz.p4. You have chosen the file status (Active/Inactive) as the first display level and the file name as the second display level. The number of tasks assigned to the documents is shown in parentheses.

The inbox might look like this:

Inbox

Attorney File

Active (10)

File Name 3 (3)

File Name 4 (2)

File Name 5 (5)

Inactive (3)

File Name 1 (1)

File Name 2 (2)

Winsolvenz p4

Active (2)

Procedure 1 (2)

The display levels defined here are only shown on the desktop if the checkbox Group all nodes first by file/folder type and then by the set levels is activated.

Display levels can only be set within the two workbooks. The display levels defined on the "Advanced" tab do not affect other elements of the desktop (e.g., unassigned documents, search profiles, and processes).

The document title should not be selected as a display level. Otherwise, a substructure would be created for each document in STP Documents, which would negatively impact the desktop's loading time.

The "Node Visibility" Tab

The "Node Visibility" tab consists of a navigation area on the left side and the "Node Properties" area on the right side. Select a node in the navigation area to set the settings for the selected node in the detail area.

Button Set as Start Node

When STP Documents starts, the selected element is chosen for the logged-in user, and the associated documents are displayed in the document list. The selected element is marked with (Open at Start).

If you have chosen Inbox, Urgent, Tasks Today or Future Tasks as the start node, the documents contained in the selected folder will be loaded into the document list.

If you have set another folder (e.g., My Imports, My Favorites, Processes or Search Profiles) as the start node, the selected node will be expanded on the desktop when STP Documents starts (if possible). However, the documents contained in the selected folder will not be loaded into the document list.

Visible

"Enabled": The selected element is displayed on the desktop.

The "Advanced" Tab

The "Advanced" tab contains the "Basic Node Filters" area with checkboxes and dropdown fields

  • Group all nodes first by file/folder type and then by the set levels.

  • Restrict the display of tasks in the inbox by reminders.

  • Days until the due date of task reminders (0 = today)

  • Restrict the display of tasks in the inbox by appointments.

  • Days until the due date of task appointments (0 = today)

and the "Level Display" area in the workbook with the dropdown fields

  • Select Workbook

  • File/Folder Types

as well as a graphical representation of the display levels for the selected file or folder type.

"Basic Node Filters" Area

In this area, you can determine how the workbooks are displayed on the STP Documents desktop. Additionally, you can limit the number of documents with tasks shown in the inbox.

Group all nodes first by file/folder type and then by the set levels

  • "Enabled": All nodes are first grouped by file type, and then the display levels set on this tab are used.
  • "Disabled": The display levels set on this tab are not shown.

Restrict the display of tasks in the inbox by reminders

"Enabled": The number of tasks in the inbox is limited according to the Days until the due date of task reminders dropdown field.

Days until the due date of task reminders (0 = today)

Enter a number between 0 and 999 here.

The task will be displayed if the reminder is due within the time frame defined here or if no reminder date is set.

Restrict the display of tasks in the inbox by appointments

"Enabled": The number of tasks in the inbox is limited according to the Days until the due date of task appointments dropdown field.

Days until the due date of task appointments (0 = today)

Enter a number between 0 and 999 here. The task will be displayed if the appointment is due within the time frame defined here or if no appointment date is set.

Enter the digit 0 to display only the tasks in the inbox that have a follow-up due today or the current date as the "Complete by" deadline. Documents assigned a task without a deadline or follow-up will always be displayed.

The settings Restrict task display in the inbox by follow-ups and Restrict task display in the inbox by deadlines apply to the inbox in the Personal Workbook folder and the inbox in the Group Workbook folder.

The settings do not affect the Urgent, Tasks Today and Future Tasks folders.

Section "Layer Display in the Workbook"

In this section, you can set the display of layers in the workbooks on the STP Documents desktop.

Select Workbook

In this dropdown, you specify for which workbook the display layers are set. You can choose between Personal Workbook and Group Workbook.

File/Folder Types

In this dropdown, you specify for which file/folder types the display layers are set.

Default

With the selection "[Default]", you can set display layers when no file or folder type can be determined for the document or when no display layer has been set for a file/folder type.

Do not use display layers assigned to a file or folder type for "[Default]".

Display Layers

Click on the desired file or folder type in the File/Folder Types dropdown to display the display layers for the selected file or folder type.

When you select a file or folder type, a Button (Add Layer) appears on the right. Use it to open the "Select Layers" window.

Window "Select Layers"

In the "Select Layers" window, you can specify a field with file, folder, or document data for each display layer, which will be used to group the desktop structure.

The checkbox First group all nodes by file/folder type and then by the set layers in the "Basic Node Filter" section must be activated.

If the checkbox is deactivated, the defined layers will not be evaluated. The settings for the file/folder type [Default] will be used.

Two dropdowns with the options

  • "File and Folder Data"

  • "Tasks"

  • "Document Data",

and the metadata of the document, file, or tasks/task lists related to the document, depending on the selection in the left dropdown, will be displayed.

  • Document metadata

  • File metadata

  • Task/task list metadata related to the document will be displayed.

Select the desired display layers and use the OK Button or the Cancel Button.

OK Button

saves the current selection and closes the window. A new display layer is created.

Cancel Button

cancels the process and closes the window. No new display layer is created.

The display layers are only evaluated in the two workbooks on the desktop.

Document List

In the "Document List" subsection, you can

  • make general settings for the document list

  • define actions after completing the processing of a document

  • determine how STP Documents should behave when opening and closing monitored applications

Section "General"

In the "General" section, you can set the behavior when loading documents into the document list and the number of search result lists.

Documents (Warning Threshold)

From this number of search results, the user receives a warning before displaying the document list. You can cancel or continue displaying search results. Change the search criteria if necessary and start the search again.

(Default setting=2000)

A maximum of 100,000 documents can be loaded into a search result list in the document list.

Search Result Lists

Here you specify how many search result lists should be displayed in the document list. The dropdown only allows values from 5-10. If the specified number is exceeded, the oldest search result list will be closed.

(Default setting=7)

In the "Actions" section, you can set the behavior when opening, editing, and closing a document from the document list.

Section "Actions"

Specify which action LEXolution.DMS should perform after completing the processing

  • "Keep Documents" (Default setting):

    The document remains marked in the document list after processing is completed.

  • "Switch to the next document in the document list":

    After processing is completed, the next document in the document list is marked.

  • "Complete update of the workbook and document list":

    After processing is completed, the workbook on the desktop and the document list are fully updated.

Automatic Opening without Lock (Read Mode)

  • "enabled": When opening the document in a read-only mode in an application unknown to STP Documents, the document status is not changed.
  • "disabled": Default setting: When editing the document in an application unknown to STP Documents, the document status is changed to Locked.

Notification

In the "Notifications" subsection, you can set general configurations for notifications via the Outlook Add-In. In the Kanzleieinstellungen, an administrator can only enforce the setting to activate notifications. All other settings in the "Notification" section are initially adopted by all users as defaults but can be individually adjusted for each user through the "Personal Settings" window. In the "Configuration" section, you specify for the entire firm whether and how notifications about tasks are sent via the Outlook Add-In.

Activate Notification

This setting can only be made by an administrator for the entire firm. All other checkboxes and input fields in the "Notification" section are disabled as long as the checkbox is not activated.

Section "Configuration"

Automatic Query for New Notifications...

"enabled": When MS Outlook starts, you will be notified about new tasks from STP Documents. If there are no new tasks assigned to the logged-in user, the following message will be displayed when MS Outlook starts:

No Notifications There are no notifications. Close Button

If new tasks are assigned to the logged-in user, the following message will be displayed when MS Outlook starts:

Notifications Created <Number> messages have been created. Close Button

Email

"enabled": You will be notified by email when a new task is assigned to you in STP Documents or an existing task is changed.

To receive a notification in MS Outlook, at least one of the following checkboxes must be enabled in addition to the Email checkbox:

New Tasks, Appointments or Reminders.

Tasks with Reminder

"enabled": You will receive a reminder in MS Outlook before the deadline of a task.

Hours Before Notification

Specify how many hours before the task deadline a notification should occur.

Task Area

In the "Task Area," you set which task changes you will be notified about through the Outlook Link.

New Tasks

"enabled": You will be notified about new tasks.

Appointments

"enabled": You will be notified about new and changed appointments.

Reminders

"enabled": You will be notified about reminders.

Import/Export Documents

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

Default Email 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

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 LEXolution.DMS Pro (= Pro Client)

Multiple Editing Active.

See [Eigene Einstellungen] in the controls.

Use Custom Filename Schema for Export

"enabled": You use a filename schema 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 filename used during 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 AZ"

  • "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 will be added to the filename schema.

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 filenames to the filename schema or delete the filename schema entirely or partially.

Example

You have added Document Title, Document Version, and Current Date in sequence. 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 filename 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 filename 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 filename after export is

<DocumentTitle>_<DocumentVersion>.<FileExtension>

In this section, you can set additional display levels for the sidebar for each file or folder type. The settings in the "Firm settings" window are initially set as the default for every STP-Documents user. These settings can be customized by each user through Personal settings > "Sidebar" > "Display Levels" section. Creating display levels works similarly to the display levels under "Desktop". Disabled topics or the associated file or folder types will not be shown in the selection list. All document data of the selected file or folder type can be used as display levels.

Buttons for Defining Display Levels

Button (Add Level)

opens the "Select Levels" window to set an additional display level.

In this window, you can set the document data of a file or folder type as additional display levels for the sidebar. The option field Field cannot be changed. Also, in the left selection field, only the value "Document Data" can be selected. Click the OK Button to adopt the selected field as a display level. Cancel Button discards your selection and closes the "Select Levels" window.

A maximum of eight display levels can be defined.

If you select a subordinate field from a dependent list, the superior levels of the list are automatically added as display levels in the correct order.

Button (Remove Level)

removes the display level defined in the row.

Button (Edit Level)

opens the "Select Levels" window to choose a different field as a display level.

In this window, you can set the document data of a file or folder type as additional display levels for the sidebar. The option field Field cannot be changed. Also, in the left selection field, only the value "Document Data" can be selected. Click the OK Button to adopt the selected field as a display level. Cancel Button discards your selection and closes the "Select Levels" window.

A maximum of eight display levels can be defined.

If you select a subordinate field from a dependent list, the superior levels of the list are automatically added as display levels in the correct order.

Example You have defined the following fixed list:

Level 1 Level 2 Level 3
LIST ENTRY 1 LIST ENTRY 1.1 LIST ENTRY 1.1.1
LIST ENTRY 1.1.2
LIST ENTRY 1.2 LIST ENTRY 1.2.1
LIST ENTRY 1.2.2
LIST ENTRY 2 … …

If you now insert Level 3 of the list as a display level, Levels 1 and 2 will automatically be added as superior display levels.

Level 1

Level 2

Level 3

Deleting a superior field from a dependent list is not allowed. You will receive a message if an item cannot be deleted.

Example

You have defined the following display levels:

Level 1

Level 2

Level 3.

You want to delete Level 2. You must first remove Level 3, as it depends on Level 2.

Display

In this section, you can specify whether maximized application windows are moved or overlaid by the sidebar.

Do not move other windows

  • "disabled": Default setting
  • "enabled": Maximized windows are moved by the width of the hidden sidebar.

Start Tab

In this selection field, you can specify whether the "File and Folder Search" tab or the "Favorites" tab is displayed when opening the sidebar.

Offline

In the "Offline" subsection, you can

  • specify whether the Documents to Go folder should be displayed on the desktop

  • set the path to the Offline ContentStore (file storage for the documents in the Documents to Go folder).

    This specification is only necessary if you do not want to store the offline documents under C:\Documents and Settings\ … or under C:\Users\ … (e.g., because there is not enough disk space available).

Show Documents to Go on Desktop

"enabled": The Documents to Go folder is displayed on the STP Documents desktop.

Base Directory for Offline ContentStore

Enter the directory you want to use offline in the input field. If no directory is specified here, a default directory will be used.

On Windows XP and Windows Server 2003, the directory C:\Documents and Settings\<Username>\Local Settings\Application Data\STP.Ecm.Offline is used as the storage location.

On Windows 7, Windows Server 2008, and Windows Server 2008 R2, the directory C:\users\<Username>\AppData\Local\STP.Ecm.Offline is used.

Never make manual changes to the files and folders in these directories.

Do not use the folders C:\Program Files, C:\Program files, and C:\Windows and their subdirectories here.

Create a folder LEXolution.DMS Offline under My Documents and use it as the base directory for the Offline ContentStore.

Preview

Here you can set the desired viewer for document previews. After the next start of the standard DESK or Outlook, the configured viewer will be used in the document preview. The offline client always uses the configuration that was set during the first export to the local data inventory.

Indexing Assistant

Show completion message for multiple tagging

"enabled": Default setting: A completion message is displayed when tagging multiple documents.

Outlook DESK

Offline Synchronization

Synchronize cyclically

  • "enabled": Default setting: The offline data inventory in offline files in Outlook DESK is synchronized at regular intervals with the online data inventory 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 Outlook DESK, a 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 Outlook DESK is installed and licensed, you can specify when sending emails from Outlook that the email is 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 by 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 Firm settings.

DMS Marking

Mark imported emails with a 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 not affect 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 remains 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 apply from the next email storage.

Access method to Exchange server

By default, this drop-down menu is not visible! This configuration option must be [allowed] by an administrator in the Firm settings, as the configuration is usually done firm-wide. For this reason, the options are also documented at [the appropriate place].

Automatic File Suggestions

Note
To make all changes in this area effective, 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 adopt the best match

"enabled": The best match is adopted in the file/register selection. The following Edit exclusion list button is activated.

Edit exclusion list button

opens the "Edit Email Exclusion Lists" window. In this dialog, enter the email addresses that should be excluded from automatic suggestion generation. To do this, enter a complete email address (Max.Mustermann@test.de) or domain (@test.de) in each line of the text field.

Interface

Hide DMS components in Outlook.

"enabled": The [Commander] is hidden in Outlook. In the "Home" ribbon, the "LEXolution.DMS" area is available. From here, the [DMS Pro Client] can be opened.

Multilingualism

Set the language of the STP Documents user interface here, independent of the Windows setting.

Area "Language Setting"

Interface language

The drop-down menu offers the following choices:

  • "System language"

  • "German"

  • "German (Switzerland)"

  • "English"

  • "Français"

The selection must be confirmed with the Select language button.

Note
To apply the language change, you need to restart the application.

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