Overview
The STP Cloud bundles all STP cloud products under one roof. Depending on the licensing model, we provide you with different apps and cloud services. For this purpose, we first create a firm-wide tenant (a uniform “user profile”, so to speak), through which you gain access to the STP Cloud. Within a tenant, all Kanzlweiweit settings regarding the apps and user rights are then made. This takes place in an exchange between us and your administrator. Once the tenant has been set up, you can access the STP Cloud via [LAWFIRMABBREVIATION].stp-cloud.de.
By using tenants, we ensure that there are no cross-connections between users at any time. So no one else can view or change your data.
After setting up the tenant, we will provide you with an administrator account that gives you access to the Cloud UserManagement. In Cloud UserManagement, you can see and edit all users. To create a new user, proceed as follows:
Context system
Documents are classified within the DMS Cloud by a context system. This means that various contextual information and attributes are attributed to a document. We distinguish between three main contexts:
- Matter: Matters or proceedings
- Contact: A contact corresponds to a natural or legal person. A contact can be involved in the context of a file, but it does not have to be.
- Category: Further categorizations can be made via this context. Possible categories are, for example, “invoice” or “court mail”.
Any number of contexts can be attributed to a document. It is also possible to assign multiple contexts of the same type. For example, you can assign several file contexts to a document. It is also possible not to assign contexts to a document. However, this is not recommended.
Contexts can be assigned initially during the document upload. Contexts can then be added, changed and removed in the details area of a document. All context changes are logged in the history history.
In the user interface, you can filter and search for the assigned contexts in many places.
Layout
Basic layout principle The layout of the DMS Cloud can be divided into five parts:
Header: Here you will find the breadcrumbs as well as the profile settings
Sidebar: Here you can navigate between the major areas within the DMS Cloud. The number of menu items depends on their permissions.
Context pane: In the context area, you will see the selected context and the associated documents.
Document Preview: In this area, you will see a document preview of the selected document.
Document Area: In this area, you can see all the details about a document. You can show and hide this area.
You can adjust the width of each of the three panes: context pane, document preview, and document pane.
Dashboard The dashboard is the first view you see after logging in. You’ll find a large one there that allows you to search for documents and contexts.
The dashboard also shows them the most recently used files, documents and contacts. The ad is limited to five items per category.
Upload documents
What can be uploaded?
Files of any file type can be uploaded to 1TB. The upload speed depends on the existing internet connection.
Upload Screen Documents can be uploaded via the upload screen. You can reach the upload screen via the upload button . This button is located in the dashboard as well as in the search next to the search bar. If you have already selected a context, the Upload button is located next to the context display.
In the upload screen, you get a preview of the document and can assign contexts. A preview can only be created for PDF files and Office files.
When you upload a document in a context, the existing context information is preassigned directly to the new document.
Versioning
When uploading a document, you can also select a document version. You can choose between a major version (1.0, 2.0..) and a minor version (0.1, 0.2..). Your last selection will be saved and suggested again on the next upload. The counting up takes place automatically.
If you upload a new version of a document, all contexts are retained. It is not possible to attribute different contextual information to a single version.
Encryption
You can also encrypt documents when uploading. The documents can then no longer be viewed from the outside.
Permissions
In addition to the basic permissions assigned in User Management, you can assign permissions directly to contexts and documents. The three-tier concept includes owners (full access), contributors (limited copyright), readers (read-only).
Rights concept
In the DMS Cloud, it is possible to assign authorizations to contexts (files and contacts) as well as documents. These can be assigned in addition to the authorizations in User Management. Access rights can be restricted to individual contexts and documents. After creating an account, a user initially has no permissions to existing contxtes or documents. A user only gains direct permissions to these own elements by uploading a document or creating a context. Access to documents and contexts that have already exited must be assigned by the respective owners. The owner is the highest level of permission. A distinction is made between three types of entitlement:
Owner
The owner is the highest level of permission. If a document is uploaded by a person, that person is automatically the owner of the document. This also applies to the creation of contexts. An owner can change permissions, assign contexts, upload new versions and delete documents. Only owners and tenant administrators can assign ownership rights to additional users. This authorization is equivalent to full access.
Contributors
Contributors can edit contexts and documents. You don’t have permissions to modify or delete items.
Reader
Readers only have read rights. This means that while they can see a document or context, they can’t make changes or deletions.
Inheritance of permissions
Authorizations can be inherited. If a user has the right of participation and ownership of a context, he or she also receives the right to participate in all documents assigned to that context. If several contexts with different authorizations are assigned to a document, the highest right applies.
Authorization of documents and contexts must be considered separately. If a user does not have rights to a document, this context cannot be added to a document, even if the user owns the document. The same applies to displaying contexts. The right to delete a context does not include the right to delete documents.
Document history
You can access the document history via the details area of a document by clicking on the history icon. All changes to the document are displayed there.
Where can I find the document history?
The document history can be found in the details pane of an open document. To do this, open the context menu in the document previe in an open document. Now select the Details menu item from the drop-down menu. Then the document area opens. There you can open the document history by clicking on the history icon.
What is displayed in the document history?
In the document history, all changes to the document are recorded with the date and author of the change. All changes are categorized and graphically highlighted by appropriate icons. The last change is always at the top of the history. All other changes are listed in descending order.
Open an old version in the document history
Versions are displayed in the document history. Click on an older version to open it. To display the commentary on the version, expand the corresponding entry in the document history. If the file name has changed when uploading a new version, this is also logged.
Delete
Deleting a document is done in two steps. First, a document is deleted by the owner of the document. In a second step, user can permanently delete the document This can be done in Recycle Bin.in.