ecoDMS is a powerful document management system that helps you efficiently archive, manage, and retrieve your documents. This quick guide will walk you through the first steps with ecoDMS, including installation, user management, structuring your documents, and archiving.
Installation
To get started, you first need to install the software on your computers. Please note that ecoDMS consists of two core components:
- Server: This central storage manages your documents, information, and settings. Install the server software on a computer that runs continuously and is accessible to all users.
- Client: This software is used to access your documents. Install the client software on each computer you want to use to access the documents.
Single-User or Network?
The choice between a single-user and network solution depends on your needs:
- Single-User: ecoDMS runs on a single computer. Only the user of this computer can use the documents.
- Network: ecoDMS runs on a central server. Multiple users on the network can access the documents simultaneously.
Login
To start using ecoDMS, you first need to log in. Follow these steps:
- Open the ecoDMS Connection Manager.
- Enter your login credentials:
- Username: ecodms
- Password: ecodms
- Server Address:
- For a single-user installation: localhost
- For a network installation: IP address of the ecoDMS server
- Click "Connect".
Important: After your first login, make sure to change the password for the default user for security reasons.
Users and Structure
ecoDMS can be specifically configured to meet your needs. Follow these steps to create a clear structure:
- Manage Users:
- Create users to control access to documents.
- Assign roles to bundle permissions for groups.
- Assign permissions to specify who can perform which actions.
- Create Structures:
- Create folders and document types to organize your documents.
- Document Types: e.g. Invoice, Contract, Delivery Note
- Folders: e.g. Customers, Projects, Debtors, Creditors
Tip: Keep your folder structure flat and simple! Use classification attributes to categorize documents without the need for additional folders.
Document Archiving
ecoDMS offers several ways to archive documents:
- Scan Paper Documents: Use the Inbox function to scan documents directly into ecoDMS.
- Drag & Drop: Simply drag and drop documents from the file explorer into ecoDMS.
- Add-ons & Plugins: Save documents directly from Microsoft Office, LibreOffice, and other applications into ecoDMS.
- Archive Emails: Archive emails with ecoDMS and keep track of important messages.
Tip: Use version control to keep track of different versions of your documents and review changes at any time.
