To start with ecoDMS, install the software on a computer. It is important to note, that ecoDMS is a client-server system. First, install the server software on a computer which serves as the central storage for your documents, data, and configurations. Then install the client software on the user computers which want to access the documents.
The decision, whether to install ecoDMS as a standalone or a network solution depends on your requirements:
The decision, whether to install ecoDMS as a standalone or a network solution depends on your requirements:
- For a standalone solution, install ecoDMS on a single computer and work only on this computer. Documents are saved to this computer and are only accessible to the user using this computer.
- For a network solution, install ecoDMS on a central server, which can be used by several users on different computers in the network. Documents are saved on the server and can be accessed by every user with the respective permissions.
- To log in to ecoDMS for the first time, open the Connection Manager to start the connection via the desktop client.
- Enter your user name, password, and server address to connect to the server and start managing your documents.
As an administrator, use the following login credentials with all necessary permissions when you first login:
- User name: ecodms
- Password: ecodms
- Server IP address:
- For a local standalone solution, you can use "localhost" as your server address.
- For a network application, you must enter the respective IP address for the ecoDMS server
For security reasons, change the password for the default user as soon as you have logged in for the first time.
You can setup ecoDMS to suit your requirements. To do so, complete the first step as follows:
Information: By configuring folders, document types, statuses, and users, and by specifying permissions, you can ensure that your documents are managed securely and effectively in ecoDMS. Use attributes wisely to simplify document management and retrieval.
For these and more settings, refer to the ecoDMS manual.
- Options - Users:
- Create users: In the ecoDMS client, create users to control access to your documents. Specify who can access which documents.
- Assign roles: Create roles in ecoDMS Client to group permissions for user groups. This allows you to manage permissions more efficiently.
- Specify permissions: In ecoDMS client, assign groups and roles (permissions) to users to specify who can execute which actions with documents.
- Options - Settings:
- Create folders and document types: In ecoDMS Client, create folders and document types to better organize your documents. Make sure you differentiate between folders and document types.
- Examples for document types: Invoice, delivery note, agreement, policy, tax declaration, reminders, etc.
- Examples for folders: Suppliers, customers, insurances, employees, etc.
- Simple structures: We recommend you keep the folder tree in ecoDMS as flat and simple as possible to enhance clarity and facilitate quick document retrieval.
- Employing classification attributes: Classification attributes in ecoDMS allow you to assign attributes or properties to every document without needing to create a separate folder. By using classification attributes, you can reduce the number of folders, which promotes clarity and quick retrieval.
- Create folders and document types: In ecoDMS Client, create folders and document types to better organize your documents. Make sure you differentiate between folders and document types.
Information: By configuring folders, document types, statuses, and users, and by specifying permissions, you can ensure that your documents are managed securely and effectively in ecoDMS. Use attributes wisely to simplify document management and retrieval.
For these and more settings, refer to the ecoDMS manual.
There are several ways of archiving documents in ecoDMS:
For more information on archiving methods, refer to the ecoDMS manual.
- For example, you can use a scanner to scan and archive paper documents via the Inbox feature in ecoDMS.
- You can also drag and drop documents from the file explorer to ecoDMS for long-term storage.
- There are add-ons and plugins to archive documents and emails straight to ecoDMS from applications such as Microsoft Office and LibreOffice.
- The version control feature lets you save and edit different document versions.
For more information on archiving methods, refer to the ecoDMS manual.
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