Installation
To get started, you must first 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 permanently and is accessible to all users.
- Client: You use this software to access your documents. Install the client software on every computer from which you wish to access the documents.
Standalone or Network Solution?
The choice between a standalone and a network solution depends on your requirements:
- Standalone: 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 within the network can access the documents simultaneously.
Login
To start using ecoDMS, you must first log in. Follow these steps:
- Open the ecoDMS Connection Manager.
- Enter your login credentials:
- Username: ecodms
- Password: ecodms
- Server Address:
- For standalone installation: localhost
- For network installation: IP address of the ecoDMS server
- Click "Connect".
Important: For security reasons, it is essential to change the password for the default user after logging in for the first time.
Users and Structure
ecoDMS can be specifically configured to meet your individual requirements. Use the following steps to establish a clear structure:
- Manage Users:
- Create users to control access to documents.
- Assign roles to bundle permissions for groups.
- Assign permissions to determine who can perform which actions.
- Create Structures:
- Set up folders and document types to organize your documents.
- Document types: e.g., invoice, contract, delivery note
- Folders: e.g., customers, projects, accounts receivable, accounts payable
Tip: Keep the folder structure flat and simple! Use classification attributes to categorize documents without requiring additional folders.
Archiving Documents
ecoDMS offers various methods for archiving:
- Scan Paper Documents: Use the inbox feature to scan documents directly into ecoDMS.
- Drag & Drop: Simply drag and drop documents from the file explorer into ecoDMS.
- Addons & Plugins: Save documents directly from Microsoft Office, LibreOffice, and other applications into ecoDMS.
- Archive Emails: Archive emails with ecoDMS and maintain a clear overview.
Tip: With Version Management, you always maintain a complete overview of different versions of your documents and can track changes at any time.
