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Documenos® takes data in and sends it out at several points: your users and organizational chart, the files flowing into your archives and the entire content of an archive.
To use the document and process management module of Documenos® efficiently, your organization's organizational chart and users must be defined first. How you manage this depends on the size of your organization:
If you have few employees and your organizational chart rarely changes, you can easily manage your users and chart manually from the screens in Documenos®.
If you have too many users to manage manually or your staff turnover is high, you are probably already managing them with HR software, Microsoft Active Directory or a similar application.
Manually managing the organizational chart and user accounts both in HR software and in Documenos® is inefficient; it can even lead to errors because information is forgotten or entered incorrectly.
Your user accounts and organizational chart are imported into Documenos® from an external source.
The import is not done by hand; it repeats automatically at the intervals you set.
The data to be imported must reside in one of the sources defined under "Data Sources".
Documenos® Archive scans a folder on a file share or disk, or on an FTP server, at the interval you set and uploads the files it finds to the archive by itself. The settings are made in the admin panel by a system administrator, and you can define as many sources as you need.
Choose a storage unit connected to the server and the folder path to read files from.
Enter the FTP address, user name, password and the folder to scan.
The service scans the source every few minutes, as you set; the list shows when each source last ran.
Files are uploaded to the tier you select in the target archive.
If you wish, files are deleted from the source once stored, and folders left empty are removed after the wait you set.
Untick Active to stop a source: the file being uploaded is completed, then the service stops.
Authorized users start background tasks for a digital archive from the archive definitions page in the admin panel. Two of these tasks move an archive's content between the archive and a storage unit:
Folders and files on a storage unit attached or mounted on the server are imported in bulk into the archive tier you choose. If a file with the same name already exists, you decide whether to skip it, overwrite it or import it under a new name; files can also be deleted from the storage unit once imported.
All files in an archive tier are copied in bulk to a folder on the storage unit you choose, so the archive's content can be taken out of Documenos® in one go.
