The DMS folder structure is usually pre-configured and many folders are module specific and not be changed or removed. Folders are configured for access by certain users dependent on their access to individual modules i.e. related to their work activity within CompleteEmpire.
A cloud based DMS provides a secure and centralised document repository. Users can organise documents into folders or categories, often with the ability to create tags and metadata for easy search and retrieval. This ensures that documents remain well-structured and easily accessible. The system implements security measures to protect documents from unauthorised access or data breaches.
Setting up the DMS access and folders for a subscription requires subscription administration rights and access to {System}.{Lookups} in the Main Menu.
To add a folder to the DMS you will need to be able to access {Lookups}.
- In the Main Menu click on {System} > {Lookups}
- Use Search or scroll to the DMS Lookups section
- Click {Create New] to open the folder entry field.
- Click {Create New] to open the folder entry field.
- Enter the folder name.
- Select the parent (if any) from those available in the drop down list, Selecting an existing folder as the parent will grey out the next field {Allowed Modules} as the new sub folder will inherit the same access rights as the parent.
- Select from the list of CompleteEmpire modules to assign access authority to only those users with access rights set via their activities setup.
- Click [Save] to save your entry.
- If the folder is empty you will be able to click [Delete] with a confirmation message.
Note sub folders are created when your select a parent folder and if the parent has been set to be accessible by a {Allowed Module} then the sub folder will take on the same allowed module setting.
Please refer to this document to configure a folder for external user access (ie outside your subscription users) such as your clients or service providers. DMS - External User Folder Access
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