Each time you log in to your entity, the initial application page displays.
Note: If your session times out and you log in again, the application opens to the most recent page you accessed.
This page consists of the following elements, although your ability to view these elements and perform tasks depends on your permissions:
Logout link: Click this link to log out of the application at any time.
Help link: Click this link for help with any particular tab or page.
Available Projects tab: Click this tab to view the projects that are available to you.
Worksteps Waiting in Queue tab: If you are a member of a group that is assigned to a workflow, use this tab to view and work on any worksteps that are awaiting processing.
Global Searches tab: Click this tab to locate documents that are spread across multiple projects and identify the projects that contain these documents.
System Settings tab: Click this tab to modify your settings (User Options), view and work with migration jobs and notifications, and change your password.
Downloads tab: Click this tab to obtain application updates or download and install other Digitech Systems tools and software.
Administration tab: Only administrators can access this tab to modify entity settings.
Using PaperVision Enterprise terminology
To fully understand PaperVision Enterprise, you should be familiar with a few key terms that are used in the application.
An entity is a corporation or organization. Each entity is autonomous and administers its own projects, users, groups, workflows, and security policies. An entity never shares elements with other entities, and you cannot switch between entity IDs after you log in. You or your administrator can limit access to specific projects, functionality, and documents within your entity.
In general, most users (including users at large enterprise installations) use only a single entity. Only a few special circumstances require more than one entity. For example, you might see more than one entity in a hosting environment in which an application service provider (ASP) is hosting data for multiple companies and each company will administrate itself and its users. The Digitech Systems ImageSilo service is a good example of an ASP that hosts multiple entities. You might also see more than one entity in a large enterprise made up of different departments that require the ability to administrate themselves separately from other departments without needing to involve a central IT organization.
Depending on your configuration, you might be required to log in to your entity from the same computer or network each time.
An entity ID is a unique number that identifies each entity. Each entity is autonomous; you cannot change your entity ID after you log in and cannot work across entities.
A project is a logical grouping of documents based on a common indexing schema. For example, ABC Company has three projects: Human Resources, Accounts Receivable, and Sales.
The Human Resources project contains Human Resources records, such as employee records and health insurance information.
The Accounts Receivable project contains billing, purchase order, and invoice information.
The Sales project contains prospect and client information.
Each of these projects is a separate logical grouping within the ABC Company entity. Projects support up to 200 named index fields. Project names must be unique within an entity, but you can create an unlimited number of projects.
A data group is a set of documents and their index values. A data group can contain one or many documents, and those documents can be grouped into one or many projects. A data group holds information for only a single client, but it can contain an unlimited number of projects.
Document index fields contain values that enable you to identify key elements of documents within a project during the capture process. You then use these index field values to search for and retrieve documents in retrieval programs such as PaperVision Enterprise. When you enter an index value to perform a search for a document, the application compares the value you entered against your database tables and retrieves documents that meet your specific criteria.
Documents contain the individual pages or images for a given set of index values.
When document grouping is enabled (System Settings > User Options), up to 100 documents that have been assigned the same index values display as if they were a single document.
Working with general security features in PaperVision Enterprise
To grant you autonomous security, data is separated into entities, each of which is defined by a specific entity ID. The robust security architecture in PaperVision Enterprise grants control of nearly every aspect of your entity's access to an entity administrator, who configures the entity's permissions and projects.
After setting up an entity's users and groups (including user and group access to specific functionality), the administrator configures the entity's general security properties and defines all project- and document-level security definitions from within the project configuration.
PaperVision’s entity-level security policies grant entity administrators the ability to define system-wide security settings. Administrators can define general system settings, account lockout settings, login restriction settings, and password settings.
User- and group-level security defines which projects or documents users can view and the functionality that is available (for example, whether users can print or email a document). Additionally, administrators can limit which fields can be searched, viewed, and altered.
Note: Before configuring project- and document-level security definitions, administrators must define system users and groups.
PaperVision Enterprise supports the following types of user:
Users (end users): By default, end users have no permissions until an administrator explicitly grants them access to projects or functionality.
System administrators: System administrators are entity administrators. They can completely administrate a single entity and have access to all functionality in all projects for that entity.
Workflow administrators: Workflow administrators are able to design and configure workflows within an entity. They can configure workflow definitions for any project and view workflow history and workflow status reports, but they have no access to documents or functions in any projects unless a system administrator explicitly grants them access. If they do have access to view documents within a project, workflow administrators can create workflow instances for a particular document and view its workflow status.
Global administrators: Global administrators can create and delete entities and configure entity properties. If you are an ImageSilo user, the Digitech Systems ImageSilo Administrators are the global administrators. Contact them if you have questions about your entity.
If users require similar permissions, administrators can assign them to groups and then assign a common set of permissions to those users at once. For example, if you are on an accounting team with five other people and all of you require the same type of access to a project, your administrator can create an accounting group with specific permissions and assign everyone on your team to that group.
Workflow administrators use groups to assign tasks during workflow design. For example, your workflow administrator can assign tasks to your accounting group, and anyone from your team can complete the task.
One of the most important concepts to keep in mind about permissions is that your rights are accumulative; therefore, if you lack access to a function on the user level but you are assigned to a group that has been granted a higher level of permissions than you have been granted as an individual user, you acquire all permissions assigned to that group. Conversely, if you are a member of a group and you have a higher level of permissions as an individual user, you function with those higher-level permissions.
Administrators define project-level and document-level security from within projects. Project-level security permissions provide functionality-based security at the project level, and administrators grant or deny users access to specific projects and functionality within those projects.
Administrators define project-level and document-level security from within projects. Document-level security provides more fine-grained settings than project-level security, enabling administrators to define users' security access to individual documents. For example, document-level security can restrict access to certain people based on date ranges or invoice amount ranges.
These security rights define user access to specific fields within documents. For example, certain users or groups might be restricted from viewing document fields that contain social security numbers.
These security rights define user access to specific functions within projects. For example, certain users or groups might be restricted from printing or emailing documents.
Navigating the icons in the user interface
This application employs the following icons throughout the user interface. Depending on your permissions and user option settings (Systems Settings tab), you might be unable to perform these functions, or they might not display in your user interface.
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Click to log out at any time. |
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Click to launch the Help files from any page. |
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Click to add documents to the current project. |
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Click to print a list of search results. |
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Click to export a list of search results. |
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Click to modify document index values. |
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Click to delete documents from the system. |
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Click to print documents from the search results page. |
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Click to email documents. |
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Click to export documents from the system. |
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Click to tag documents for migration. |
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Click to add documents to the current project. |
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If you are an administrative user, click the padlock to display a list of document-level security definitions that you can apply to selected documents. |
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The checked-out icon that displays in the Status column is not a clickable icon. This icon notifies you that a user has checked out the document. |
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The padlock that displays in the Status column is not a clickable icon. If you are an administrative user, this icon notifies you that a document has been assigned a document-level security definition. |
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Click to return to the search page. |
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Click to view the next set of results. |
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Click to view the previous set of results. |
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If you are performing a full-text search, click to view the full-text descriptions of matching documents. |
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If you are performing a full-text search, click to hide the full-text descriptions of matching documents. |
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Click to select all documents. |
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Click to deselect all documents. |
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Click to create a global search. |
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Click to edit a global search. |
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Click to delete a global search. |
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Click to print a list of global search results. |
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Click to export a list of global search results. |
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Click to modify document index values. |
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Click to delete documents from the system. |
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Click to print documents from the global search results page. |
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Click to email documents. |
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Click to export documents from the system. |
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Click to tag documents for migration. |
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Click to add documents to the current project |
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If you are an administrative user, click the padlock to display a list of document-level security definitions that you can apply to selected documents. |
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The checked-out icon that displays in the Status column is not a clickable icon. This icon notifies you that a user has checked out the document. |
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The padlock that displays in the Status column is not a clickable icon. If you are an administrative user, this icon notifies you that a document has been assigned a document-level security definition. |
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Click to return to the global searches page. |
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Click to select all documents. |
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Click to deselect all documents. |
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Click to submit jobs for migration. |
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Click to delete migration jobs from the submission queue. |
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Click to select all migration jobs. |
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Click to deselect all migration jobs. |
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Click to refresh the list of notifications. |
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Click to delete notifications. |
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Click to print a list of notifications. |
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Click to select all notifications. |
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Click to deselect all notifications. |
Click for a list of available hot keys in PaperVision Enterprise.
