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Configurations for the DMS
Last adaption: 11.2022
New:
  • Note that empty emails are not indexed
notempty
This article refers to a Resellerpreview
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The DMS (Document Management System, accessible via the IP addresses of the UMA without port specifications) makes the emails in the archive available to the users.
The settings here have an effect on memory usage, performance and functions in the DMS.

  • Emails that have a header but no body (i.e. "empty emails") are retrieved by the UMA and stored in the user mailbox. However, these are not indexed and therefore do not appear in the DMS!
  • Settings under DMS Settings


    Settings

    Tab Settings → Section DMS Settings
    Description UMA v3.2 DMS Einstellungen.png
    Enable mailbox import for users Allows users to import entire mailboxes in the user interface at Tools{spc Import Mailbox
    Enable document sharing for users Users can temporarily share objects in the archive using a download link.
    No credentials are required to download. The link consists of a random URL with over 60 characters.
    Disable the import of files When enabled, users can no longer directly import objects individually (menu Tools upload
    Allow the auditor to search in multiple mailboxes simultaneously Allows the auditor to select multiple user accounts when logging into the User Interface Login (via the Auditor Login button).
    Display documents embedded in the DMS interface When activated, the documents are displayed in the browser's PDF viewer.

    When deactivated, the documents are downloaded directly.

  • This option is not supported by all browsers.
  • Document embedding is a potential security risk.
    It is recommended to leave this option disabled
  • Temporarily save images for:
    UMA v3.2 Slider.png
    Default: 10 days
    Values between 5 and 30 days are possible
    OCR
    Enable optical character recognition for pdf files Searches pdf documents (without plaintext layer) for text
    Enable optical character recognition for tiff files Recognizes text in tiff files
    Enable manual account selection In order to save storage space, OCR can be enabled for certain user accounts only
    Refresh Refreshes the display
    Save Saves changes
    Reset Undoes unsaved changes
    Performance
    UMA v3.2 Slider.png
    300dpi (Default)
    A lower resolution increases the performance

    Email deletion/archiving duration

    Tab Email deletion/archiving duration Section Rights management for deleting and archiving emails
    Show report Displays a report on the duration of use of the delete permissions for all users UMA v3.2 DMS Einstellungen Löschung.png
    Add user
  • Warning! The function for deleting and changing the archiving duration of data from the archive of the UMA is not a standard function and is done at your own responsibility.
    We would like to point out that this may not comply with the requirements of the principles of proper accounting and/or other laws may be affected by the deletion.
    Consult with legal counsel in case of doubt.
  • UMA v3.2 DMS Einstellungen Löschung Benutzer.png
    Adjust the delete permissions of this user.
    Remove the delete permissions of this user
    Displays the history of this user's data for deletion.
    Predefined search

    Predefined search

    Add Adds a new search configuration
    Call up the saved search in the user interface of the DMS in the menu Tools saved searches
    UMA v3.2 DMS Einstellungen Suche.png
    Example of a predefined search
    Search term: Search term from documents in email attachments
    The operators AND, OR and NOT can be used to make further restrictions:
    • Search terms from the documents themselves (criterion search term).
    • File type (category from the DMS overview: email / text / documents / images)
    • Sender, recipient or subject of the email
    • Alternatively this syntax can be used as search term: Search prefix:xyz.
    Search prefix Description
    bool_category: Kategorie (Nur bei Dokumenten verfügbar, die mit der Option Hochladen archiviert wurden)
    filename: File attachment name
    filetype: MIME type in the mail header
    folder: Folder where the email was stored
    subject: Subject line
    from: Email address of the sender
    to: Email address of the recipient
    cc: Email address(es) of the copy recipient(s)

    Databases

    Databases overview

    Databases Section Databases
    Database.svg This account has a DMS database.
    The database is created for the user account when the user first logs into the User Interface.
    UMA v3.2 DMS Einstellungen Datenbanken.png
    Refreshes the display
    Hide accounts with databases Hides accounts with already created DMS databases
    Delete selected databases Deletes checkmarked DMS databases
    Can be used to delete index databases from old users to save resources
    Create new index Should only be used when there are unrecoverable errors with a database in the DMS.
    The required databases are normally created automatically within a few minutes each time you log in.
  • Excessive use of this option can permanently put the system under unnecessary strain.
  • Status Monitor

    Section Status Monitor
    Shows how many emails have been indexed within the last 10 seconds and how many emails there are in total UMA v3.2 DMS Einstellungen Status Monitor.png

    Outlook Plugin

    Outlook Plugin
    Provides the latest Outlook plugin for download.
    Further notes on how to use it can be found in the wiki article for the Outlook Plugin.
    UMA v3.2 DMS Einstellungen OutlookPlugin.png