doxshare administrator manual - pdms cdp

PDMS Limited, Global House, Isle of Man Business Park, Douglas, Isle of Man, IM2 2QZ Tel: +44 (0)1624 664000 Fax: +44 (0)1624 678787 Email: [email protected] Web: www.pdms.com/DoxShare

DoxShare Administrator Manual

PDMS

Revision DoxShare 2.3

Date 17 November 2016

Document ID DoxShareAdministratorManual_v2.3.docx

mailto:[email protected]

PDMS DoxShare Administrator Manual

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Table of Contents

Table of Contents _________________________________________________ 2

1 Change History _________________________________________________ 3

2 Terms of Reference ______________________________________________ 4

3 DoxShare Security _______________________________________________ 5

3.1 Overview ______________________________________________________________ 5 3.2 Document Security ______________________________________________________ 6

3.2.1 Security Groups __________________________________________________________________ 6

3.2.2 Document Classifications __________________________________________________________ 8

3.2.3 Using both Security Groups and Document Classifications _________________________________ 9

3.2.4 Home Page Documents __________________________________________________________ 10 3.3 Functional Access ______________________________________________________ 11

3.3.1 Policies _______________________________________________________________________ 11

3.3.2 Permission Groups ______________________________________________________________ 11 3.4 Secure Operation _______________________________________________________ 11

4 Administering DoxShare _________________________________________ 12

4.1 Users and Groups ______________________________________________________ 13

4.1.1 Users _________________________________________________________________________ 13

4.1.2 Security Groups _________________________________________________________________ 16

4.1.3 Permission Groups ______________________________________________________________ 18 4.2 Documents ____________________________________________________________ 21

4.2.1 Document Types ________________________________________________________________ 21

4.2.2 Additional Fields ________________________________________________________________ 22

4.2.3 File Formats ___________________________________________________________________ 23

4.2.4 Document Classifications _________________________________________________________ 24 4.3 System _______________________________________________________________ 25

4.3.1 Site Settings ___________________________________________________________________ 25

4.3.2 DoxShare Personal Licence _______________________________________________________ 31

5 Web Folder Access (WebDAV) ____________________________________ 32

5.1 Provision _____________________________________________________________ 32 5.2 Supported Functions ____________________________________________________ 33

5.3 Functions Not Supported _________________________________________________ 33 5.4 Suggested Uses________________________________________________________ 33

6 DoxShare Personal Data Store ____________________________________ 34


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1 Change History

DoxShare

Version Summary of changes Date

1.0 Administrator Manual version 1 02/04/2012

1.3 Various, including DoxShare Personal 31/05/2012

1.5 Updated to include changes introduced on versions 1.4 and 1.5 02/10/2012

2.0

Updated to include changes introduced in DoxShare Version

2.0 (see Section Error! Reference source not found.);

DoxShare Personal Data Store section added

25/02/2013

2.0 Updated to change references to Controlled Document Portal/

CDP to DoxShare. 02/05/2014

2.3 Updated screenshots and functionality to bring in line with

Version 2.3 17/11/2016


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2 Terms of Reference

DoxShare is a software application and secure data repository provided by PDMS on a

resilient, managed, Software-as-a-Service basis.

DoxShare enables you to centrally store, edit and share documents with your various

stakeholders, in a controlled way, no matter where they are in the world. Key features of this

secure system include a simple folder-based filing structure, with document version controls,

audit trails and search features; and sophisticated access/permission settings that your

administrator(s) can manage for each user of the system. Hosting, backups and upgrades

are also taken care of as part of the monthly subscription package.

DoxShare can be accessed via web-browsers using a secure connection from anywhere with

Internet access. It is optimised for Internet Explorer (version 7 and above), and the latest

versions of Firefox, Safari and Chrome.

Depending on how your network is set up, you may also be able to use Windows File

Explorer to access DoxShare folders. If permitted by your organisation, you will be able to

access folders and documents stored in DoxShare via a network drive in the same manner

that you access other network resources.

DoxShare Personal is an application which, once installed and configured, connects to

DoxShare server and downloads and stores the documents available to a user on their

computer. Downloaded documents can then be viewed even when an Internet connection is

not available.

This DoxShare Administrator Manual provides guidance on the administration features

provided within DoxShare. It explains only the features of DoxShare that are exclusively

available to DoxShare System Administrators. For a description of all the other features

available to system users, please refer to the DoxShare User Manual.

This manual is divided into the following sections:

DoxShare Security – An explanation of how DoxShare’s security features work;

Administering DoxShare – A description of the administration functions in DoxShare

and how to use them, including how to set-up security settings;

Web Folder Access – A description of how to use DoxShare as a file server on your

network;

DoxShare Personal Data Store – Information on where DoxShare Personal stores

its Documents on users’ computers.

For further resources and important information, please visit www.DoxShare.com

Note: Images have been included in this manual as a visual prompt to help locate the item

in the application. As DoxShare is enhanced, and as the interface to may have

been tailored to suit your organisation, some controls may have a different

appearance and location in your version of the application to those illustrated in this

manual. Their behaviour, however, will be consistent with that described.

To facilitate identification of the control or icon being explained, red circles/ovals

overlaying images of the system have been used as highlights, e.g. item of interest.

http://www.doxshare/


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3 DoxShare Security

3.1 Overview Authenticated access to DoxShare is provided by entry of a Username and Password

combination. Control over which Documents are visible to which authenticated Users is

provided by a combination of:

Security Groups (see 3.2.1), and

Document Classifications (see 3.2.2).

You, as a DoxShare Administrator, should ensure that security measures appropriate to the

nature of the Documents being uploaded to your DoxShare should be applied, such as not

allowing Usernames to be shared and implementing appropriate Password control (see

4.3.1.2 Password Settings).

Note: Documents contained by your DoxShare which are marked as “Visible without login”

will appear on the Home Page of your DoxShare and can be accessed by un-

authenticated visitors to the Home Page. In the default case, i.e. when hosted by

PDMS and with no IP Address Restrictions applied, this means that such

Documents will be publicly visible

The actions that a particular User is able to perform whilst using DoxShare are controlled via

assigned:

Permission Groups and their Policies (see 3.3).

All these are under the control of you, as a DoxShare Administrator, as explained in section 4

Administering DoxShare.


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3.2 Document Security

3.2.1 Security Groups Security Groups are used to control which Folders, and therefore which Documents, are

visible to which Users of DoxShare.

Each User can be a member of one or more Security Groups, and each Folder can be

allocated to one or more of these same Security Groups. For a Folder, and therefore the

Documents it contains, to be visible to a User, it must share at least one Security Group with

that User.

Security Groups are fully maintainable by you, as a DoxShare Administrator, as explained in

section 4.1.2 Security Groups. For example, you may use them to represent different

departments within your organisation.

Note: If you do not wish to take advantage of the Security Group feature, simply use the

single default Security Group created for you.

The following diagrams illustrate how Security Groups work.

Security Groups for folders and users

Group A

Group C

Mr B

Mr C

Mr A

Mr AC Mr ABC

Mr BC

Mr AB

Group B

Flr A

Flr B

Flr C

Flr AFlr ACFlr ABCFlr ABFlr AC

Flr CFlr BC

Flr CFlr AB


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A Sub-Folder can belong to a Security Group which the Folder containing it (its Parent

Folder) does not belong to. As a User must be able to access the Parent Folder in order to

see the contents (which include the Sub-Folder), DoxShare may require that a User belongs

to multiple Security Groups in order to access a Folder.

In the example below, the User who is just in the “A” Security Group (“Mr A”) does not have

access to the “A” Folder within the “C” Folder because he is not also in the “C” Security

Group. A User who has both the “A” and “C” Security Groups (such as “Mr ABC”) can see

the “A” Folder within the “C” Folder.

Security Groups and the Tree Structure

A

Flr AFlr ACABC

C

A

C

B

A

Flr CAB

Mr ABC

Flr CBC

Flr C

Flr CAB

ABC

C

C

B

AB

Mr BC

BC

BC

AB

A

Flr AFlr ACABC

A

Flr CAB

Mr A

BC

Flr CAB


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3.2.2 Document Classifications Document Classifications and their Clearances are used (along with Security Groups) to

control which Documents are visible to which Users of DoxShare. They are hierarchical (e.g.

“High”, “Medium”, “Low”). Each Document is assigned a Document Classification and each

User is assigned a Document Classification Clearance (from the same set of choices). For a

User to be able to see that a Document exists and to be able to View and Download it, the

User must have an equal or greater Document Classification Clearance than the Document

Classification of the Document. If the User does not have sufficient Clearance, the Document

will be invisible and the user will, therefore, be unable to view it.

Document Classifications are fully maintainable by you, as a DoxShare Administrator, as

explained in section 4.2.4 Document Classifications.

Note that you can control which Documents Classifications allow the ‘Visible without login’

indicator to be set, therefore determining which Documents appear on the Home Page of

your DoxShare.

Each Folder has a Default Document Classification; all documents uploaded to a Folder will

use this Default Document Classification unless overridden.

Note: If you do not wish to take advantage of the Document Classification feature, simply

use the single default Document Classification created for you.

Document Classification

Document Classification Clearance

Unclassified

Restricted

Lo

w H

igh

Lo

w H

igh

Restricted

Unclassified

Top Secret

Top Secret


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3.2.3 Using both Security Groups and Document Classifications As explained in sections 3.2.1Security Groups and 3.2.2 Document Classifications,

Security Groups restrict Folders and their contents to Users who are members of the

appropriate Security Groups, and Document Classifications and Document Classification

Clearances further restrict access to Documents within the Folders which a User can see.

In the above diagram, all three Users are members of Security Groups appropriate to access

the “AB” Folder.

“Mr ABC Top Secret” has a “Top Secret” Document Classification Clearance, so he

can see the “Top Secret”, “Restricted” and “Unclassified” Documents.

“Mr A Restricted” can only see the “Restricted” and “Unclassified” Documents.

Security Groups, Document Classifications and the Tree Structure

A

Flr AFlr ACABC

C

B

A

Flr CAB

Flr CBC

Flr C

Flr CAB

ABC

C

C

B

Mr BC

Unclassified

BC

BC

AB

A

Flr AFlr ACABC

A

Mr A

Restricted

BC

Flr CAB

Flr CAB

AB

Top Secret

Restricted

Unclassified

Top Secret

Restricted

Unclassified

A

Unclassified

Restricted

Unclassified

Mr ABC

Top Secret

C


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“Mr BC Unclassified” can only see the “Unclassified” Document.

“Mr ABC Top Secret” has the appropriate Security Groups to access to the “A” Folder

within the “C” Folder, and as he has a “Top Secret” Document Classification

Clearance he can see the “Top Secret”, “Restricted” and “Unclassified” Documents

within it.

“Mr A Restricted” and “Mr BC Unclassified” do not have the appropriate Security

Groups to access the “A” Folder within the “C” Folder, so cannot see any of the

documents within it, regardless of their Document Classification Clearances.

Using a combination of Security Groups and Document Classifications provides a great deal

of flexibility and granularity in the security of your Documents. It is possible, however, that

this amount of flexibility is not required; in this case, it is possible to choose just to utilise

either Security Groups or Document Classifications by setting up a single (and therefore

default) value for the other security type (i.e. a single Security Group in order to use

Document Classifications or a single Document Classification in order to use Security

Groups).

3.2.4 Home Page Documents Individual Documents can be configured to be accessed without the need for authentication

by marking them as “Visible without login”; these documents will be listed on the Home Page

of your DoxShare. Documents can only be set as “Visible without login” if they have a

Document Classification which permits it, and this is under the control of you, as a DoxShare

Administrator (see 4.2.4 Document Classifications).


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3.3 Functional Access The actions which a user can perform within DoxShare are controlled by the Permission

Groups they belong to and the policies within those permissions groups.

3.3.1 Policies Policies represent actions which a user can perform and areas they can access. Example

polices are:

Document Portal (access) – Displays the Document Portal menu item, allowing

access to the Document Portal;

Folder – Add Subfolder – Allows a sub-folder to be added to an existing folder.

Document – Delete – Allows a document to be deleted.

Policies are pre-defined and are, therefore, not maintainable.

3.3.2 Permission Groups One or more Policies can be assigned to a Permission Group. The Policies within a

Permission Group are controlled by you, as a DoxShare Administrator (see 0


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Permission Groups).

A User can belong to one or more Permissions Groups, this is also controlled by you as a

DoxShare Administrator (see 4.1.1 Users). When a User belongs to a Permission Group,

they will have access to all the functions to which the Policies within the Permission Group

relate.

If a User belongs to multiple Permission Groups, they will be granted all the Policies within

any of the Permission Groups of which they are a member.

3.4 Secure Operation DoxShare offers secure storage of Documents and secure communication with the

Document repository. PDMS’ hosting of DoxShare is ISO 27001 accredited, and

communication with it over the Internet is secured using SSL.

However DoxShare is designed to facilitate the sharing of Documents, a process which

involves the downloading of Documents to users’ computers to locations determined by

those users. Once located on a user’s computer, DoxShare cannot protect a Document.

Depending on how you, as a DoxShare Administrator, classify the security requirements of

the Documents being stored in your DoxShare, you may wish to issue instructions to your

DoxShare users pertaining to Document security and retention; this also applies to the use

of DoxShare Personal (see 6 DoxShare Personal Data Store, below).


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4 Administering DoxShare

The following administration functions are available only to DoxShare Users with the

appropriate Permission Groups (these users will henceforth be referred to as

“Administrators”). The Administrator functions are accessed via the “Administration” menu

option.

The Administration functions are divided into the following groups, each accessible via its

own menu:

Users and Groups – for the maintenance of Users, Security Groups and Permission

Groups;

Documents – for maintenance of Document Types, Additional Fields, File Formats

and Document Classifications;

System – for Site Settings, DoxShare Personal Licence functions and access to the

Off Board Data screen.


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4.1 Users and Groups

4.1.1 Users The Users window lists existing Users and provides a function to search by First Name,

Surname and Username.

In addition, drop down lists provide functionality to search by User Groups (e.g.

Administrators, Contributors etc.) and by user Status (i.e. Active, Inactive and Suspended).

Clicking the “View” link will display the View User window:

Clicking the “Send Login Email” button will send an email containing a unique link to the

User’s configured Email Address; following the link will allow the user to set a new password.

This function can be used when a new User is created, or when a User requests assistance

with re-setting their password.


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Clicking “Delete” will delete the user from the instance.

Clicking either the “Add” button or the “Edit” button from either the User List screen or the

View User screen will open the Add/Edit User screen.

The following table describes the information required; mandatory fields are marked with an

asterisk.

Field Description Notes

Individual Title* Drop-down list

First Name* Must be 50 characters or less.

Surname* Must be 50 characters or less.

Username* For use when accessing the system. Must be 50 characters or less.

Must be unique.

Password*

Confirm

Password*

For use when accessing the system.

Must conform to Password policy settings

(see 4.3.1.2.1 Password Complexity).

If a User’s password is created or edited by

an Administrator, the User will be prompted

to change their password the next time

they log into the system.

Email Address*

The email address that will be used

to notify the User of changes to

Folders and Documents.

Must be in the correct format for an email

address.

Document

Classification

Clearance*

The level of Document Classification

that the User will be granted. Selected from list

Status* Inactive Users will not be able to

login to the system. Active, Inactive or Suspended

Email

Notifications

Emails are sent when, for example,

new documents are uploaded. This

Individual Notifications, None, Weekly

Journal


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Field Description Notes

drop down list specifies whether

these notifications are sent as

Individual Notifications for each

document, as a Weekly Journal of

changes or whether email

notifications are turned off.

Security Groups

These are your functional business

groups (which can be added/edited

by Administrators via the “System”

function) e.g. Finance, Human

Resource, etc. These groups can

then be used on the Folders to

restrict access in conjunction with

User clearance.

Permission

Groups

The system access level(s) that the

User will be granted. This governs

whether the User will have, for

example, access to the

Administration functions.


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4.1.2 Security Groups The Security Groups window can be used to:

Search for a Security Group

View the overall number of Users in a Security Group

Edit the Description of a Security Group

View the Users in a Security Group

Add a new Security Group

To “Search” for a Security Group, enter the search text to match the description of the group,

select how it should be matched from the drop-down, and select Search (or press Enter).

To edit a Group’s description, click on the “Edit” link; to add a new Group, click on the Add

button.

Enter or change the Description; when complete, click “Save”.


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Click on the “Users in Group” link to view a list of Users in the selected Group.

Click the “View” link to view a User’s details.


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4.1.3 Permission Groups You, as a DoxShare Administrator, can use the Permission Groups window to:

Search for a Permission Group

Edit the Description of a Permission Group

View the Users in a Permission Group

Manage the Policies applied to a Permission Group

Add a new Permission Group

The management of Permission Groups is very similar to the management of Security

Groups, as described in section 4.1.2 Security Groups, i.e.:

To “Search” for a Permission Group, enter the search text to match the description of

the group, select how it should be matched from the drop-down, and select Search

(or press Enter).

To edit a Group’s description, click on the “Edit” link; to add a new Group, click on the

Add button. Enter or change the Description; when complete, click “Save”.

To view a list of Users in a Group, click on the “Users in Group” link.


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To manage the Policies applied to a Permission Group, click on the “Policies” link.

The command buttons function as follows:

> Assign the Policy or Policies selected in the left-hand list-box to the Permission

Group

>> Assign all Policies in the left-hand list-box to the Permission Group

<< Remove all Policies in the right-hand list-box from the Permission Group

<< Remove the Policy or Policies selected in the right -hand list-box from the

Permission Group

To apply the changes made, click the “Save” command button.


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By default DoxShare has three permission groups containing the following polices:

Policy Permission Group

Administrators Contributors Standard

Users

Document Portal (access) Y Y Y

Folder - View / Search Contents Y Y Y

Folder - Download Changed Documents Y Y Y

Folder - Add Subfolder Y Y Folder - Delete Y Y Folder - View Details Y Y Y

Folder - Edit Details Y Y Document - Download Y Y Y

Document - View Details Y Y Y

Document - Add / Edit Y Y Document / Folder - Move Y Y Document - View Audit Y Y Document - Delete Y Y Document - View History Y Y Document - Can Publish To Homepage Y Y

Administration (access) Y

Administration - System (access) Y

Administration - System - DoxShare Personal Licence Y

Administration - System - Site Settings Y

Administration - Users and Groups (access) Y

Administration - Users and Groups - Users Y

Administration - Users and Groups - Permission Groups Y

Administration - Users and Groups - Security Groups Y

Administration - Documents (access) Y

Administration - Documents - Document Types Y

Administration - Documents - File Formats Y

Administration - Documents – Classifications Y

Note: The “Administrators” Permission Group has all polices applied and this is not

alterable.


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4.2 Documents

4.2.1 Document Types Document Types are presented as a list to a User when uploading a Document, and are

used to categorise Documents.

When Adding or Editing a Document Type, a form with a single field for the description of the

Document Type (maximum 100 characters) is displayed.

Note. If an existing Document Type is renamed, the new name will apply to all existing

Documents of that Type.


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4.2.2 Additional Fields DoxShare contains certain

pre-defined meta-data fields

which can be populated for

any uploaded Document.

You, as a DoxShare

Administrator, can define

Additional Fields which can

contain additional meta-

data about your documents.

DoxShare users can

populate these fields when

uploading a document or

editing its meta-data, and

these fields can be used to

search against. For example,

you could define a field to contain the name of a client to which a particular document

relates, or the value of e.g. an invoice or purchase order.

When creating Additional Fields, the following attributes are common to all types:

Name – How the Field will be labelled for entry, searching etc.;

Type – The type of data the field contains (see below);

Mandatory – Whether entry of data to the field is required or not.

Other attributes depend on the Data Type chosen, and are listed in the following table.

Data Type Attribute Description

Text Display style Choose from a single-line “TextBox”, a mutli-line

“TextArea”, or a “rich” multi-line “Text area with

formatting”

Max Length

(characters)

The maximum length of the Text Field (optional)

Date and

Time

Is Date Only Choose “Yes” if the Field is for a Date only, “No”

if the Field is for a Date and Time vaue

Yes or No Display Style Choose from a “Checkbox” or from “Yes or No” or

“True or False” to determine the options

displayed and “Radio Options” or “Dropdown” to

determine how the options are displayed.

Numerical Minimum Value The minimum allowed value for the Field

(optional)

Maximum Value The maximum allowed value for the Field

(optional)

Decimal Places The number of decimal places the Field will be

displayed to (can be 0)


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4.2.3 File Formats File Formats are the types of

documents (e.g. Word, Excel)

which can be uploaded to

DoxShare.

The File Formats window is

used to manage the names of

and icons corresponding to File

Formats. Additional File

Formats can be created using

the Add button at the bottom of

the window.

Using the Site Settings

functions (see 4.3.1 Site

Settings), you, as a DoxShare

Administrator, can choose whether to allow files of all Formats to be uploaded to DoxShare,

or whether to restrict the allowed types to a pre-determined list. If the latter option is chosen,

then the File Formats window is displayed (as illustrated below) with a “Permitted” check-box

column.

Clicking the Update Permitted File Formats button will save the changes.


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4.2.4 Document Classifications

Document Classifications provide a hierarchical mechanism for controlling access to

Documents. A User with a particular Classification can access Documents with that same or

lower Classification.

The Document Classifications window displays a list of the Classifications in your DoxShare,

with the highest level displayed first. The order of the Classifications can be changed by

clicking the appropriate arrow in the “Up” or “Down” column, but note that this will affect the

accessibility of all Documents with the chosen Classification.

Pressing the “Edit” link will display the Edit Document Classification window.

Using this, the description of the Document Classification can be changed. In addition, you,

as DoxShare Administrator, can specify whether or not Users can set the “Visible without

login” indicator for Documents of this Classification, i.e. whether they can appear on your

DoxShare Home Page.

Note: Documents will only appear on your DoxShare Home Page when both the “Visible

without login” indicator is set for the Document and the “Allow ‘Visible without login’”

indicator is set for the Classification to which that Document belongs.


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4.3 System The System option in the Administration function enables you as an Administrator to manage

your:

Site Settings;

DoxShare Personal Licence.

4.3.1 Site Settings The site setting window contains tabs to manage the following information:

General Settings

Password Settings

Valid IP Address Ranges

Make the changes you require to the information on any of these tabs, then press the Save

command button to save the changes.


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4.3.1.1 General Settings

Select Logo File

The Select Logo File control allows you, as a DoxShare Administrator, to specifcy the logo

that is displayed in the top left of DoxShare window. Use the Browse button to locate your

logo from your file system; the image must be no more than 640px wide and no more than

60px high.

Home Page Text Editor

The Home Page Text Editor is a rich-text editor tool to manage the content displayed on your

DoxShare Home Page.

Using this editor you can add portal announcements or other statements you wish visitors to

your DoxShare Home Page to see.

Default Homepage Document Type

You, as a DoxShare Administrator, can set the default Document Type for the Documents

marked as “Visible without login” which appear on DoxShare Home Page.

Note:

If you would like “All” Document Types for public documents to be displayed by

default, leave this at “Please select”.

If a specific Document Type is selected as the default, other public documents can

still be viewed on the Home Page by the visitor if they change the chosen filter on the

Document Type drop down list on the Home Page.


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Email Notifications Enabled

You, as a DoxShare Administrator, can turn email notifications On or Off across the entire

system. This is especially useful when, e.g., bulk upload of documents is being performed

using a mapped drive and you do not wish Users to be “flooded” with a large number of

notification e-mails.

Reset Password Contact Address

You, as a DoxShare Administrator, can identify who will receive emails from Users who are

having problems recovering their passwords.

Email Notification From Address

You, as a DoxShare Administrator, can specify the “From” email address for DoxShare-

generated emails.

Session Timeout (mins)

If a user does not perform any action using DoxShare (e.g. a search, viewing a document,

editing a folder) for a period of time, they will be automatically logged out of it. You, as a

DoxShare Administrator, can set the period of time (in minutes) after which this timeout

should occur. The default setting is 120mins (2 hours).

Accepted File formats

You, as a DoxShare Administrator, can control the File Formats of Documents (e.g. Word,

Excel) which are permitted to be uploaded to DoxShare. If the Accepted File Formats

dropdown is set to “All”, then users of DoxShare will be allowed to upload any type of

Document, if it is set to Only Permitted then the File Formats which may be uploaded will be

restricted to those specifically permitted on the File Formats administration screen (see 4.2.3

File Formats).


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Default WebDAV Document Type

When uploading a Document via DoxShare WebDAV interface, there is no mechanism to set

a Document’s meta-data; however, a Document Type is required. The Default WebDAV

Document Type allows you, as a DoxShare Administrator, to specify which Document Type

is used by DoxShare for Documents uploaded in this manner.

Default Folder Classification

Each Folder in DoxShare has a Default Document Classification associated with it, which is

applied to any Document uploaded to that Folder. The Default Folder Classification allows

you, as a DoxShare Administrator, to specify which Document Classification is used by

default when a Folder is created, either via the web-interface or the WebDAV interface.


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4.3.1.2 Password Settings

DoxShare contains extensive features for controlling the complexity required of Passwords,

the length of time a Password is valid for, and the mechanism for handling incorrect and

forgotten Passwords.

4.3.1.2.1 Password Complexity

The following can be used to determine the complexity required of the passwords created by

Users:

Minimum number of characters in password – i.e. the length required of a

password;

Password must contain both upper and lower case letters – i.e. whether or not

mixed case is required in a password;

Password must contain at least one number – i.e. whether or not the password

must contain at least one digit;

Password must contain at least one symbol – i.e. whether or not the password

must contain at least one non-alphanumeric character.

4.3.1.2.2 Password Expiry and Change Frequency

The following determine:

Number of days a password is valid for – if set, then passwords will automatically

expire after the specified number of days, requiring DoxShare Users to change their

password after logging in. If left blank the password will never expire;

Number of previous passwords a new password cannot be the same as – a

User cannot re-use their previous passwords to the number specified.


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4.3.1.2.3 Incorrect Passwords and Recovery

The following determine:

Number of incorrectly entered passwords before a user account is suspended –

when attempting to log-on to DoxShare, if an incorrect password is entered the

specified number of times, then the user account will be suspended, preventing log-

on;

Duration (mins) for which a user account is suspended – determines how long

the user account is suspended for;

Duration (days) which an emailed account recovery link is valid for – when

setting-up a User, or responding to a password reset request, an e-mail can be sent

to a User with a link to initiate the password reset process; this setting determines for

how long that link remains active;

Maximum number of times the memorable word can be entered incorrectly

during password recovery – determines the number of times a User can attempt to

recover their password prior to their account being suspended and requiring enabling

by an administrator.

Note: A user account which has been suspended due to an incorrect password(s), can be

recovered in the following ways:

By the user; using the password recovery process

By the administrator; changing the status of the User Account (see 4.1.1 Users).

By the administrator; using the “Send Login Details” button to send the password

recovery link to the user (see 4.1.1 Users).

A user account which has been suspended due to failed recovery attempt(s), can be

recovered in the following ways:

By the administrator; changing the status of the User Account (see 4.1.1 Users).

By the administrator; using the “Send Login Details” button to send the password

recovery link to the user (see 4.1.1 Users).


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4.3.2 DoxShare Personal Licence In order for a User to connect an instance of DoxShare Personal to your DoxShare web-

application, the following three pieces of information must be inputted by the User during

DoxShare installation process:

The URL of DoxShare web-application, with the extension /webdav/ added at the

end, for example: https://myDoxShare.cdp.pdms.com/webdav/

Login credentials (the User’s own Username and Password);

A DoxShare Personal Licence key.

DoxShare Personal Licence key is generated by you as Administrator using DoxShare

Personal Licence function of DoxShare.

To do this, press the “Generate New Licence” command button.

The Licence which appears (which is a series letters, numbers and symbols) can then be

issued by the Administrator to the User by an appropriate mechanism, for example by

copying and pasting it in its entirety into an e-mail or instant message for sending to the

User.

Note:

The same Licence can be issued to and used by multiple Users.

An existing Licence does not expire when a new Licence is generated.

The use of these Licence keys both allows an Administrator to control who has

access to a particular DoxShare, whilst enhancing the security of that access.

https://mydoxshare.cdp.pdms.com/webdav/


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5 Web Folder Access (WebDAV)

5.1 Provision DoxShare supports the Web Distributed Authoring and Versioning (WebDAV) protocol

and so can act as a file server on your network. Access is via the URL of your DoxShare

web-application, with the /webdav extension, for example:

https://myDoxShare.cdp.pdms.com/webdav

Documents can be accessed via a full UNC path, for example:

https://myDoxShare.cdp.pdms.com/webdav\FolderName\Document.doc

or by use of a mapped drive letter, either distributed to your Users by your network

Administrators using a group policy setting or created by your Users themselves, for

example:

When accessing DoxShare in this way, Users will be prompted for credentials, and should

use their same credentials as used to access DoxShare via the browser-based interface.

Notes:

Provision of WebDAV through your DoxShare may require enabling (by PDMS);

WebDAV support provides a method for integrating your own business systems with

your DoxShare.

https://mydoxshare.cdp.pdms.com/webdav

https://mydoxshare.cdp.pdms.com/webdav/FolderName/Document.doc


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5.2 Supported Functions DoxShare WebDAV honours the same security and permission model as that used by the

browser-based DoxShare interface. Therefore, the majority of functions available to a User

via the browser-based interface are also available via the Web Folder interface, including:

Add, Move and Rename Folders;

Upload (Save) Documents and

Edit Documents.

DoxShare WebDAV functions behave in the same manner as their browser-based

equivalents, that is all Document access is audited. Document Edits result in the creation of

new Document versions, and Folder permissions are set appropriately when a Folder is

moved.

5.3 Functions Not Supported Document meta-data is not set during an Upload (Save) via the Web Folder Interface. Meta-

data will need to be updated via the browser-based interface of DoxShare.

Also, due to restrictions in the WebDAV support offered by Microsoft Windows, the deleting

of Documents and Folders via the WebDAV Folder interface is prohibited.

5.4 Suggested Uses Clearly, the WebDAV interface to DoxShare is very powerful. It can be connected, using for

example a mapped network drive, to Windows Explorer (or similar), which can then be used

to:

View the Folders and Documents contained in DoxShare,

Add, Move and Rename Folders,

Upload (Save) Documents and

Edit Documents.

This is very useful for the bulk uploading of documents, for example, when a DoxShare is

being set-up (perhaps with e-mail notifications switched off).

However, as stated above, meta-data associated with a Document is not set when a

Document is uploaded via the WebDAV interface, and new Document versions are created

each time a Document is saved. Some caution is therefore advised when using the

WebDAV interface for Document updates. Any information that cannot be created using the

WebDAV interface can of course be added through DoxShare main browser interface, at any

time.

Perhaps the best use of the WebDAV interface is with a read-only WebDAV client, of which

there are many available (often for free) for a variety of device types. For example, installing

a WebDAV client App onto an iPhone, and connecting it to your DoxShare using the above

described URL and your credentials, will provide instant access from that iPhone to your

permission controlled DoxShare Documents.


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6 DoxShare Personal Data Store

DoxShare Personal is an application which allows users to download and store documents

locally on their computers in a data store, providing them with access to these documents

whilst not connected to the Internet. Information on installing and using DoxShare Personal

can be found in the DoxShare User Manual.

The data store consists of two files, an .sdf (data) file and a .log (log) file. Both these files

are named using the following convention:

<MyDoxShareURL>@<MyDoxShareUserName>

For example, the data store files may be:

[email protected]

and

[email protected]

The location of the data store will depend on the version and configuration of Windows on

which DoxShare is installed, but is likely to be in a folder beneath:

C:\Users\<MyWindowsUserName>\AppData\Local\Apps\2.0\Data

When documents are opened for viewing, DoxShare Personal creates a local copy of the

Document in a folder beneath:

C:\Users\<MyWindowsUserName>\AppData\Local\Temp\DoxSharePersonal

If you require that these local copies or the local data store is deleted, then this can be

performed by using the tools available in DoxShare Personal or by locating and deleting the

files using Windows Explorer.


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Contact us

Isle of Man Head Office

PDMS Limited Global House

Isle of Man Business Park Isle of Man

IM2 2QZ

Glasgow Office

PDMS Limited Unit 7, Cameron Court

Hillington Park Glasgow

G52 4JG

Tel: +44 1624 664000 (Isle of Man & Glasgow) Tel: +44 207 100 4924 (London)

Fax: +44 1624 678787 Email: [email protected]

Web: www.pdms.com Twitter: @pdms @pdmsscotland