Knowledge Tree Administrator Manual

Administrator Manual
KnowledgeTree 3.7 Administrator Manual
Copyright 2009 KnowledgeTree Inc. http://www.knowledgetree.com/ This document is subject to change without notice.
License
This work is licensed under a Creative Commons Attribution 3.0 License. http://creativecommons.org/licenses/by/3.0/us/
Disclaimer
Documentation is provided "AS IS" and all express or implied conditions, representations, and warranties, including any implied warranty of merchantabilitiy, fitness for a particular purpose or non-infringement, are disclaimed, except to the extent that such disclaimers are held to be legally invalid.
Contents
Table of Contents
Part I KnowledgeTree Overview 2
................................................................................................................................... 2 About this Help ................................................................................................................................... 2 Users, Groups, Roles, and Units ................................................................................................................................... 4 Version Control ................................................................................................................................... 4 The Permissions System
......................................................................................................................................................... 6 Creating the Permissions Structure
................................................................................................................................... 7 Metadata
......................................................................................................................................................... 9 The Metadata Structure and the Folder Structure ......................................................................................................................................................... 10 Storing Metadata ......................................................................................................................................................... 11 Metadata, Permissions, and the Folder structure ......................................................................................................................................................... 12 Creating Effective Document Types and Fieldsets
................................................................................................................................... 13 Introduction to KnowledgeTree Workflows ................................................................................................................................... 15 GUIDs and Indexing
Part II Getting Started
17
................................................................................................................................... 19 Starting KnowledgeTree ................................................................................................................................... 19 Logging On ................................................................................................................................... 21 Logging Off ................................................................................................................................... 21 Using Search
......................................................................................................................................................... 24 Advanced Search Queries
................................................................................................................................... 26 Changing the Default Admin Password ................................................................................................................................... 27 Restoring the Default Admin Password ................................................................................................................................... 27 Miscellaneous Configuration Tasks
......................................................................................................................................................... 27 Configuring WebDAV on KnowledgeTree Community Edtion ......................................................................................................................................................... 28 Connecting to KnowledgeTree installed on an OpenSuse Server
KnowledgeTree 3.7 Administrator Manual - 06 January 2010
II

......................................................................................................................................................... 29 Configuring SSL for the Apache Server ......................................................................................................................................................... 30 Adding New Custom Dashlets
Adding a ......................................................................................................................................................... 30 Custom Logo to the Login Page Part III Setting Up and Managing KnowledgeTree 32
................................................................................................................................... 35 The KnowledgeTree Dashboard

......................................................................................................................................................... 38 Customizing Dashboard Welcome Text
................................................................................................................................... 38 Browse Documents

......................................................................................................................................................... 40 Viewing Folder Contents ......................................................................................................................................................... 42 Viewing Folder Transactions ......................................................................................................................................................... 42 Administrator Mode
Enabling ......................................................................................................................................................... 43 and Disabling Administrator Mode Viewing / ......................................................................................................................................................... 43 Editing Folder Permissions
......................................................................................................................................................... 45 Assigning / Editing Roles
Importing......................................................................................................................................................... 47 Content from a Server Location

......................................................................................................................................................... 47 Bulk Exporting Folder Content ......................................................................................................................................................... 48 Bulk Uploads ......................................................................................................................................................... 48 Bulk Uploading Zipped Files
................................................................................................................................... 49 Administration
......................................................................................................................................................... 50 Miscellaneous .................................................................................................................................................. 52 Adding/Editing/Deleting Quicklinks .................................................................................................................................................. 53 Adding/Editing Disclaimers .................................................................................................................................................. 55 Generating Transaction Reports .................................................................................................................................................. 56 Adding/Editing Custom Help Files .................................................................................................................................................. 58 Managing Plugins .................................................................................................................................................. 60 The KnowledgeTree Task Scheduler ........................................................................................................................................... 62 Scheduled Indexing ........................................................................................................................................... 63 Optimizing Indexing for Search ........................................................................................................................................... 63 Managing Scheduled Tasks .................................................................................................................................................. 64 Viewing Support and System Information
Contents
III
.................................................................................................................................................. 65 Managing Views ......................................................................................................................................................... 66 Users and Groups
Authentication.................................................................................................................................................. 67
........................................................................................................................................... 68 Adding/Editing/Deleting Authentication Sources ........................................................................................................................................... 69 Editing Authenication Providers .................................................................................................................................................. 70 Manage Groups ........................................................................................................................................... 71 Adding New Groups
Viewing / Editing ........................................................................................................................................... 72 / Deleting Groups Control Units .................................................................................................................................................. 73

........................................................................................................................................... 74 Adding/Editing/Deleting Units ........................................................................................................................................... 75 Assigning Unit Administrators
Manage Users.................................................................................................................................................. 76
........................................................................................................................................... 77 Adding New Users
Viewing / Editing ........................................................................................................................................... 78 / Deleting Users

......................................................................................................................................................... 80 Security Management .................................................................................................................................................. 81 Dynamic Conditions ........................................................................................................................................... 82 Configuring Dynamic Conditions ........................................................................................................................................... 83 Assigning / Removing Dynamic Conditions
Running Dynamic........................................................................................................................................... 84 Conditions

.................................................................................................................................................. 85 Custom Permissions ........................................................................................................................................... 85 Adding New Custom Permission Types ........................................................................................................................................... 86 Viewing / Deleting Permission Types
Roles
.................................................................................................................................................. 87
........................................................................................................................................... 87 Adding New Roles
Viewing / Editing ........................................................................................................................................... 88 / Deleting Roles

......................................................................................................................................................... 89 Document Storage .................................................................................................................................................. 89 Restoring Archived Documents .................................................................................................................................................. 90 Overriding Document Check-out .................................................................................................................................................. 90 Verifying Document Storage .................................................................................................................................................. 90 Restoring / Expunging Deleted Documents ......................................................................................................................................................... 91 Document Metadata and Workflow Configuration .................................................................................................................................................. 92 Document Numbering Schemes ........................................................................................................................................... 93 Document Numbering Scheme Tokens
Viewing / Editing ........................................................................................................................................... 95 / Adding Custom Numbering

.................................................................................................................................................. 97 Email Document Types
IV
KnowledgeTree 3.7 Administrator Manual Viewing / Adding ........................................................................................................................................... 98 Email Document Types
.................................................................................................................................................. 99 Document Fieldsets
Viewing Existing........................................................................................................................................... 101 Fieldsets

........................................................................................................................................... 102 Adding New Fieldsets ........................................................................................................................................... 103 Editing / Deleting Fieldsets ........................................................................................................................................... 104 Setting Up Conditional Fieldsets
Fields
........................................................................................................................................... 106
...................................................................................................................................... 106 Viewing / Adding Fields ...................................................................................................................................... 107 Defining Lookup Fields ...................................................................................................................................... 108 Defining Tree Fields ...................................................................................................................................... 110 Defining Large Text Fields ...................................................................................................................................... 110 Defining Multiselect Fields ...................................................................................................................................... 111 Editing / Deleting Fields .................................................................................................................................................. 112 Link Type Management ........................................................................................................................................... 112 Configuring Document Links .................................................................................................................................................. 113 Alerts by Document Type ........................................................................................................................................... 116 Configuring Alerts by Document Type .................................................................................................................................................. 118 Document Types ........................................................................................................................................... 118 Viewing / Editing / Adding Document Types ........................................................................................................................................... 119 Enabling / Disabling Document Types
Associating / Disassociating Fieldsets and Document ........................................................................................................................................... 119 Types

.................................................................................................................................................. 120 Automatic Workflow Assignments
Enabling / Disabling Automatic Assignment of ........................................................................................................................................... 121 Workflows Workflows

.................................................................................................................................................. 122
........................................................................................................................................... 122 How to set up a Workflow
Getting Started - Adding the workflow to KnowledgeTree ...................................................................................................................................... 123

...................................................................................................................................... 123 Working with existing workflows ........................................................................................................................................... 124 Adding Workflows ........................................................................................................................................... 126 Configuring Security by Workflow State
Adding / Editing ........................................................................................................................................... 131 Notifications on Workflow States

........................................................................................................................................... 134 Adding Transition Restrictions ........................................................................................................................................... 139 Configuring Transition Effects ........................................................................................................................................... 142 Viewing / Editing Workflow Settings ........................................................................................................................................... 144 Copying Workflows
Contents
........................................................................................................................................... 145 Editing Connections from Transitions to States
Adding / Editing ........................................................................................................................................... 145 Transitions

........................................................................................................................................... 146 Viewing / Editing / Deleting Transition Restrictions
Adding / Editing ........................................................................................................................................... 147 States

........................................................................................................................................... 148 Allocating Workflows to Document Types ......................................................................................................................................................... 148 Search and Indexing - Reporting
Viewing Text.................................................................................................................................................. 149 Extractors and Supported Mime Types

.................................................................................................................................................. 150 Viewing Indexing Issues and Re-scheduling Indexing
Viewing the Status of External Dependencies and the .................................................................................................................................................. 151 Document Indexer
.................................................................................................................................................. 152 Viewing Document Indexer Statistics .................................................................................................................................................. 153 Viewing Supported Mime Types and Extensions .................................................................................................................................................. 154 Viewing Documents in the Indexing Queue .................................................................................................................................................. 154 Reschedule all documents ......................................................................................................................................................... 155 System Configuration .................................................................................................................................................. 156 KnowledgeTree config.ini
Client Tools .................................................................................................................................................. 161 Email

.................................................................................................................................................. 162
........................................................................................................................................... 163 Configuring Email Settings for KnowledgeTree .................................................................................................................................................. 166 General Settings ........................................................................................................................................... 170 Allowing Anonymous Login ........................................................................................................................................... 171 Disabling the Ajax Dashboard .................................................................................................................................................. 172 Internationalization .................................................................................................................................................. 172 Search and Indexing - Settings
Security
.................................................................................................................................................. 174
........................................................................................................................................... 174 Electronic Signatures ........................................................................................................................................... 176 Configuring Electronic Signatures .................................................................................................................................................. 178 User Interface
License ......................................................................................................................................................... 180 Administration

Viewing / Deleting Existing Licenses and Adding New .................................................................................................................................................. 181 Licenses
......................................................................................................................................................... 182 Reporting .................................................................................................................................................. 182 Generating User Activity Reports
Part 1 KnowledgeTree Overview
KnowledgeTree Overview
1
1.1
About this Help
The KnowledgeTree Administrator Manual describes the features and functionality available in the KnowledgeTree document management system. It provides instructions intended for use by administrators of your system. This Help assumes that your system is fully installed and configured for use.
This v ersion: KnowledgeTree Commercial server: version 3.7
1.2
Users, Groups, Roles, and Units
KnowledgeTree organizes system users into users, groups, roles, and units:
Note: Only the KnowledgeTree administrator may add, edit, and delete users, groups, roles, and units.
Users KnowledgeTree assigns permissions to Groups and to Roles, but not to individual users. Thus, each user you add to KnowledgeTree must be added to a Group and/or to a Role, before the user may be allowed even 'read' access to the content repository.
Groups The Groups you add to KnowledgeTree are defined by your business process, industry, and organizational policies. Examples are: Management, Research, Finance, Development, Marketing, Human Resources, etc. Groups may also contain sub-groups. Whether or not you use groups also depends on the number of users in the organization - in a smaller organization for example, you may prefer to use roles, rather than adding single users to different groups. Groups typically contain one or more users, and any user may belong to one or more groups. Permissions are assigned to groups on specific folders, and a group's permissions automatically filter through to group members in a process called 'inheritance'. Roles Roles (e.g. Editor, Auditor, Publisher etc) are used to assign specific permissions to individual users or groups, typically to perform specific functions in the system. If you have groups that would consist only of one user, rather use Roles to assign permissions to the user. Groups may also be allocated to Roles on a per-directory basis. Roles are particularly useful in Workflows. Units Adding a Unit adds a folder to a specified location in the folder structure.
Note: Units are added in the Users and Groups section of the Administration module in KnowledgeTree's web interface.
KnowledgeTree 3.7 Administrator Manual 06 January 2010
The Unit concept is typically used to divide an organization's content repository into separately accessed and managed areas that may model logical business units - different departments or geographical locations for example. Units are an optional tool that you may want to consider using in your KnowledgeTree implementation in the following instances: to separate content in your document management system into disparate business units (by department, or by region, or by another categorization as required in your organization) to delegate administrative rights to another user besides the system administrator, within the unit folder - the unit administrator will have administrator privileges only within their unit, to override or allocate specific permissions within the unit folder to set the contents in the Unit folder as the default browse view - users will then go straight to the Unit folder when logging in to KnowledgeTree and opening Browse Documents
Note: You may configure this custom view by changing the following default settings in Adm inistration - System Configuration - General Settings (Tweaks): Browse to Unit Folder (setting this value to True specifies a logged in user's Unit folder as their default folder view in Browse Documents - the default 'False' displays the root folder).
What is the difference between roles and groups? KnowledgeTree permissions are assigned on folders, to groups and/or to roles. From a permissions perspective, a group is a static collection of users - all users in a group have the permissions assigned to their group, on all folders and files where the group has been allocated permissions. Roles allow you to assign permissions dynamically - you can assign one or more users or groups to a role that has its own permissions set up, typically specific to tasks that need to be performed by the role. Roles may be used in workflows, where specific users are required to transition a workflow or perform other workflow tasks. Roles may also be used to apply company-wide security policies in the document management system, or they can be used to allocate a specific permissions set up to particular users on specific folders - a user may have the 'Manager' role in one folder, and the 'Publisher' role in another folder. Example The following example describes how users may be practically assigned to Roles to perform specific tasks. Let's say you want to assign most of the available folder permissions to a group of users in the 'Accounting' group on the 'Accounts' folder, but you only want to give the departmental manager the 'delete' permission and the 'manage security' permission on the 'Accounts' folder. In this case the departmental manager may be part of the Accounting group, but for purposes of their role as a manager, this user is assigned the 'manager' role, and the role is given an individual set of permissions that includes all the permissions of the group, plus the additional permissions they require to perform their role.
1.3
Version Control
KnowledgeTree's version control mechanisms ensure that content is changed in a controlled and audited manner. The table displays the available version control mechanisms in KnowledgeTree: Check out Checking out a document locks the file and makes it read only. Other users can view the file, but they cannot change it.
A file must be checked in to the repository to make it available to other users for editing. Check in The cancel check out function reverses the check-out action, restoring the document to the state it was in before it was checked out. The system administrator is allowed to force check in a document. This is useful if a document is required urgently, and the user who checked out the document is unavailable.
Incremented Versions
By default, new documents are given version number 0.1. Each time a document is checked out, the version number increments by 0.1 if the change is minor - version 0.9 becomes 0.10, for example. If you indicated that the change is major, the version number increments by 1.0 - so, from 1.0 to 2.0, for example.
Version History The Version History link in the Document info menu provides a history of version changes for the currently selected document.
1.4
The Permissions System
The files and folders stored in the KnowledgeTree content repository are secured through Permissions. Any user may only access content where they have the appropriate permissions on the do cument or folder. This includes the ability to 'view' the folder or document in the folder structure. Since permissions are assigned per folder to Groups and Roles, and not to individual users, users must belong to a group, or be assigned to a role, in order to obtain the permissions assigned to the group or role on the folder. KnowledgeTree's default permission types KnowledgeTree includes the following default permission types: Read - allows you to view a document and its metadata, in search results and the
Browse view. Write - allows you to change a document's content and its metadata, to check out and check-in a document, and to add new documents in the folder where you have this permission. Add Folder - allows you to add new folders to a folder where you have this permission Manage Security - you may configure and edit security on the folder and on content in the folder, including editing of permissions and roles. Delete - you may delete files and folders in a folder where you have this permission on the parent. folder. Manage Workflow - allows you to change the Workflow settings on a document, such as performing a transition. Folder Details - allows you to view the folder name, a transaction history, and other details linked to the folder name
Note: To view content in the folder you will also require the 'read' permission.
Rename Folder - allows you to rename the folder.
Figure: Viewing permissions on the root folder
How are permissions assigned?

Permissions are allocated by group, by role, and by folder. Permission assigned on this level ... Folder Permissions description
Permissions on a folder are automatically assigned to the folder
KnowledgeTree Overview creator and to the KnowledgeTree administrator. By default, any permissions granted to a parent folder (the top level folder, typically in the root folder) apply to all content in the folder (subfolders and documents), and any changes to the permissions of the top level folder are passed down to the folder content (permissions inheritance). Users with the appropriate permissions on the parent folder may override the default inheritance of permissions within the folder in order to allocate different permissions on subfolders. Permissions inheritance may be reinstated at any time. See also: Viewing / Editing Folder Permissions, Organizing Users into Groups, Roles, and Units, Organizing Documents ..., Adding / Editing / Deleting Units. Permissions may be assigned to one or more Roles (e.g. Editor, Auditor, Manager) to allow groups or users assigned to these roles to perform specific functions or tasks. Role Permissions
Note: Role permissions are useful in Workflows, which are typically created for roles, rather than for groups.
See also: Organizing Users into Groups, Roles, and Units, Adding Roles, and Assigning / Editing Roles Permissions on a folder may be granted to groups, or to roles. When granting permissions to groups, all users in the group are given the permissions of the group. See Viewing / Editing Folder Permissions
Group Permissions
See Also: Security and Permissions / How Permissions are Allocated - an article on the KnowledgeTree Wiki
1.4.1
Creating the Permissions Structure
When setting up a permissions structure for KnowledgeTree in your organization, consider the following: whether users are imported from Active Directory, or from LDAP whether additional user groups will be added within KnowledgeTree, or whether all users are imported from Active Directory/LDAP whether users are logging in remotely whether you are allowing anonymous users to log in whether users must be hidden from each other
Note: In this case, metadata can be added to the fieldsets, instead of displaying client information. Alternatively, configure options such as 'email separation by group'.
the importance of security for the organization and its repository

Note: Government agencies are typically expected to be highly secure, and most organizations own confidential documentation that needs to securely stored and accessed in the document management system. In both cases, external users should be identified and prevented from accessing restricted areas of the repository.
the importance of permissions for the repository

Note: Permissions may be less important where the system is only used by internal users, or where everyone requires access to all or most of the content in the repository.
whether units and unit administrators are required

Note: Units are useful where the organization prefers to split the administrative role (e.g. by department, or by geographical regions). Units are manually created within KnowledgeTree. They're not supported in Active Directory or LDAP, so they cannot be imported into KnowledgeTree.
whether role-based permissions are required

Note: Roles are a KnowledgeTree concept that are used to allocate permissions on a document or folder to an individual user. Typically, permissions are granted to the group, and thus to all users in the group.
whether dynamic permissions are required

Note: Dynamic permissions change, based on metadata.
1.5
Metadata
Metadata is 'information about information'. In the document management context, we can say that metadata is 'information about content in the repository'. Within KnowledgeTree, metadata comprises the information added to the system in the document types, fieldsets, and fields that are used to categorize content in the repository. How do Document Types, Fieldsets, and Fields fit together? Document types, fieldsets, and fields represent a hierarchical classification of metadata. Document types are the highest-level categorization, and fields represent the smallest unit of information: Document type\ fieldset\ field
The document type of a document provides context for the document. Document Types The number of document types you add to KnowledgeTree depends entirely on your organization. Examples include: Invoice, Order Form, Quotation, Requisition, Publication, Proposal, Specification, Presentation, Leave Application, Survey, White Paper, Article, Brief, Offer to Purchase, Mandate, and so on.
Fieldsets
Each fieldset contains one or more related fields, e.g. you may want to add fields called client name, street address etc to a fieldset called 'Client Details'. Fieldsets may be either 'generic' (applying to all document types in the system), or 'type-specific' (only used in a specific document type).
Fields
Fields are the lowest level of metadata in KnowledgeTree, and are used to capture information entered on document upload. For example, an 'Invoice' may include the following field level information: client name, street address, telephone number, email address.
Adding Metadata Document types, fieldsets, and fields are configured through KnowledgeTree's web interface, in Administration - Document Metadata and Workflow Configuration. Adding this metadata structure involves the following tasks: Step 1: For each planned document type, create the fieldsets, and add fields within each fieldset Step 2: Add the document types, and associate each document type with one or more fieldsets Example: Document Type: Invoice Associated fieldsets: Client Details; Invoice Details Fields in the 'Client Details' fieldset: Name, Address, Telephone Number, Email Address Fields in the 'Invoice Details' fieldset: Invoice Number, Account Number, Purchase Date, Sales Consultant; Description, Price, Quantity, Discount
Metadata and Content Retrieval KnowledgeTree's Search function operates on the metadata layer, and its security and access control function operates on the folder level. The folder structure is thus static and consistent, while metadata is contextual. Browsing the folder structure to locate documents and folders is time consuming, so KnowledgeTree provides the ability to predefine efficient content retrieval mechanisms, such as quicklinks, document links, shortcuts, views, and simple and advanced search. The efficiency of these mechanisms in the system rely on the existence of useful, contextual metadata. The successful implementation of an electronic document management system in an organization requires careful planning of the metadata structure to ensure that the process of harvesting metadata for search and retrieval purposes delivers useful information that supports and enhances the most productive use of your system. Understanding the role of metadata, and careful configuration of the document types,
fieldsets, and fields, will help you to achieve this goal.
1.5.1
The Metadata Structure and the Folder Structure
Successfully implementing a paperless, electronic document management system requires careful planning around how best to store documents so that they can easily be retrieved from the system when required. Right from the start, the project manager (or implementing person or team) should consider the organization's business process and their document management and records retention policies in order to set up a logical folder and file structure, and a metadata structure that will be most useful for finding content later on. Metadata Structure Documents comprise both content (information) and context (metadata, or 'information about information'). KnowledgeTree's search functionality searches a document's content and/or document metadata to return relevant results. KnowledgeTree captures user-input metadata through document types, fieldsets, and related fields. The system administrator creates this metadata structure by adding the document types, and then planning and creating associated fieldsets. One or more related fields are added to each fieldset, and then the fieldsets are associated with one, more, or all document types in the system. Field level metadata may include, for example: the name of the author, the date the document was created, the last time the document was modified, the version number, and the document type (e.g. Invoice). Groups of one or more related fields are added to each fieldset - for example, you may want to create a fieldset called 'Customer Details', and add fields such as 'customer name', 'address', and 'contact number'. Every fieldset may be associated with one or more document types; then, when adding documents and selecting the document type, the user is presented with related fields to fill out to capture the document metadata.
File Structure The design of your document management file structure provides a context for documents stored in the system. For example, by adding an invoice to a folder called 'Invoices' in a higher level folder called 'Accounts', the document file path may be included in search criteria to find relevant documents. Some organizations use a shallow folder structure and rely mostly on document metadata to store, manage, and retrieve documents in KnowledgeTree. This structure has implications for the security of your system because permissions are allocated at the folder level and anyone who has permissions on a folder also has those permissions on all content in the folder. Deepening the folder structure (i.e. root - folder - sub folder - sub folder - document, instead of root - document, or root - folder - document) thus allows greater control on content through the permissions system. Other organizations employ a deeper folder structure and combine the use of metadata and the logical file system to organize documents and folders in the system. This
KnowledgeTree Overview structure typically models the file structure used in your existing paper filing system, creating a familiar environment for new users used to browsing a system to find specific documents and folders, and helping to convey the concept of the document management system as an electronic version of the paper-based filing system.
1.5.2
Storing Metadata
This section explains the relationship between the metadata structure and the folder structure in KnowledgeTree, and how permissions are assigned within the overall structure.
Storing Metadata
Metadata may be stored by: document - e.g. 'Project Plan - Project Alpha' folder - e.g. 'Project Plans' unit - e.g. 'Engineering Department fieldset - e.g. 'Project Department information' field - e.g. a pick list with available project departments
Metadata is most effectively stored in a combination of folders and fieldsets: When using ... Result This structure may be too deep and complex. Users may struggle to browse the folder structure, and search is less effective. This structure prevents effective browsing, navigation, and search because you cannot rely on users to properly complete all metadata field entries. Additionally, without a folder structure, there is no way to apply permissions.
Folders, without fieldsets
Fieldsets, without a folder structure
Storing Metadata in the Folder Structure

Although the folder structure may be designed to map exactly to the metadata, such a structure is hard to manage. This is because the lower levels of the folder structure (level 1 in the example) should be as static as possible. In the following example, it's easier to change the structure at level 3 than at level 2, and it's easier to change the structure at level 4 than at level 3. In this instance, each time a new client is added, it is necessary to add a new Client[no] folder. By storing the client id (e.g. 001) in the metadata layer of the Invoice folder, users can browse to the Invoice folder, and rely on metadata after that.
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Example: The document type, document title, and the client number, which are all metadata, are stored in the folder structure: Level Folder hierarchy 1 2 3 4 Accounts Receivable Invoice 2005 Client 001
Note: To ensure usability, the folder structure should not be deeper than 3-4 levels.
The following example shows three layers of metadata, which may be represented as follows: 'Project Department>>Project Name>>Project Document' or ...; Project Department: Human Resources Project Name: Recruitment Project Document: Applicant evaluation form Each of these storage methods provide a specific structure: This storage method ... provides this structure ...
Storing all inform ation in a folder structure Placing all docum ents in a single folder, and storing the m etadata in fieldsets and docum ent types >Human Resources >>Recruitment >>>Applicant evaluation forms Document type: Human Resources Pick list: Recruitment (Projects) Pick list: Applicant evaluation form (Project
document types) Folder structure: >Human Resources Creating e a hybrid of folder structure >>Recruitment and fieldsets/docum ent types Document type: Applicant evaluation form
1.5.3
Metadata, Permissions, and the Folder structure
A single, secure, searchable organizational repository must have a system of permissions, Permissions are applied on the folder structure, while the repository's Search function is based on the metadata layer. Without a folder structure, all the information about the documentation is in the metadata. It is impossible to apply permissions to this structure, because all the content is effectively in one folder - the root folder. It is possible to apply a folder structure that is similar to the metadata structure - e.g. create a folder name of the same name as the document type: Invoice document type, and Invoice folder. This allows permissions to be assigned on the Invoice folder, and it allows searching of invoice related metadata.
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1.5.4
Creating Effective Document Types and Fieldsets
Adding document metadata creates a high-level storage structure for the KnowledgeTree content repository. Configuring the metadata layer involves adding your document types, fieldsets, and fields. How to create effective document types Document types are the highest layer of the metadata structure, so an appropriate grouping of documents at this level ensures that lower level groupings (fieldsets and fields) are easier to structure. Start by ensuring that your document types fit your business processes. Providing descriptive, generally applicable names to document types minimizes the number of document types that will be required in the system, thus limiting the number of options on the document type pick list. When users need to scroll through an excessive list of selectable document types, they're less likely to select a relevant option, which reduces the effectiveness of your system metadata.
How to create effective fieldsets Each field in a fieldset is a data collection point for the fieldset. Collecting appropriate and relevant information improves search results and avoids the requirement for users to complete lengthy forms. KnowledgeTree allows you to configure the field type - options include: 'lookup' (pick list), 'text', or 'tree'. Select the most appropriate option for the type of information required in the field. Consider the following: Define the minimum number of fieldsets per document type, especially when users will need to select options from a pick list. Display the most important fieldsets at the top of a list, especially for 'required' information. Be aware of the limitations of conditional fieldsets. These are useful for limiting the number of values available in pick lists, but they have two major disadvantages: they are complex, and they are not supported in KnowledgeTree Tools for Windows. Use tree structures only where appropriate.
Note: Tree structures do not work in KnowledgeTree Tools for Windows.
Use pick lists instead of text fields where possible. This allows you to pre-define selectable metadata, which prevents inconsistencies arising due to incorrect and incomplete text entries. Users may be less likely to properly complete text fields, and pick lists are quicker to complete, provided that they don't contain too many options. Limit the number of selectable options in a pick list to around 10 items - excessively long pick lists are not user-friendly Carefully select the fields that are a 'required' selection, and those that are 'optional' selections - users are unlikely to complete all 'optional' fields, but they will also not
12
want to complete too many 'required' fields. Define a meaningful name for each field and fieldset. Provide clear definitions and instructions for the type of information required in each field and fieldset, and include an example of the format. For example, let's say you have a field called 'document id' - here you can provide the following description: 'This number identifies the file according to the repository's standard naming convention e.g. organizationegapc001'.
1.6
Introduction to KnowledgeTree Workflows
A document management system Workflow is a task and process management tool that applies an automatic, predefined life-cycle to selected documents in the system. How do I add and configure a worklow? Workflows allow you to automate certain business processes. For example, an invoice is created, distributed, then paid; a report may be created, reviewed, edited, and then published. Each workflow describes a series of tasks that must be performed on a document in the workflow, and it specifies the user/s responsible for these tasks. At the end of each task, the document is moved to the next stage in the workflow, and the workflow engine alerts the responsible user for the start of the next task. Components of a KnowledgeTree Workflow Transition - defines the move from task to task in the Workflow. At the end of each task, a document in a workflow 'transitions' to a new 'state'. For example, in an Invoice Workflow, a transition called 'payment received' may move the document to the workflow state called 'Paid'. Each state may have one or more transitions, depending on the workflow topography. State - defines a position in the workflow between tasks. Workflows begin with starting states, and are complete at an 'end state'. KnowledgeTree also allows you to configure workflows that loop, in which, at the end of a particular state, the document automatically moves back to the starting state. Action - defines document actions that may be disabled or enabled in certain workflow states. For example, let's say you have defined a 'Publication' workflow that defines the life cycle of a document from a starting state of 'Draft', through one or more intermediate edit and review states, ending in the 'Published' state, and you want to prevent the document from being checked out for further editing after it has reached the 'Published' state, then you could disable 'check out' once the document reaches the workflow state 'Published'. Trigger - defines a condition that must be met before a workflow may transition to another state. A trigger can also be a task that the system must perform when a transition is made, such as moving the document to another folder.
13
KnowledgeTree Overview Workflow Example: Starting state: Invoice created transition: Send to client New State: Distributed transition: Await payment End state: Paid
Configuring Workflows
KnowledgeTree workflows are configurable to various levels of granularity. States and Transitions may be arranged in any order, depending on the complexity of the workflow. Workflows and Permissions Permissions assigned through a Workflow override existing folder permissions - you may assign additional permissions or remove a user's existing folder permissions. Workflows are the only subtractive permissions tool in KnowledgeTree. KnowledgeTree permissions are typically assigned to groups and roles, only on folders. Within a Workflow, permissions are assigned to users who are in a group or role that is part of the workflow, on folders and on documents in the workflow.
Note: When configuring Workflows, it is important to remember that the permissions you set up in a Workflow (security by state) can override the permissions you set up on your folder structure. This is especially important where you have pre-configured a complex folder permissions system before adding Workflows.
Figure: The Workflow configuration interface
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1.7
GUIDs and Indexing
KnowledgeTree Commercial includes a GUID (Globally Unique Identifier) plugin.

Note: This plugin is not available in KnowledgeTreeLive.
Warning! This plugin is disabled by default, and is experimental. We recommend that you do not turn on.
The plugin writes a GUID to each document to provide information about the document to the KnowledgeTree Office Add-in. The GUID inserts a unique ID (a combination of the content version ID and the document ID) inside the metadata layer in Microsoft Office documents. KnowledgeTree Office Add-in retrieves the GUID from the KnowledgeTree server to automatically detect the correct version of the document. The GUID creates a copy of the current content version, which may be restored by the KnowledgeTree administrator, working in Administrator Mode, from the document's Version History page.
Note: Configure the GUID inserter through KnowledgeTree's web interface, in Administration System Configuration - General Settings. The GUID Inserter setting on this page defines whether to backup the latest content version before inserting the GUID.
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Part 2 Getting Started
Getting Started
This topic lists the tasks that are typically performed after installing KnowledgeTree.
Note: This task list assumes you have successfully installed KnowledgeTree. See the KnowledgeTree Installation and Upgrade Guide for information on installing and upgrading KnowledgeTree. Note: KnowledgeTreeLive account holders do not need to install or upgrade KnowledgeTree, and no server infrastructure, server configuration or license installation is required to start using KnowledgeTree. A KnowledgeTreeLive account provides you with on-demand access to the latest version of KnowledgeTree Commercial. For more information about the KnowledgeTreeLive service, see the KnowledgeTreeLive Quick Start Guide.
Perform the following tasks: 1. Change the default administrator password. 2. If you have installed KnowledgeTree Commercial, install your license (Trial or Subscription) to activate KnowledgeTree's commercial features.
Note: This task is not applicable for KnowledgeTreeLive.
3. Check that Indexing is working - to do this, view the Document Indexer Statistics in Administration - Search and Indexing. If you discover through this section that indexing is not working, you can troubleshoot the indexer by checking the Indexingrelated reports and statistics in Administration - Search and Indexing.
Note: To start indexing, the Document Indexer retrieves the internal server URL from the database - this value displays and is editable in Adm inistration - System Configuration - General Settings. If indexing does not start, or stops working, you can also check the value set for the internal server URL in General Settings.
17
Getting Started
4. Enable emailing on the KnowledgeTree server, if this is not yet set up.
Note: This task is not applicable for KnowledgeTreeLive as email is pre-configured for KnowledgeTreeLive accounts.
5. Read plugins from the file system, and enable the plugins you want to use. 6. Verify Document Storage - this ensures consistency between the database and the repository.
Note: This task is not applicable for KnowledgeTreeLive.
7. Plan and add your organization's Unit folders, if applicable. 8. Plan and add your folder structure and your documents, using one or more of the following methods: migrate documents (see the KnowledgeTree Installation and Upgrade Guide)
Note: See the KnowledgeTree Installation and Upgrade Guide for more information.
import documents from a server location perform a bulk upload (zipped folder)
Note: See the best practice tips for bulk uploads, on the KnowledgeTree wiki
use KnowledgeTree Hot Folders to import content and metadata

Note: See the KnowledgeTree Client Tools Guide for information on installing and using KnowledgeTree Hot Folders. Commercial Editions Only
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use the KnowledgeTree Drop Box to drag and drop folders and documents into KnowledgeTree.
Note: See the KnowledgeTree Client Tools Guide for information on installing and using KnowledgeTree Drop Box.
9. Plan and add the system metadata structure: add document types add fieldsets and add fields associate fieldsets with document types as required 9. Plan and add the workflows for your organization's business processes. 10.Perform administrative tasks, such as configuring views, adding or editing disclaimer text, and adding or editing Quicklinks. 11.Plan and add your organization's users and groups: add groups, and define whether the groups have system administrator privileges and/or Unit administrator privileges (as applicable) add and enable users add users to groups add roles, if required
Note: Users must be added to one or more groups; then, allocate folder permissions to the groups to allow users in the groups to view and work with content, e.g. to give a user at least the ability to view all folders, you need to add that user to a group that has at least the 'read' permission, and the 'folder details' permission on the root folder, and also on any unit folders that you want to allow the user to view in the system.
12.Plan and define the system's permissions structure add custom permissions, if required assign folder permissions
2.1
Starting KnowledgeTree
To start KnowledgeTree services see the Setup Wizard Guide.

Note: This topic is not applicable to KnowledgeTreeLive, which is always accessed via a web browser.
2.2
Logging On
This procedure logs the administrative user on to KnowledgeTree through the web interface. Prerequisites: The following servers and services must be running: KnowledgeTree Server Apache, MySQL Document Indexer Service OpenOffice Service
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Getting Started Scheduler Service

Note: All services must be running for Search and the conversion to PDF functionality to work. Note: These pre-requisites for logon are not applicable to KnowledgeTreeLive, which is the hosted, SaaS version of KnowledgeTree Commercial on-premise.
Perform the following steps: 1. Use your web browser to navigate to the location (URL) of your KnowledgeTree server. The KnowledgeTree Login page displays. 2. Enter your administrative login details in the Username and Password fields.
Note: First time users, use the default admin credentials: username: admin password: admin Note: Your username and your password are case-sensitive. If you have forgotten your admin login credentials, see Restoring the Default Admin Password.
3. Choose a language for the interface, if alternative languages are available for your installation. The default is English (US). 4. Click Login to open KnowledgeTree at the dashboard.
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2.3
Logging Off
To log off from KnowledgeTree through the web interface, click the Logout button on the toolbar.
2.4
Using Search
An important function of your electronic document management system is the ability to efficiently and quickly find any documents and folders added by all KnowledgeTree users in your organization, provided you have the required permissions to access the content you're looking for. KnowledgeTree provides a powerful search mechanism with various options for searching the system and finding relevant content.
Note: The search procedures documented in this Manual are used for searches in KnowledgeTree's web interface. For information on searches performed through the KnowledgeTree client tools, see the KnowledgeTree Client Tools User Guide.
KnowledgeTree search allows you to ... run a quick (simple) search on content and metadata, or on metadata only set up advanced searches, comprising one or more sets of criteria that you can configure through a user-friendly advanced search configuration page set up your own complex and detailed search expressions, using an onscreen search criteria editor and KnowledgeTree's search grammar view the results of your most recent search save your searches for later re-use edit, delete, or share your saved searches with other system users define how your search results display by toggling the search results view on the search drop down menu
Notes on search results: Includes documents and folders, and any shortcuts to documents and folders that match specified search criteria Excludes words containing less 4 characters, e.g. 'the', 'for' Results are permissions-based, and require at least the 'read' permission on returned items Relies on data extracted during indexing Excludes archived and/or deleted documents by default. To add this content, define the search criteria accordingly (isdeleted, and isarchived)
The Search Portlet
21
Getting Started
Access to search is provided through KnowledgeTree's web interface search portlet, located at the top right of the page in all sections of the web interface. The search portlet comprises a text entry field, a search button, and a drop down search menu.
How to run a Quick Search 1. Log in to KnowledgeTree's web interface; then, enter search criteria in the Search bar, either of the following: a single letter, e.g. 'k' a single letter, plus '*' (e.g. d* finds content matching words starting with 'd') a single word, or part of a word, e.g. 'templates' or 'temp'
Note: Content search results match exact phrases and highlight partial matches. All database queries (metadata) match partially.
start and end of a word, with '*' (e.g. d*k finds words starting with 'd' and ending with 'k') use '?' to match a single character only
Note: The default quick search is on 'Content and Metadata' (matches metadata field values,
filename, full path, document ID, document content, and discussions). To limit your search to Metadata only (matches metadata values), click the down arrow adjacent to the search button to change the quick search option. 2. Press Enter, or click the search button; then, view search results.
How to create an Advanced search 1. Open KnowledgeTree's web interface; then, on the search drop-down menu, select Advanced Search. 2. On the Advanced Search page, define a criteria group. 2.1.In the first drop-down, filter your search by ... Available Criteria Available Fieldsets Available Workflows
Note: The first criteria selection is a filtering mechanism that allows you to search only by criteria, fieldsets, or workflows - having selected the high level search criteria, the criteria relevant to the group selected displays in the second drop-down.
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2.2.Select criteria from the data available in the selected filter component, e.g. 'Available Workflows' displays all default and custom workflows in your system. 2.3.Define more search criteria, as applicable for the selected criteria filters, if any.
Note: In some cases, after you select a second level criteria filter, a third selectable field may display, where you can further refine the selected criteria.
2.4.Do one of the following: To add more criteria to this criteria group, go back to step 2.1 in this procedure. To add another criteria group, click Add another set of criteria; then, go back to step 2.1 in this procedure to define criteria for the group. To start searching on currently defined criteria now, click Search.
How to run a past search 1. To view the results of your last search, select Previous Search Results on the search drop-down menu.
How to run a complex search 1. Open KnowledgeTree's web interface; then, in the search drop down menu, select Advanced Search to open the Search Criteria Editor. 2. On the Advanced Search page, click Search Criteria Editor. 3. Now build up a search expression using the following grammar: expr ::= expr { AND | OR } expr expr ::= NOT expr expr ::= (expr) expr ::= expr { < | <= | = | > | >= | CONTAINS |STARTS WITH | ENDS WITH } value expr ::= field BETWEEN value AND value expr ::= field DOES [ NOT ] CONTAIN value expr ::= field IS [ NOT ] LIKE value value ::= "search text here"
Note: A field may be one of the following: CheckedOut, CheckedOutBy, CheckedoutDelta, Created, CreatedBy, CreatedDelta, DiscussionText, DocumentId, DocumentText, DocumentType, Filename, Filesize, Folder, FullPath, GeneralText, IntegrationId, IsArchived, IsCheckedOut, IsDeleted, IsImmutable, Metadata, MimeType, Modified, ModifiedBy, ModifiedDelta, Tag, Title, Workflow, WorkflowID, WorkflowState, WorkflowStateID
How to save a search 1. Create a search. 2. On the search results page, in the section headed You can save this search, define a name for the search. 3. Click Save.
How to run a saved search 1. Open Browse Documents.
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Getting Started 2. View the list of available saved searches in the Search menu at the bottom of the page. 3. Click on a saved search to run the search. 4. View search results.
How to manage existing saved searches 1. Open Browse Documents. 2. Locate the Search menu at the bottom of the page to view existing saved searches. 3. Click Manage Saved Search to open the Manage Saved Search Criteria page. 4. On this page you can: edit or delete a saved search create a new search share a saved search (if this option is available) run a saved search
See Also: Search2 User Guide on the KnowledgeTree Wiki Search2 Optimization on the KnowledgeTree Wiki
2.4.1
Advanced Search Queries
KnowledgeTree's Web interface Search Query Builder allows you to create powerful search queries, or 'expressions', which are based on a predefined set of search query rules, or search 'grammar', and a predefined list of usable fields.
The Search Query Editor
Search queries are defined in the Search Query Builder's text screen in KnowledgeTree's Web interface, and are used to search the KnowledgeTree document repository via Web Services. You may build optimized search queries containing a single grammar element (e.g. expr {AND | OR} expr), or two or more grammar elements (e.g. NOT expr {AND | OR} expr).
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In this example two grammar elements are combined to build a single search query: expr {AND | OR} expr NOT
Search Expressions Use the following grammar to build search expressions: expr ::= expr { AND | OR } expr expr ::= NOT expr expr ::= (expr) expr ::= field { < | <= | = | > | >= | CONTAINS |STARTS WITH | ENDS WITH } value expr ::= field BETWEEN value AND value expr ::= field DOES [ NOT ] CONTAIN value expr ::= field IS [ NOT ] LIKE value value ::= "search text here" A field may be one of the following: CheckedOut CheckedOutBy CheckedoutDelta Created CreatedBy CreatedDelta DiscussionText DocumentId DocumentText DocumentType Filename Filesize Folder FullPath GeneralText IntegrationId IsArchived IsCheckedOut IsDeleted IsImmutable Metadata MimeType Modified ModifiedBy ModifiedDelta Tag Title Workflow WorkflowID WorkflowState WorkflowStateID A 'field' may also refer to metadata using the following syntax: ["fieldset name"]["field name"]
Note: 'Values' must be contained within double quotes, i.e. " ... ".
25
Getting Started
Example Expressions Title contains "contract" and filesize <= "10000" Filename ends with ".doc" and (title starts with "ENG" OR filename starts with "ENG") OR WorkflowState = "Draft" ["Invoice"]["InvoiceNo"] starts with ("ENG", "INV") is equivalent to: (["Invoice"] ["InvoiceNo"] starts with "ENG") or (["Invoice"]["InvoiceNo"] starts with "INV") DocumentText : "SECRET" is equivalent to: DocumentText contains "SECRET"
2.5
Changing the Default Admin Password

What is the Default Administrator Password When installing KnowledgeTree, a default administrator profile is created to allow initial access to the system. Use these default credentials to log in to KnowledgeTree's web interface the first time, and each time until you choose to change the administrators username and password. The default admin login credentials are: Username: admin Password: admin For security purposes, please change the admin password as soon as possible. Note that you will only create a new admin password. The administrator's login username remains 'admin'. If you forget your new system password, you may also restore the default admin password.
This procedure changes the default administrator password.
Perform the following steps: 1. Use the default administrator credentials to log in to KnowledgeTree's web interface.
Note: The default credentials are username 'admin', and password 'admin'.
2. Click the Preferences tab. 3. Update the administrator user profile on the Preferences page. Any of the following fields may be changed, if required: name, email address, and to enable/disable email notifications. 4. Click Change your password. 5. Enter a new password in the Password field; then, re-enter the new password in the Confirm Password field. 6. Click Set password.
Note: When logging in with your new password, you will use the default administrator
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login username 'admin', and your new password, e.g: username: admin password: [new password]
2.6
Restoring the Default Admin Password
This procedure manually restores the default administrator credentials that are created automatically during installation to provide initial access to the KnowledgeTree: username - admin password - admin
Note: If the Password Reset plugin is enabled for your system, you can click the 'Forgot your password?' link on KnowledgeTree's web interface Login screen to reset your password. You will only see this link if the plugin is enabled. Alternatively, use this manual procedure to reset your password. Note: This task is not relevant for KnowledgeTreeLive - use the
Perform the following steps: 1. Navigate to KnowledgeTree_Directory\mysql\bin in the command prompt. 2. Enter the following command: mysql.exe -u dmsadmin -p dms 3. Run the following SQL command within MySQL: UPDATE USERS SET password='21232f297a57a5a743894a0e4a801fc3' WHERE id=1; 4. You will be logged in with the following credentials: username: admin password: admin
2.7
2.7.1
Miscellaneous Configuration Tasks

Configuring WebDAV on KnowledgeTree Community Edtion
This procedure creates a WebDAV connection for KnowledgeTree Community Edition.

Note: KnowledgeTree Commercial Editions customers who are using Microsoft Windows typically use KnowledgeTree Client Tools for Windows. Note: The WebDAV dashlet on the KnowledgeTree Dashboard provides instructions for connecting to the WebDAV server. To connect to KnowledgeTree via a third-party WebDAV client, use http://127.0.0.1:8080/webdav/webdav.php.
Pre-requisites: Commercially supported 3rd-Party WebDAV client Windows users who want to use Windows Explorer WebDAV must install the Web folders update, available at http://support.microsoft.com/?kbid=892211. KnowledgeTree, installed
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Getting Started Perform the following steps: 1. In your WebDAV client, use one of the following URLs: http://your_kt_install/ktwebdav/ktwebdav.php https://your_kt_install/ktwebdav/ktwebdav.php
Notes: On some clients you may need to replace http:// or, https:// with webdav:// or webdavs:// KnowledgeTree Commercial: use /baobab.php KnowledgeTree Community Edition: use /ktwebdav.php Authentication under Windows XP requires that you append the port to the hostname - e.g. http://www.hostname.com:80/kt3/baobab/. KnowledgeTree Community Edition users, use http://www.hostname.com:80/kt3/ktwebdav/
2. (Optional) To allow write access to WebDAV clients, set safemode to 'off'. To do this 2.1.Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - System Configuration - Client Tools. 2.2.On the Client Tools Settings page, locate the WebDAV configuration settings.
2.3.Set the Safemode setting to Off. See Also For more information on issues with various WebDAV clients, go to http://www. greenbytes.de/tech/webdav/webfolder-client-list.html
2.7.2
Connecting to KnowledgeTree installed on an OpenSuse Server
This procedure configures your firewall to allow traffic to the KnowledgeTree port, when connecting from any type of operating system to KnowledgeTree installed on a Linux (OpenSuse) Server.
Note: This topic is not relevant for KnowledgeTreeLive, the hosted version of KnowledgeTree Commercial on-premise. Note: These instructions are written for Windows XP, but are valid for allowing a connection from any type of operating system to KnowledgeTree installed on OpenSuse server.
Perform the following steps: 1. Install the KnowledgeTree server on your Linux machine.
Note: See the KnowledgeTree Installation and Upgrade Guide for more information on installing and upgrading KnowledgeTree.
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2. Add the KnowledgeTree port to the Allowed Ports page: 2.1.Select menu option K (the chameleon). 2.2.Computer - Administrative Settings (YaST). 2.3.In the window that opens, enter the root password (if you are not already logged in as root). 2.4.The YaST control center dialog box opens. 2.5.Select Security and users - Firewall. 2.6.Select Allowed services - Advanced. 2.7.Enter your KnowledgeTree port in the TCP Port box. 2.8.Click OK; then, click Next. 3. Open a terminal session to get the IP address of the Linux Server: 3.1.Type sudo su 3.2.Enter the root password (if not logged in as root). 3.3.Type ifconfig 3.4.The IP address of the Linux Server displays - this is the server where you have KnowledgeTree installed. 4. On the Windows machine, enter the Linux server IP address and the KnowledgeTree port: 4.1.Open your Internet browser. 4.2.Enter the IP address of the Linux server, and the KnowledgeTree port. 4.3.You should now have access to KnowledgeTree on the Linux machine.
2.7.3
Configuring SSL for the Apache Server
This procedure manually configures SSL for the Apache server in the KnowledgeTree stack.
Note: This topic is not relevant for KnowledgeTreeLive, the hosted version of KnowledgeTree Commercial on-premise.
Important HTTP over SSL encryption secures all communications between the client Web browser and the server. You can enable SSL automatically through the stack install/stack upgrade, or; perform the procedure manually, on Windows or Linux, as outlined in this topic. Prequisites: Linux users: Start the server as ROOT to allow Apache to bind to port 443. To do this, you may need to install KnowledgeTree as the root user so that the configuration files are assigned the correct permissions. Windows users: Create a SSL certificate before performing the following procedure.
Perform the following steps: 1. Open the following file in a text editor (e.g. Notepad, for Windows users): {$INSTALLDIR}/apache2/conf/httpd.conf. 2. Remove # at the start of the following line: #LoadModule ssl_module modules/mod_ssl.so
29
Getting Started
3. Restart DMS services: Windows users: via the Start menu Linux users: via dmsctl.sh script 4. Connect via your Web browser (using https://xxxxxxx/)
2.7.4
Adding New Custom Dashlets
Please refer to the tutorial on the KnowledgeTree Wiki for instructions on how to create a basic dashlet: http://wiki.knowledgetree.com/Basic_Dashlet_Tutorial
2.7.5
Adding a Custom Logo to the Login Page
This procedure adds a custom logo to KnowledgeTree's web interface Login page.
Note: This topic is not relevant for KnowledgeTreeLive, the hosted version of KnowledgeTree Commercial on-premise.
Perform the following step: 1. Locate the KnowledgeTree directory. 2. Replace the following image image file: <KnowledgeTree Directory>/knowledgeTree/resources/graphics/ktlogo-topbar-right.png 3. The image on the Login page will reference the new image the next time the Login page is displayed. See Also: User Interface Settings
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Part 3 Setting Up and Managing KnowledgeTree
Setting Up and Managing KnowledgeTree

KnowledgeTree's web interface is the main portal to KnowledgeTree document management system. KnowledgeTree is managed almost entirely through its web interface Administration module.
Note: When interacting with the KnowledgeTree document management system through interfaces other than the web interface, you will need to establish a connection with the server address (URL) that directs to the web interface. This allows users to work with content in the KnowledgeTree system from within Microsoft Office applications (using KnowledgeTree Client Tools for Windows), through third party WebDAV clients, or from other applications through KnowledgeTree Web Service.
Dashboard The main page of the KnowledgeTree document management system's web interface contains customizable, view or hide dashlets, a search bar, editable welcome screen, quicklinks, and access to RSS feeds and tag clouds. Browse Documents The Browse Documents module contains your organization's content repository and provides access to the folder structure, and to document and folder actions. Any logged in user sees only those files and folders where they have at least appropriate 'read' permissions. The default view of Browse Documents is a familiar, hierarchical file and folder structure, but you may choose to view content categorized by folder, document type, lookup value, or by the tags defined in your system.
Note: User-level tasks performed in Browse Documents are documented in the KnowledgeTree User Manual.
Administration KnowledgeTree's main administrative engine is only accessible to administrative users. Here you can configure users and groups, security, document storage options, document metadata and workflows, onscreen help, saved searches; read and enable plugins, view system information, verify database consistency with the repository, manage views, edit disclaimer text. KnowledgeTree Commercial Editions also include license management functions and reporting.
Note: Some settings in this module are not relevant for KnowledgeTreeLive, the hosted version of KnowledgeTree Commercial on-premise. See the KnowledgeTree Wiki for details.
Preferences The Preferences tab provides an editing screen to change your personal details, including your username and password, your email address, and to define whether or not you want to receive notifications via email.
Note: For more information on this section, please see the KnowledgeTree User Manual.
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Preferences
About This screen provides information about your current KnowledgeTree installation copyright, contact information for KnowledgeTree Sales, links to KnowledgeTree community resources, contributor credits, and links to third party software used in KnowledgeTree.
Note: Some information in this module may not be relevant for KnowledgeTreeLive. See the KnowledgeTree Wiki for details.
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About KnowledgeTree
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3.1
The KnowledgeTree Dashboard
KnowledgeTree's Web-interface opens at the dashboard.
Notes: KnowledgeTree Commercial dashlets display after you have installed your KnowledgeTree
35

Commercial on-premise license (Trial or Subscription). KnowledgeTreeLive account holders do not need to install a license. You must enable the Document Jump plugin to allow users to move the Web interface dashlets to custom positions. KnowledgeTree uses the currently logged in user's credentials to determine the information that displays on the Dashboard. For example, some dashlets are only visible to the administrator, providing information on system specific tasks, resources, and statistics.
Dashlets
Welcome ... - an editable welcome message. Your Checked-out Documents - a list of documents checked out by the currently logged on user, and a reminder to check these documents back in to the system to make them available to other users for editing. Commercial Editions Only
Note: This dashlet displays only when you have documents checked out. To permanently display this dashlet, change the following setting to 'True' in System Configuration - General Settings - Dashboard; then, click Sav e Config Settings.
Go to Document ID - Use this dashlet to enter a document id; then, go directly to that document in the repository. Commercial Editions Only Recently Viewed Items - lists the documents and folders last viewed by the currently logged in user. Commercial Editions Only Quicklinks - displays predefined links to frequently used items. Commercial Editions Only Top Downloads - displays a permissions-based list of the seven most downloaded documents in your organizational DMS. Commercial Editions Only License - displays only when you have installed KnowledgeTree Commercial, and you either have no license installed, or your license has expired. Commercial Editions Only
Note: Not applicable for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise.
Orphaned Folders - lists any folders that you won't be allowed to navigate to through the folder structure because you do not have view permissions on the parent folder. You can use the orphaned folder link to go directly to the folder, but you won't be able to access any other folders at this location. RSS Feeds - lists your existing RSS Feeds on external content (blogs, external websites, etc.) and displays a full view of your RSS feeds on internal content, plus a link to the RSS Feeds management interface.
Note: See the KnowledgeTree User Manual for information on working with KnowledgeTree's RSS Feeds functionality.
Storage Utilization - displays information on file system mount, total storage space, used and available storage space.
Note: Not applicable for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise.
Tag Cloud - displays tags defined by all system users. Click on a tag to display a
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permissions-based list of content associated with a selected tag.

Note: See the KnowledgeTree User Manual for information on adding and using tags.
WebDAV Connection Information - instructions for connecting to the WebDAV server. System Folder Utilization - lists system folders used by KnowledgeTree, the path to the folder, the space used by each folder. A 'cleanup' link adjacent to each folder clears the tmp, cache, and log directories, and may be used when the file size of temporary files affect system performance.
Note: Some settings may not be applicable for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Recently Added/Changed Documents - displays a permissions-based list of the five most recently added or modified documents in the system. Pending Documents - displays any documents requiring your attention in a workflow. Notifications - displays a notice to inform you when actions have occurred on folders where you have subscriptions set up, and other system-generated notices. Mail Server Status - displays only until you configure emailing on the KnowledgeTree server.
Note: Some settings may not be applicable for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
My Dropped Documents - displays documents uploaded through KnowledgeTree Drop Box.
Indexing Dashlets moved to Administration in KnowledgeTree 3.6.1

Note: From KnowledgeTree 3.6.1, Indexing related reports, statistics, and actions that were provided through the following dashlets are now accessed in Adm inistration - Search and Indexing: Docum ent Indexer Statistics - this dashlet provided information on the status of document indexing; a diagnostic function to check that the correct version of documents are indexed, to reschedule indexing if necessary, to view the number of documents indexed and the number of documents still in the indexing queue, and to see whether there was any error with the Indexer. From KnowledgeTree 3.6.1, access this information in Adm inistration - Search and Indexing - Docum ent Indexer Statistics. Text Extractor Diagnostics - this dashlet displayed only when it detected an error with the Indexer and the Text Extractors. From KnowledgeTree 3.6.1, access this information in Adm inistration - Search and Indexing - Docum ent Indexer and External Resource Dependency Status. External Resource Dependency Status - this dashlet displayed a report when errors were detected with KnowledgeTree's external resources (Document Indexer and OpenOffice). From KnowledgeTree 3.6.1, access this information in Adm inistration - Search and Indexing Docum ent Indexer and External Resource Dependency Status. Docum ent Indexer Status - this dashlet provided information on the Document Indexing Service. From KnowledgeTree 3.6.1, access this information in Adm inistration - Search and Indexing - Docum ent Indexer and External Resource Dependency Status.
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3.1.1
Customizing Dashboard Welcome Text
This procedure customizes the text in the Dashboard Welcome ... dashlet.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface. By default, KnowledgeTree opens at the Dashboard. 2. Do you want to ... expand, minimize, or hide the dashlet? Click the minimize / maximize icons to display or hide text; click the close icon to temporarily remove the dashlet. customize text? Click Edit this introduction to open the Help editing screen. Make the required changes; then, click Update.
Note: The customized page is added to the Current help assignm ents page, and the new text is updated in the Welcom e ... dashlet on the Dashboard.
revert to the standard Welcome text? Click Use the standard introduction. move the dashlet to another position on the Dashboard? Click on the Dashlet; then, hold the mouse button down while dragging the dashlet to the desired location on the page.
3.2
Browse Documents
This chapter provides information on the administrative tasks that may be performed in Browse Documents:
Note: Most administrative tasks are performed in Administration. For user-level information about working in Browse Documents, see the KnowledgeTree User Manual.
The Folder Actions Menu The Actions on this folder menu displays in the folder view in Browse Documents and contains a permissions-based list of options, including: Upload Document - adds a new document to KnowledgeTree, to the currently selected folder.
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Add a Folder - adds a new folder to KnowledgeTree, within a currently selected folder. Add a Shortcut - adds a shortcut to a folder or document from your current folder location Allocate Roles - adds users or groups to a predefined role for the purpose of giving the permissions of the role to these users and/or groups on a currently selected folder Bulk Download - downloads all content in a currently selected folder, in a zipped folder, to your local computer, and displays the path and size of each document Bulk Upload - uploads a zipped file from your local computer or network into the currently selected folder in the repository Import from Server Location - uploads all content from a defined server location to the currently selected folder in the repository. You may define the following metadata information on this content during the import action: document type (and add values for each field associated with the selected document type), tag clouds, category, media type (e.g. audio, image, text, video), and add values for any generic fields created for your repository ('generic' fields are applicable on all document types, e.g. document author). Permissions - allows you to view or modify permissions on the currently selected folder RSS - generates a link for the currently selected folder. Copy the link into your RSS aggregator to create a feed to the currently selected folder. Rename - allows you to rename a currently selected folder Usage Information - generates reports on content in a currently selected folder: view activity per user on the folder, view general activity reports, or view a summary of documents in the folder, by workflow and by document type.
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The Document Actions Menu The Document Actions menu displays when you have opened a document at its Document Details page in Browse Document, and provides document level functionality for working with content in the KnowledgeTree repository. To ensure that all functionality is enabled, please read and update the plugins from the file system after installing or upgrading KnowledgeTree. For more information on using the Document Actions, please refer to the KnowledgeTree User Manual.
3.2.1
Viewing Folder Contents
This procedure displays the contents of a folder and folder details, and provides access to actions on the folder. Perform the following steps:
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1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, click Browse Documents to enter the folder structure. 2. The default view in Browse Documents displays the content of the root folder (those folders and documents for which you have at least the 'read' permission). To view the content of another folder, navigate to the folder through the folder structure, or search for the folder. The following information is displayed for each item in the currently selected folder: Title Date created Date last modified Name of the user who added the folder or document to the system Workflow state, if applicable You can select one or more check boxes adjacent to documents and folders; then, Delete, Move, Copy, Archive, Download All, and Checkout Allowable actions on the selected folder display in the Folder Actions menu Document actions available on icons in the folder view: Download Document, Property Preview
Note: The KnowledgeTreeLive version of KnowledgeTree Commercial on-premise edition also includes Zoho integration on supported document types, which allows you to view and edit Microsoft Office documents online and on the fly within the Zoho Writer interface - the selected document is checked out of KnowledgeTree for editing and your changes are saved back to KnowledgeTree when you're done.
View folders in Browse Documents
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3.2.2
Viewing Folder Transactions
This procedure displays the transactions that have occurred on a currently selected folder. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Browse Documents. 2. Locate the folder for which you want to view folder transactions - navigate to the folder through the folder structure in Browse Documents, or search for the folder. 3. In the About this folder menu, click Folder transactions. 4. Transactions that have occurred on the folder are displayed on the page, with the following details: the username of the person who performed the action the type of action the transaction date the reason (comment) provided for the action
3.2.3
Administrator Mode
Administrator mode is a system state that allows KnowledgeTree administrative users to override the permissions system, in an audited fashion, in order to access all documents in the system, and to perform actions that are typically not allowed when administrator mode is disabled, such as deleting a Unit folder. With administrator mode enabled, Unit Administrators are allowed access to all documents in their Unit, but not on all documents throughout the system, i.e. outside of the Unit where they have administrative privileges. Administrator mode provides an audited method of fixing errors on documents or in folders where even administrative users are usually denied access, such as content containing classified information. Note: Even with Administrator mode enabled, system administrators are not allowed to delete im m utable documents using the Delete button in Browse Docum ents. Immutable documents can only be deleted using the Delete action on their Docum ent Detail page. This ensures that immutable documents are only deleted one at a time, and avoids the mistaken deletion of an immutable document in a mass action delete.
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3.2.4
Enabling and Disabling Administrator Mode
This procedure enables and disables administrator mode in KnowledgeTree's web interface.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Browse Documents. 2. Scroll down on the page to locate the Administrator mode menu; then, click the maximize icon to expand the Administrator mode menu. 3. Do you want to ... enable administrator mode? Click Enable Admin Mode. disable administrator mode? Click Disable Admin Mode.
3.2.5
Viewing / Editing Folder Permissions
This procedure displays and edits permissions on a folder.

Note: KnowledgeTree uses document permissions, whereas file permissions are an operating system construct. File permissions define which files the operating system users are allowed to access on the file-system. File permissions do not map to document permissions within KnowledgeTree - there is no relation between these two concepts. Find out more about KnowledgeTree's permissions system. Note: Typically, only an administrator edits folder permissions, although users may also be granted the permission to do so.
Perform the following steps: 1. Log in to KnowledgeTree's web interface; then, search or browse to the folder where
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Setting Up and Managing KnowledgeTree you want to view or edit permissions. 2. Click Permissions in the Actions on this folder menu to open the View Permissions for [folder name] page, where you can view the current permissions set up on the folder. The default view is to view permissions by role and by group.
3. Do you want to ... view the permissions of individual system users on this folder? Click View resolved permissions for user. Review the list of users onscreen. Note whether the user is part of a role or a group. To change the permissions on this folder for a particular user, you will need to change the permissions of the user's group or role. override inherited permissions? Click Override permissions. What are Inherited Permissions?Permissions set up on a folder automatically pass down to its sub-folders, or child folders. Sub-folders thus 'inherit' their permissions from the higher level folder, or parent. To assign custom permissions to the child folder, 'inherited permissions' can be overridden, or reinstated as required.
reinstate the permissions of the parent folder? Click Inherit permissions. Click OK. edit permissions on the folder (existing permissions display in the table)? Click Edit permissions to open the permissions editing screen. Add / remove roles and/or groups from the Assigned Entities field to define the groups and roles for whom you are configuring permissions on this folder. Select or deselect check boxes in the table for each permission (relevant to the role or group) to define permissions on the folder. Click Update Permission Assignments. add or remove dynamic permissions on this folder? Select a group and condition in the Add a new dynamic permission section; then, select the relevant permissions check boxes; to remove a dynamic permission, click the delete icon in the Remove column for the relevant group in the Dynamic permissions table.
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3.2.6
Assigning / Editing Roles
This procedure assigns and edits the roles that have permissions on a selected folder. Prerequisite: Add the relevant roles
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, locate the folder where you want to allocate roles - search for the folder or navigate to the folder through Browse Documents. 2. In the Actions on this folder menu, click Allocate Roles to open the Allocate Roles for [folder name] page.
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3. Do you want to... remove the parent allocation on a role? Click Override Parent Allocation for the relevant role.
Note: This action creates a new, editable, role allocation - i.e. the Edit icon displays in the Edit Users column, and in the Edit Groups column.
reinstate the parent allocation on a role? Click the icon in the Use Parent column for the relevant role. Click OK on the system verification message. add or remove users for this role? Click the Edit icon in the Edit Users column for the relevant role to open the Allocate User to Role page; then, populate the Member users field with one or more users from the Available Users field; remove users from the role by moving their user name to the Available Users field. Click save changes when you're done.
Note: To find relevant users fast, enter criteria in the Filter fields (i.e. type a letter, or a word, or the first part of a word) to display names matching the criteria at the top of the display field. Note: To select several names at once, hold down the keyboard Ctrl key while selecting names; then, to populate the other field, you can either double click on your selection or use the arrows to move the names.
add or remove groups for this role? Click the Edit icon in the Edit Groups column for the role to open the Allocate Groups to Role page; then, populate the Member groups field with one or more users from the Available Groups field; remove groups from the role by moving the group name to the Available Groups field from the Member groups field. Click save changes when you're done.
Note: To find relevant groups fast, enter criteria in the Filter fields (i.e. type a letter, or a word, or the first part of a word) to display the names matching the specified criteria at the top of the display field.
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Note: To select several names at once, hold down the keyboard Ctrl key while selecting names; then, to populate the other field, you can either double click on your selection or use the arrows to move the names.
See Also: Users, Groups, Roles, and Units
3.2.7
Importing Content from a Server Location
This procedure performs a bulk upload of all content at a specified server location.
Note: Only administrative users have access to this functionality in the DMS. Note: Check the community Wiki (specifically, Best Practice for Bulk Uploads) for the latest tips on uploading a large number of files.
Perform the following steps: 1. Use your KnowledgeTree administrator credentials to log in to the web interface; then, open Browse Documents. 2. Navigate to the destination folder for imported content; then, click Import from Server Location in the Actions on this folder menu to open the Import files into [folder] page. 3. Specify the path to the source server for the content you're importing. 4. Select a document type; then, click Add. 5. Complete the metadata fields that display for the selected document type - e.g. author, category, keywords etc.
Note: The administrator defines custom fieldsets and fields for document types.
6. Add tags in the Tag Words field. 7. Click Import.

Note: Having uploaded the document, the system opens the new document's Document Detail page.
3.2.8
Bulk Exporting Folder Content
This procedure downloads the entire content of a folder in a zipped file. The zipped file is saved to the user's computer and may be opened locally for viewing.
Note: The bulk export functionality is only available to an administrative user. See configuration options for Bulk Exports in Administration - System Configuration - General Settings.
Pre-requisite: You need to have enabled the Bulk Export plugin for your KnowledgeTree installation. You need to have permissions for this action on the folder.
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Setting Up and Managing KnowledgeTree Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, locate the folder where you want to export bulk content - search for the folder or navigate to the folder through the folder structure in Browse Documents. 2. In the Actions on this folder menu, click Bulk Export.
Note: This menu item does not display if you do not have permissions for this action on the folder.
3. Choose whether to open the zipped file or save it to your local computer; then, click OK .
3.2.9
Bulk Uploads
KnowledgeTree allows uploads of multiple documents in a zipped folder.

Note: Check the community Wiki (specifically, Best Practice for Bulk Uploads) for the latest tips on uploading a large number of files.
Supported compression formats KnowledgeTree supports the following compression and archive formats: Zip (.zip) Unix archiver (.ar) GZip or GNU Zip (.gz) Tape Archive (.tar) Tape archive and gzip - used together (.tar.gz and .tgz) .deb (generally used for Debian packages)
Note: Although Bzip2 (.bz2) is supported, this requires a php library that isn't currently in the stack, but may be in included in future releases.
Supported extensions tgz tar gz zip deb ar tar.gz
3.2.10 Bulk Uploading Zipped Files

This procedure uploads multiple documents in a zipped archive folder. Prequisites: You need to have Unzip installed on the KnowledgeTree server - Windows: http://www.
info-zip.org/; Unix / Linux: unzip
The zipped file must be of a supported compression format and supported extension
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Perform the following steps: 1. Log in to KnowledgeTree's web interface; then, locate the destination folder where you want to upload bulk content - search for the folder or navigate to the folder through the folder structure in Browse Documents. 2. In the Actions on this folder menu, click Bulk upload.
Note: This menu item does not display if you do not have permissions for this action on the folder.
3. Specify the path to the file in the Archive file field; or, click Browse to navigate to the archive file. 4. Select a document type; then, click Add. 5. Metadata fields relevant to the document type display on the page; complete these fields; then, click Upload.
3.3
Administration
This chapter provides information on the tasks performed through KnowledgeTree's web interface administration module - Administration. Miscellaneous Users and Groups Security Management Document Storage Document Metadata and Workflow Configuration Search and Indexing System Configuration License Administration - KnowledgeTree Commercial Editions only Reporting
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3.3.1
Miscellaneous
This chapter provides information on tasks performed through Administration Miscellaneous: Edit Quicklinks - add and edit dashboard Quicklinks
Note: Quicklinks are only available for KnowledgeTree Commercial. A Community version is available at the KnowledgeTree Forge.
Edit Disclaimers - add, edit, and delete custom disclaimer text, on the Login page, and as Footers in KnowledgeTree's web interface. Extended Transaction Information - View extended transaction reports on user
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activity in KnowledgeTree - by user, by date, and by transaction type

Note: Transaction Reports are only available in KnowledgeTree Commercial Editions.
Edit Help Files - add and edit custom system help files Manage Plugins - read plugins from the file-system, and enable or disable plugin functionality for your KnowledgeTree installation. Manage Task Scheduler - configure the frequency and next run time of various indexing and house-keeping background tasks, including: the Document Processor, Index Optimization, Periodic Document Expunge, Database Maintenance, OpenOffice Test, Cleaning up of the Temporary Directory, Disk and Folder Usage Statistics, Refresh Index Statistics, Refresh Resource Dependencies, Bulk Download Queue, and Document Alerts.
Note: This option is not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Support and System Information - access support, and download system information in a zip archive (for diagnostic purposes)
Manage Views - configure the columns to display in Browse Documents and in Search results
DMS Administration - Miscellaneous
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Setting Up and Managing KnowledgeTree 3.3.1.1 Adding/Editing/Deleting Quicklinks
This procedure adds, edits, and deletes the Quicklinks that display on the KnowledgeTree web interface dashboard. What are Quicklinks? Dashboard Quicklinks provide direct access to any document in the repository - this is useful if the document is frequently viewed (a telephone list, for example), or if you want to draw attention to a specific document, such as important procedures and policies. The user clicks a link on the Dashboard to go directly to the location of the document in the repository.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, click Administration - Miscellaneous - Edit Quicklinks to open the Manage Quicklinks page. 2. Do you want to ... add a new quicklink? Click Create a new quicklink to open the New Quicklink page. Browse the folder structure to the target document; then, select the radio button adjacent to the document. Click Link to create the link to this document. The system re-opens Manage Quicklinks, where you can view the link you added. Quicklinks display on the Dashboard. remove an existing quicklink? View the list of existing quicklinks at the bottom of this page; then, click the Delete icon for the relevant link. change the way existing links are currently arranged on the dashboard? Click Re-order quicklinks to open the Re-order Quicklinks page. View the displayed list of existing links; then, use the Up and Down arrow keys to change the order of links. Click Re- order to save your changes.
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3.3.1.2
Adding/Editing Disclaimers
This procedure adds, edits, and removes custom disclaimer notices on the web interface of your KnowledgeTree installation. Customized disclaimer notices may be added to the Login page, and as footer text in the web interface. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then go to Administration - Miscellaneous. 2. Click Edit Disclaimers to open the Disclaimers page. To add new disclaimer text or edit existing text, click Edit in the Actions column for the relevant disclaimer type (Login page or Footer). On the editing screen, make the required changes; then, click Update.
To remove existing disclaimer text, click Clear in the Actions column for the relevant disclaimer. The custom disclaimer text is removed.
Figure: New Footer Disclaimer
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Figure: Edit Login Page Disclaimer
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Figure: Custom Disclaimer added to the Login page
3.3.1.3
Generating Transaction Reports
This procedure generates reports on activity in KnowledgeTree web interface - by user, and by date and type of transaction. Commercial Editions Only
Note: This feature is available only in KnowledgeTree Commercial Editions.
Perform the following steps: 1. Use your administrative credentials to log in to KnowledgeTree's web interface; then, go to Administration - Miscellaneous - Extended Transaction Reporting to open the Extended Transaction Reporting page. 2. Do you want to generate a transaction report ... by user? Click User Activity Information to open the Select User page. Type the user's name or part of the name in the Username field; then, click search for users to display search results. Click the View Transactions link for the relevant user to further define the following criteria for this user on the User Information page: Date
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Setting Up and Managing KnowledgeTree Range, Transaction Type, Show Items (maximum number of items to display). When you're done, click show transactions. by date and transaction type? Click Global Activity Information to open the Global Activity page. Define the following criteria on this page: Date Range, Transaction Type; Show Items (maximum number of transactions). When you're done, click show transactions.
3.3.1.4
Adding/Editing Custom Help Files
This procedure displays, edits, and deletes existing customized onscreen Help files and adds new custom Help files.
Note: KnowledgeTree provides several inbuilt, customizable Help files. Customizing a Help file creates a new file that replace the default file. Deleting a custom Help file restores the default Help file. Nonadministrative users have view-only access to the Help file.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Miscellaneous - Edit Help Files to open the Current help assignments page. 2. Do you want to ... customize an existing onscreen Help file? Locate the relevant existing Help file in the web interface; then, click the help icon on the toolbar to display the file. Click Edit this help page. Make the required changes in the file; then, click Update. The
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default file is removed from the interface and your custom Help file displays. Custom files are managed in Administration - Miscellaneous - Edit Help Files. view existing customized Help files? View the displayed list of files in the Existing customized help pages section on this page. edit a help file? Click on the help file name in the Name column in the table. Make the required changes; then, click Update. delete a help file? Click Delete in the Action column for the relevant help file.
Note: Deleting a customized Help file restores the default Help file.
Customizing System Help Pages
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Setting Up and Managing KnowledgeTree 3.3.1.5 Managing Plugins
This procedure reads any new plugins added to the KnowledgeTree plugin directory, updates
the plugins list on the web interface Plugins management interface, and enables and disables plugin functionality in your KnowledgeTree installation.
Note: Some plugins are not available in KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
What are Plugins? Plugins are third party programs that provide extended functionality to KnowledgeTree. When to read plugins from the file system The plugins list must be read from the file system after installing or upgrading KnowledgeTree - rereading the plugins list ensures that any new functionality is available to system users. See Also: Community contributed Plugins The Plugins Index - a description of each of the plugins currently used in KnowledgeTree
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then go to Administration - Miscellaneous - Manage Plugins to open the Plugins page. 2. What do you want to do? Read plugins from the file system. Click Reread plugins. New plugins are added to the list. Click Update. Enable plugins. Select the check box adjacent to each plugin you're enabling. Click Update. Disable plugins. Deselect the check boxes for any plugins you're disabling. Click Update. Disabled plugins remain on the list and may be enabled at any time, provided the plugin is not removed from the plugin directory.
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Setting Up and Managing KnowledgeTree 3.3.1.6 The KnowledgeTree Task Scheduler
The KnowledgeTree Task Scheduler runs and manages background tasks and batch jobs for the following functionality:
Document Processor - schedule how often indexing occurs in a recurring cycle.

Note: The Document Processor replaces the old Indexing engine (pre-3.6.x). Unless otherwise specified, only new documents are indexed at this frequency, according to a number of documents you have defined per indexing session. Typically, only new documents are indexed, unless indexing is set to re-index the entire repository. A high frequency is recommended as KnowledgeTree's Search relies on efficient indexing.
Index Optimization - optimizes the Indexer; creates a single file out of the multiple temporary files (fragmented data related to the Index) that are created and updated as content is added the Indexes.
Note: Perform Index optimization regularly - typically once a day, or weekly, depending on how frequently the index is updated.
Periodic Document Expunge - permanently removes all deleted documents. Database Maintenance - a MySQL-specific database maintenance script that optimizes each table in the database. OpenOffice test - checks that the OpenOffice service is running and restarts the service if it has stopped. Configure the OpenOffice.org Service in Administration - System Administration - Search and Indexing. Cleanup Temporary Directory - this is a script that cleans up the multiple, temporary output files that OpenOffice creates when extracting text from various documents. This task is particularly important when KnowledgeTree is installed as the root user, and OpenOffice is running as the root user. In this case, the Apache user does not have permissions to allow the indexing scripts, which run under the Apache user, to clean up these temporary files. Disk Usage and Folder Utilization Statistics - you may view and edit settings for this component in Administration - System Administration - General Settings. Refresh Index Statistics Refresh resource dependencies Bulk Download Queue - runs bulk downloads in the background; configure settings in Administration - System Configuration - General Settings. Document Alerts
Note: These tasks are run by KnowledgeTree's Scheduler service on Windows and on Linux.
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Figure: Managing the Task Scheduler - Use the bottom scroll bar view the Task Scheduler options (see screenshot below)
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Figure: Managing the Task Scheduler - displaying available actions: change task frequency, run on next iteration, and disable/enable tasks
3.3.1.6.1 Scheduled Indexing The Indexing script should be scheduled to run approximately every 5 minutes.
Note: This option is not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki. These settings are configured to run every 5 minutes by default in KnowledgeTreeLive.
When increasing or decreasing the indexing frequency you need to increase of decrease the number of documents that will be indexed in a batch relevant to how the indexing frequency is reduced or increased. For example, when allowing the Indexer to run every 5 minutes, more documents may be processed in a batch compared to when the Indexer runs every one minute. The number of documents to be indexed is configured through Administration System Administration - Search and Indexing - Document Indexer - Batch Documents. The default is 20 documents.
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3.3.1.6.2 Optimizing Indexing for Search Search optimization is performed through a scheduled task. For best performance, the Indexer should be regularly optimized - typically once a day around midnight, or weekly, depending on the frequency of updates to the index.
Note: This option is not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki. Note: Complex search expressions may cause performance issues, typically when the expression evaluator has to determine which sub-expressions should run on the database and which sub-expressions should run on the Document Indexer. In this case, the expression evaluator search engine attempts to evaluate all the sub-expressions that are possible on each system without breaking the meaning of the expression. Ideally each system should be queried as little as possible per query.
To improve performance ... group database fields closer to one another group the full text fields closer to one another minimize complex expressions Example: The following expression ... (DocumentText contains "hello World") and (Filesize <= "100") and (DiscussionText contains "world") and (title contains "hello") ... is best rephrased as: (DocumentText contains "hello World" and DiscussionText contains "world") and (Title contains "hello" and Filesize <= "100")
3.3.1.6.3 Managing Scheduled Tasks This procedure defines and changes the frequency at which the scheduler runs background tasks, and enables or disables non-compulsory tasks.
Perform the following steps: 1. Use your administrator credentials to log into KnowledgeTree's web interface; then, go to Administration - Miscellaneous. 2. Click Manage Task Scheduler. 3. View the list of tasks on the page; then, locate the task you want to configure. 4. Do you want to ... disable a task? Click the Disable task link for the relevant task. The Scheduler will no longer run this task.
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Setting Up and Managing KnowledgeTree enable a task? Click the Enable task link for the relevant task; then, define the frequency at which this task must be run. To do this, click on the value in the task's Frequency column; then, select a value (e.g. monthly, weekly, every minute, etc.). Click Save. The Scheduler will run this task according the frequency you set. alter the frequency at which the Scheduler is set to run a task? Click on the value in the task's Frequency column; then, select a value (e.g. monthly, weekly, every minute, etc.). Click Save. The Scheduler will run this task according the frequency you set. run a task the next time the Scheduler runs? Click Run on next iteration.
3.3.1.7
Viewing Support and System Information
This procedure displays support and system information that allows you to troubleshoot your system, and provides a link to the KnowledgeTree Issue Tracker where you can report bugs, view known issues, and find out whether a fix has been found for the issue you are experiencing.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Miscellaneous - Support and System information. 2. Here you can ... follow the link to the KnowledgeTree Issue Tracker - report bugs, view known issues, or find out whether a fix has already been found for your issue. download php information - click this link to run a php_info command. The output of this command displays in a scrollable window on the page. You may need to send this information to KnowledgeTree support staff for further assistance with an issue. The zipped file contains: PHP information; log files for KnowledgeTree, Apache, and Mysql; system settings; version files; database schema (database structure only); database counters report; database storage engine report; system information (disk usage, process list, if easily detectable); MD5 Checksum of files (used to ensure files have not been tampered with)
Note: If you are concerned that distributing the php information represents a security risk for your organization, we recommend that you sanitize the output before copying and sending it. Alternatively, please enquire about sending the information directly to the developer dealing with your issue.
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Support and System Information
3.3.1.8
Managing Views
This procedure displays and edits the columns that display in Browse Documents and in Search results. Perform the following steps: 1. Use your administrator details to log in to KnowledgeTree's web interface; then, open Administration - Miscellaneous - Manage Views. 2. On the Select View page, choose the view to configure - options are Browse Documents and Search. 3. On the Edit View page, note the existing column configuration for the view selected. 4. Do you want to ... change the order in which columns display? Move the arrows in the Position column up or down as required. remove a column from the currently configured view? Click the Delete icon adjacent to the relevant column. add a column to the currently configured view? Select a column in the Columns pick list; then, click Add Column to View.
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Change the way columns display in Browse Documents
3.3.2
Users and Groups
This chapter provides information on tasks performed through Administration - Users and Groups: Authentication - configure authentication sources and authentication providers for your system, if required. Manage groups - search for groups (locate a specific group or view all groups in the system), delete groups, edit groups (change the name of the group, allocate Unit Administrator rights and/or System Administrator rights to the group, assign the group to a Unit, add or remove users in a group, add or remove subgroups in a group Manage units - add new Unit folders to a selected folder location, edit the Unit name, delete a Unit, use the Unit folder location link to open the Unit at its folder location Manage users - add new users (manually, or from an external authentication source),
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view one or all system users, enable or disable users, delete users, edit user details (change the user's personal details, including username and password), add users to groups and remove users from groups.
Working with Users, Groups, and Units
3.3.2.1
Authentication
KnowledgeTree provides the following authentication methods:

Note: Choose your preferred authentication method when adding users to KnowledgeTree. If you need to switch the authentication method at a later stage, you will need to delete the old user profiles and add the users again.
Database authentication - this is KnowledgeTree's inbuilt, default authentication method. User's authenticate on login, and KnowledgeTree verifies the user's login credentials and permissions against its internal database - users are allowed or denied access to documents and folders, and to document and folder actions, based on permissions assigned to their user profile. External authentication - uses the credentials of your organization's central authentication infrastructure, such Active Directory or LDAP, to control access to KnowledgeTree.
Note on concurrent sessions: When adding users, the KnowledgeTree system administrator defines the number of concurrent active sessions the user may have - set a minimum number to prevent multiple users from logging in via the same authenticated user profile, simultaneously, and/or from different computers. The default is three. For more on this topic, see Adding New Users.
See Also: Adding, Editing, and Deleting Authentication Sources Editing Authentication Providers
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Add Authentication Source
3.3.2.1.1 Adding/Editing/Deleting Authentication Sources This procedure edits and deletes existing authentication sources and adds new authentication sources.
Note: Some settings may not be available for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Perform the following steps: 1. Use your administrator login credentials to log in to KnowledgeTree's web interface; then go to Administration - Users and Groups - Authentication to open the Authentication Sources page. 2. Do you want to ... add an authentication source? Go to step 3. edit an authentication source? Click the Edit icon for the relevant authentication source to open the editing screen. Make the required changes. The following information is editable: name, and/or authentication provider. When you're done, click Save. delete an authentication source? Click the Delete icon for the relevant authentication source. 3. Click Add a new authentication source to open the Add an authentication source page; then ... 3.1.Type a name for the new authentication source in the Name field. 3.2.Select the type of authentication source from the Authentication Provider pick list.
Note: The pick list contains the default options - LDAP Authentication, and Activ e Directory Authentication. You can add additional authentication sources - check the KnowledgeTree community forums at www.knowledgetree.com for developer information.
3.3.Click Add a new source to open the configuration screen. Complete the following
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fields on the page. Server name Server port Use Transaction Layer Security? Base DN Search User Search Password Search Attributes Object Classes
Note: See the onscreen description below each field for the type of information required in the field.
4. Click Save. The configuration is updated and a summary is provided for review. 5. Do you want to change the ... standard configuration details? Click Edit standard configuration to open the Edit an authentication source page. Make the required changes; then, click Save. provider configuration details? Click Edit provider configuration. Make the required changes; then, click Save.
3.3.2.1.2 Editing Authenication Providers This procedure edits an existing authentication provider.
Note: Some settings may not be available for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Perform the following steps: 1. Use your administrator login credentials to log in to KnowledgeTree's web interface; then, go to Administration - Users and Groups - Authentication to open the Authentication Sources page. 2. Locate the authentication source on the page; then, click the Edit icon in the Edit Provider Information column to open the editing screen for the relevant authentication provider. 3. Make the required changes - the following information is editable: server name server port whether to use Transaction Layer Security base DN - where the start searches user account for searches password for searches search attributes object classes to search for users 4. Click Save.
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Setting Up and Managing KnowledgeTree 3.3.2.2 Manage Groups
Users must be added to groups (or roles) in order to view files and folders in KnowledgeTree. This is because permissions are assigned to groups (and to roles) and not to individual users.
Figure: Manage Groups - main page
Figure: Manage Groups - view all groups
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Figure: Manage Groups - add new group
3.3.2.2.1 Adding New Groups This procedure adds a new group in KnowledgeTree.
Note: You can use this section to import Active Directory groups. The imported group may be edited to manually synchronize the Active Directory user/group membership.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Manage Groups to open Group Administration. 2. Click Add a new group to open the Add a new Group page. 3. Are you adding the new group ... from an external authentication source that has already been configured for KnowledgeTree? Select the authentication source; then, click Add from source. Enter the group's name in the text field; then, click search for groups to display a list of available groups. Select the groups to add; then, click Add. Go to step 4. from an external authentication source that has not yet been configured for KnowledgeTree? Add the new authentication source to enable the authentication provider's plugin; then, return to this procedure to add the user from the preconfigured external authentication source. manually, within KnowledgeTree? Go to step 4. 4. Define a name for the group in the Group Name field. 5. Do you want to assign ... system administrative privileges to all members of this group? Select the System Administrators check box.
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Setting Up and Managing KnowledgeTree unit administrator privileges to all members of this group? Select the Unit Administrators check box. neither of the above? Leave the Unit Administrators check box and the System Administrator check box de-selected; then, go to step 7. 6. Click create group.
Note: A system message informs you that the new group has been created.
3.3.2.2.2 Viewing / Editing / Deleting Groups This procedure displays existing groups, and edits and deletes groups, including adding users and sub-groups to groups, and removing users and sub-groups from groups. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Users and Groups - Manage Groups to display the Group Administration page. 2. Display existing groups - one or more: To display all groups in the system, click view all groups. All groups are listed in the table on the page.
Note: To configure KnowledgeTree to automatically display all users and/or groups on page load, edit the User Interface settings in System Configuration.
To display a specific group, enter all or part of the group name in the Group Name field; then, click search for groups.
Note: The following information is provided for each group: group name, unit name (if the group has been added to a Unit); sub groups (if any); and links to the following functionality - edit the group, manage users, manage sub-groups.
View all Groups
3. Do you want to ... edit a group? Click the Edit icon for the relevant group to open the Edit Group Details
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page, where the following information is editable: the name of the group, whether group members have unit administration privileges, whether group members have system administration privileges, and to add or remove the group from a Unit. Make the required changes; then, when you're done, click save changes to group. delete a group? Click the Delete icon for the relevant group. add users to a group? Click Manage Users for the relevant group; then, on the Manage Users in [group name] page, populate the Available Users field; then, select one or more users to add to the Assigned Users field. Click save changes. remove users from a group? Click Manage Users for the relevant group; then, on the Manage Users in [group name] page. In the Assigned Users field, select the relevant users; then, click the adjacent left-pointing arrow to move these users to the Available Users field. Click save changes. add new sub-groups to a group? Click Manage sub-groups for the relevant group. On the Manage Sub-Groups ... page; then, select groups from the Available Groups field and add these groups to Assigned Groups. Click save changes. remove sub-groups from a group? Click Manage sub-groups for the relevant group to open the Manage Sub-Groups ... page; then, select move the relevant groups from Assigned Groups to Available Groups. Click save changes.
3.3.2.3
Control Units
Units are a method of organizing the content in your KnowledgeTree document management system into two or more separate entities to allow different system administrators to manage these different Units as individual units. Each Unit may be assigned its own administrative user, who then has administrator privileges only within the Unit, while the system remains centrally administered by the system administrator. The Units may model your business scenario - departmental or geographic divisions for instance. Adding a Unit adds a folder to the root folder. See Also: Units, Groups, Roles, and Unit Adding, editing, and deleting units Assigning unit administrators
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Figure: Control Units - adding a new unit
3.3.2.3.1 Adding/Editing/Deleting Units This procedure displays, edits and deletes existing Units, adds new Units, and opens a Unit at its folder location in KnowledgeTree. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Users and Groups - Control Units to open the Unit Administration page. 2. Do you want to ... view existing units? All units added to the system display on the page. add a new unit? Click Add a new unit. On the Add a new unit page, define a unit name. Click Next. Browse to select a folder location for the new unit; then, click create unit. edit a unit? Click the Edit icon for the relevant unit to open the Edit Unit Details page. Define a new short name for the unit in the Unit Name field; then, click save changes to unit. delete a unit? Click the Delete icon for the relevant unit. open a unit at its' folder location? Click the link in the Folder column for the relevant unit. See Also: Assigning a Unit administrator
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3.3.2.3.2 Assigning Unit Administrators This procedure assigns the members of a group as Unit administrators.
Note: Folder permissions are assigned by Role and by Group, but not to individual users (any user added to KnowledgeTree must be added to a group or to a role to obtain any level of access to content in KnowledgeTree). Unit administrator privileges are only given to Groups, and not to Roles.
Pre-requisites: Any users that you wish to assign as Unit Admins on a Unit must have been added to KnowledgeTree, and they must have been added to the group where you are allocating Unit Admin privileges. How do I add users? How do I add users to groups? The group must have been added to KnowledgeTree. How do I add groups? The Unit on which you are assigning Unit Admin privileges must have been added to KnowledgeTree. How do I add Units? The group where you are assigning Unit Admin privileges must have been added to the Unit, and when adding the group to the Unit, you must have defined that the Group has Unit Admin rights on the Unit. How do I add a Group to a Unit?
Perform the following steps: 1. Use your system administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Users and Groups - Manage Groups. 2. Search for a group, or view all groups to locate the group you're editing.
Search for Groups
3. Click the Edit icon for the relevant group. 4. On the group editing screen, select the Unit Administrator check box to assign members of the group as administrators in its Unit.
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Assign a Group as Unit Administrator
5. Click save changes to group.
3.3.2.4
Manage Users
New users may be added to KnowledgeTree manually or via an external authentication method. Users must be added to groups or to roles in order to view and work with files and folders in the system - this is because permissions are assigned to groups and roles and not to individual users.
Figure: Manage Users - view existing users
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See Also: Users, Groups, Roles, and Units Adding users Viewing, editing, deleting users 3.3.2.4.1 Adding New Users This procedure adds new users to KnowledgeTree. How to add new users manually Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Users and Groups - Manage Users to open the User Management page. 2. Click Add a new user to open the Add a user page. 3. Add the user's details: log in username, full name, email address, whether this user may receive notifications, password, mobile phone number, maximum number of times this user may log in after automatic session timeouts.
Note: KnowledgeTree does not allow you to manually add duplicate users. Duplicate users may be added when bulk importing users via an external authentication source, and in this case any duplicate usernames are appended with the word 'duplicate'.
4. Click create user. 5. The user is added to the system. To complete this task, ensure that the user is added to a group and enabled.
Add New User Page
How to add new users from an external authentication source Pre-requisites: Add the authentication source When using an external authentication provider, such as LDAP, ensure that the
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Setting Up and Managing KnowledgeTree provider's plugin is registered and enabled. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Users and Groups - Manage Users. 2. On the User Management page, click Add a new user to open the Add a user page.
Note: KnowledgeTree does not allow you to manually add duplicate users. Duplicate users may be added when bulk importing users via an external authentication source, and in this case any duplicate usernames are appended with the word 'duplicate'.
3. Select the authentication source from the pick list in the Add a user from an authentication source section.
Note: It is not possible to convert users from one authentication source to another after adding the users. You must have added the authentication source and ensure that the provider's plugin is registered and enabled to allow it to show up in the pick list.
4. Click Add from source to open the Search for user page for the authentication source you selected; then, do one of the following: type all or part of the user's name in the User's name field; then, click search for users. Exit this procedure. select Mass import to add all users from the specified authentication source; then, click search for users. Exit this procedure.
Note: The details of individual users included in a mass import cannot be verified. Any duplicate users are added to KnowledgeTree with 'duplicate' appended to their usernames.
3.3.2.4.2 Viewing / Editing / Deleting Users This procedure displays, enables, disables, deletes, and edits existing users.
Note: Deleting a user permanently disables the user in the database - their details are retained to prevent the corruption of data.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Users and Groups - Manage Users to open the User Management page. 2. To view existing users (one or more): If you are looking for the details of a specific user, enter their username, or part of the username, in the Username field; then, click Search for Users to display the user's details. To display a list of all system users, click view all users.
Note: To configure KnowledgeTree to automatically display all users and/or groups on page load, edit the User Interface settings in System Configuration.
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View all Users
3. Do you want to ... disable users? Select the Disable check box for the relevant user/s; then, click Apply Changes.
Note: New users are enabled by default. Users are disabled to prevent them from accessing the system.
enable users? Select the Enable check box for the relevant user/s; then, click Apply Changes.
Note: New users are enabled by default. You will only need to enable a user that has been disabled.
edit a user? Click the Edit icon for the relevant user to open the Edit User Details page; then, go to step 4. delete a user? Select the check box adjacent to the relevant user's name; then, click Delete. 4. Select an option: 4.1.Change a user's password? Click Change [user name] password; then, to ... force a password change the next time this user logs in, click change password in the Force user to change password section. change the password, define a new password in the Password field; then, reenter the password in the Confirm Password field. When you're done, click change password in the Change User's Password section. 4.2.Edit the basic user profile? Make the required changes on the page. When you're done, click save changes. The following information is editable:
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Setting Up and Managing KnowledgeTree username - login name name - the user's full name email address - to receive notifications email notifications - defines whether notifications are emailed to the user mobile number maximum sessions - the maximum number of times this user will be allowed to log in if they have not logged out of a previous session 4.3.Change the user's group membership? Click the Manage Groups link for the relevant user to open the Change [username] Groups page. Then, to ... add the user to a group, populate the Available Groups field (filter or show all); then select groups for this user. Click the right-pointing arrow to populate the Assigned Groups field. Click save changes. remove the user from a group, select the relevant group in the Assigned Groups field; then, click the left-pointing arrow to remove the group from the Assigned Groups field. Click save changes.
3.3.3
Security Management
Configure the following components in Administration - Security Management: Dynamic conditions Custom permissions Roles
Security Management
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3.3.3.1
Dynamic Conditions
A dynamic condition is a system rule that allows or disallows a specific action on documents and folders that match a set of predefined criteria - i.e. documents added after a certain date, or
that were added by a specific user.

Dynamic conditions are similar to KnowledgeTree's Saved Search function - a dynamic condition comprises a criteria set, and is run like a saved search, where the system returns a documentation set that matches the criteria. The difference between saved searches and dynamic conditions is that a dynamic condition is used to apply permissions selectively on the content defined by the dynamic condition.
Why is the condition 'dynamic'? Dynamic conditions are based on editable criteria, on content (documents and folders) that change. When running a dynamic condition, KnowledgeTree returns content that matches the criteria at the time you run the condition. Returned results include recently added content, and excludes content that no longer exists or that no longer matches the criteria. Dynamic conditions are implemented on a selection of documents in the repository, and these documents are mapped to the dynamic condition through the criteria currently configured for the condition.
How are Dynamic Conditions Configured and Applied? Dynamic conditions are configured globally through KnowledgeTree's web interface - in Administration - Security Management - Dynamic Conditions. Dynamic conditions are assigned, and unassigned on folders, when setting up permissions on the folder. Dynamic conditions are also assigned in the Workflow configuration task, where they are applied as a Guard permission - e.g. any user who wants to transition the workflow to a new state must be assigned a guard permission to do so. Dynamic condition criteria includes the following parameters: document metadata - name, type, author, publish date, etc. the content within the document transactional information for a document - check outs / check-ins / moves / copy actions / etc
See Also: Editing Workflows Viewing / Editing Folder Permissions Add New Dynamic Condition View / Edit Existing Dynamic Condition Run Dynamic Conditions Assign / Remove Dynamic Conditions
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Setting Up and Managing KnowledgeTree 3.3.3.1.1 Configuring Dynamic Conditions This procedure displays, edits, and deletes existing dynamic conditions, and adds new Dynamic Conditions.
Configure Dynamic Conditions
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Security Management - Dynamic Conditions to open the Dynamic Conditions page. 2. Do you want to... view existing dynamic conditions? All predefined dynamic conditions are displayed at the bottom of this page. edit a dynamic condition? Click the Edit icon for the relevant condition to open the Edit an existing condition page. Make the required changes - the following information is editable: name, edit/add/remove criteria and criteria groups. When you're done, click Update Dynamic Condition. delete a dynamic condition? Click the Delete icon for the relevant condition. Confirm the removal of the dynamic condition.
Note: Deleting a dynamic condition may change the permissions structure and cause the incorrect removal of permissions in the system.
add new dynamic conditions? Go to step 3. 3. Create new dynamic condition: 3.1.Click New to open the Create a new condition page. 3.2.Define a name for this condition in the Name of condition field. 3.3.Select any or all from the Return items which match [all/any] of the criteria groups specified pick list. 3.4.Configure one or more criteria groups in the Criteria Group section: 3.4.1.Select any or all from the Return items which match [all/any] of the criteria specified below pick list.
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3.4.2.Select a query type from the Criteria pick list; then, click Add to display the Values field for the criteria type you selected. 3.4.3.Complete the Values field/s for the selected query. 3.4.4.Repeat this step to add more criteria groups. 4. Click Save.
Note: Dynamic conditions are added to the folder Permissions page, where you can assign and assign dynamic conditions on folders.
Configuring Criteria for Dynamic Conditions
3.3.3.1.2 Assigning / Removing Dynamic Conditions This procedure assigns or removes a dynamic condition, with one or more permissions for one or more selected groups within a selected folder's permissions management interface. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Browse Documents. 2. Locate the folder where you want to assign or remove dynamic conditions - search for the folder or navigate the folder structure in Browse Documents. 3. Click Permissions in the Actions on this folder menu to open the View permissions for [folder name] page. 4. Does this folder ... define its own permissions? Click Edit permissions. Go to step 5. inherit permissions from its' parent folder? Click Override permissions. Go to step 5. 5. Scroll down to the Dynamic permissions section on this page. 6. Do you want to: assign a dynamic condition to this folder? Go to step 7. remove a dynamic condition from the folder? Click the Delete icon for the relevant dynamic condition. 7. Assign a dynamic condition:
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Setting Up and Managing KnowledgeTree 7.1.Select a group from the Group pick list. 7.2.Select the condition from the Condition pick list. 7.3.Select Permissions check boxes - one or more (these permissions will be associated with this dynamic condition on this folder). 7.4.Click Add. 7.5.Repeat this step to assign more dynamic conditions on the folder.
Figure: Assign a dynamic condition on a folder
Figure: View dynamic conditions on the folder
3.3.3.1.3 Running Dynamic Conditions This procedure runs a dynamic condition (tests the condition) and returns documents and folders matching the criteria defined for the dynamic condition. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Security Management - Dynamic Conditions. 2. View the currently configured dynamic conditions in the Existing Conditions section on this page. 3. Click Run Condition in the View Results column for the relevant dynamic condition to open the [dynamic condition name] page. 4. Do you want to ... view search criteria for this dynamic condition? Expand Parameters. view documents and folders returned in this search? Search results are displayed beneath the Parameters section on the page. modify the search criteria and rerun the search? Click Edit to open the Edit an existing condition page. Change the criteria, and/or add additional criteria; then, click Search. The revised results display on the Search Results page.
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save this search? Define a name for the search in the New search field; or, select an existing search to overwrite; then, click Save.
3.3.3.2
Custom Permissions
KnowledgeTree includes several built-in permissions, and allows you to add custom permissions, which are useful for assigning permissions to access custom plugin functionality.
Figure: Custom permissions - main page
See Also: Creating the Permissions Structure
3.3.3.2.1 Adding New Custom Permission Types This procedure adds custom permission types.
Note: Custom permissions are typically used to control access to functionality provided through additional plugins added to your KnowledgeTree installation. Only the custom permission types that you add may be deleted.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Security Management - Permissions to open the Existing permissions page.
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Add Custom Permission Type
2. In the System Name field, define a name for the new permission type - e.g. 'ktcustom.permissions.download_plugin'. 3. In the Display Name field, define a short name for the new permission type - e.g. 'Download Plugin'. 4. Click Create.
Note: The new permission type displays along with other permission types at the bottom of the page.
See Also: KnowledgeTree Permissions System Creating the Permissions Structure Viewing / Editing Folder Permissions
3.3.3.2.2 Viewing / Deleting Permission Types This procedure displays and deletes existing permission types.
Note: Only the custom permission types that you add for your KnowledgeTree installation may be deleted.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Security Management. 2. Click Permissions to open the Existing permissions page. 3. Do you want to... view existing permissions? Scroll down to the bottom of the page to view a list of permissions configured for KnowledgeTree - both inbuilt and customized.
Note: KnowledgeTree's default permissions display at the top of this list, and cannot
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be deleted. They are recognizable by their system name, 'ktcore'.
delete a permission in the list? Click the Delete icon for the relevant permission.
Note: Only custom permissions can be deleted.
3.3.3.3
Roles
KnowledgeTree Roles may include: document creator, reviewer, publisher, writer, editor, secretary, developer, manager, or secretary, and so on. Workflow actions - e.g. review, or publish - are typically assigned to a specific role. Permissions are added to the role, and the user is assigned to the Role to perform the action required in the system.
Figure: Roles - viewing existing roles, add new roles
See Also: Users, Groups, Roles, and Units
3.3.3.3.1 Adding New Roles This procedure adds a new role. Perform the following steps: 1. Use your administrator login credentials to log in to KnowledgeTree's web interface; then, open Administration - Security Management - Roles to open the Role Administration page.
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Role Administration
2. Define a descriptive name for the role in the Name field - e.g. Editor; then, click create new role.
Note: A system message confirms that the role has been created. View the list of roles at the bottom of this page to see the new role added to the list of existing roles. The role will be available for allocating on folders in the folder view in Browse Documents.
See Also: Assigning and editing roles
3.3.3.3.2 Viewing / Editing / Deleting Roles This procedure displays, edits, and deletes existing Roles.
Perform the following steps: 1. Use your administrator login credentials to log in to KnowledgeTree's web interface; then, open Administration - Security Management - Roles to open the Role Administration page. 2. Do you want to... view roles that have been configured for the repository? Scroll down to the bottom of the page to view a list of existing roles. change the name of an existing role? Click the Edit icon for the relevant role to open the editing page. Specify the new name for the role in the Name field; then, click update role information. delete an existing role? Click the Delete icon for the relevant role.
See Also: Assigning and editing roles
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3.3.4
Document Storage
In Administration - Document Storage, you can: restore previously archived documents back to the repository override a document's checked-out status run a database consistency check restore or expunge (permanently remove) deleted documents
Note: Some tasks are not relevant for KnowledgeTreeLive.
Figure: Document Storage - main page
3.3.4.1
Restoring Archived Documents
This procedure restores archived documents.

Note: By default, documents are restored to their original folder location. If the originating folder no longer exists, the document is restored to the root directory. Users may locate archived documents by their Document ID, through the dashboard Go to Docum ent ID dashlet. Having located an archived document, a user may send an online restoration request to the administrator, who is notified via email and by a notice in the Item s Requiring Your Attention dashlet.
Perform the following steps: 1. Open Administration; then, click Document Storage. 2. Click Archived Document Restoration. 3. Navigate the folder structure to locate the folder containing the document/s requiring restoration; then, click on the folder to display its content. 4. Select the check box adjacent to documents that need to be restored; then, click Restore.
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Setting Up and Managing KnowledgeTree 5. Ensure that you're restoring the correct document; then, click Confirm De-archival.
3.3.4.2
Overriding Document Check-out
This procedure overrides the currently checked out status of a document. The KnowledgeTree administrator can force check-in a document where a checked out document is urgently required back in the repository, but the user who checked the document out is not available to check the document in.
Note: The document is checked back in to the repository without saving any changes that may have been made to it while it was checked out.
Perform the following steps: 1. Open Administration; then, click Document Storage. 2. Click Checked Out Document Control to open the Checked Out Documents page. 3. View the list of checked out documents displayed on the page. 4. Click force check-in for the relevant document; then, verify that you're forcing checkin on the document. 5. Click Force Check-in.
3.3.4.3
Verifying Document Storage
This procedure runs a database consistency check to verify that the contents of the database is the same as the content in the KnowledgeTree content repository.
Note: This task is not relevant for KnowledgeTreeLive.
The task should always be performed after upgrading KnowledgeTree. Perform the following steps: 1. Open Administration; then, click Document Storage. 2. Click verify document storage to launch the verification process. 3. View the results of the verification on the Document Storage Verification page.
3.3.4.4
Restoring / Expunging Deleted Documents
This procedure Restores and Expunges deleted documents.

Note: Expunging saves disk space by permanently deleting documents that are no longer useful or required.
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Note: By default, documents are restored to the folder location where they were originally deleted. If that folder no longer exists on the system, the document is restored to the root directory in the repository.
Perform the following steps: 1. Open Administration; then, click Document Storage. 2. Click Restore or Expunge Deleted Documents to open the Deleted Documents page, where you can view a complete list of documents that have been deleted in the repository, but not yet expunged. 3. Do you want to... restore any documents in the list? Select the check box adjacent to each document you want to restore; then, click Restore to open the Confirm Restore page. Verify that you're restoring the correct document(s); then, click Confirm Restore to re-open the Deleted Documents page.
Note: A system message confirm the restoration of the document in the system.
permanently remove any of the documents in the list? Select the check box adjacent to each document that must be permanently removed from the system; then, click Expunge to open the Confirm Expunge page. Verify that you're removing the correct document(s); then, click Confirm Expunge.
Note: A system message confirms the permanent deletion of the document from the system. Note: You can also configure periodic document expunge as a scheduled, background task through the Task Scheduler.
3.3.5
Document Metadata and Workflow Configuration
Perform the following tasks to configure the metadata layer within KnowledgeTree: 1. Add the document types, including the email document type 2. Add the fieldsets; then, add fields to each fieldset 3. Associate fieldsets you added with the relevant document types 4. Plan your workflows, including the workflow states and transitions 5. Add your worklows to KnowledgeTree; within each workflow, define states and transitions 6. Allocate workflows to selected document types
The following tasks are performed in Administration - Document Metadata and Workflow Configuration: Add new custom numbering schemes; view and edit existing custom numbering schemes
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Setting Up and Managing KnowledgeTree View existing email document types, and add new email document types View existing fieldsets, edit and delete existing fieldsets, add new fieldsets, and set up conditional fieldsets Viewing, editing, and deleting existing document links, and adding new document links Configure alerts by document type View, edit, and delete existing document types, add new document types, and associate document types and fieldsets.
Figure: Document Metadata and Workflow Configuration - main page
3.3.5.1
Document Numbering Schemes
KnowledgeTree's Custom Document Numbering feature allows you to define a set of rules for creating custom document numbers for each of the document types in your system. Commercial Editions Only
Note: This feature is available only in KnowledgeTree Commercial Editions. You must enable the Custom Numbering plugin to activate this functionality.
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Note: Custom numbering schemes do not replace or remove KnowledgeTree's default Document ID, which comes from the database - one for each document. The custom numbering scheme allows you to define an additional ID for the document, based on its document type. You may use the KnowledgeTree document ID as an optional element in the custom numbering scheme, if required.
How are custom numbering schemes used? When adding new documents to KnowledgeTree, users select a document type. If you have created a custom numbering scheme for the selected document type, KnowledgeTree generates the document's custom document ID, based on the document type, and according to the custom numbering scheme you defined. When no custom numbering scheme exists for the selected document type, KnowledgeTree generates only the default document ID, which comes from the database - one per document. Custom Document IDs are generated when new documents are uploaded, and when the document type is changed. Custom Document IDs may be re-generated on check in, if this is defined in the custom numbering scheme. A document's custom document number, and its KnowledgeTree Document ID, displays on the Document Details page.
3.3.5.1.1 Document Numbering Scheme Tokens KnowledgeTree provides a pre-defined collection of case-sensitive 'tokens' (allowable variables), which you may use in various combinations, including plain text strings, to create your custom numbering schemes. Within a custom numbering scheme, the tokens must be delimited between '<' and '>'. Plain text strings are not delimited. There are two types of Tokens: Normal tokens - define the format, and provide a descriptive reference for the document. Examples include: date (day, month, year), path to the document location, version number, KnowledgeTree document ID, and the document type. Sequence tokens- define how the custom document ID number increments. Sequence tokens define the number sequences within a custom numbering scheme. One sequence token is used in each numbering scheme. You may specify the number of digits in a sequence (e.g, 1 - 9). Note that negative digits are not allowed.
Note: When adding a numbering scheme, you can define whether to regenerate the document ID when documents are checked in to KnowledgeTree. New numbering schemes are validated to ensure that only supported tokens are used. If the validation fails, check the following: whether valid tokens are used whether tokens are properly delimited, i.e. that '<' and '>' are not used outside of the token.
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Figure: Defining a custom numbering scheme
Format of the Sequence Token Format <TOKEN:#> or, <TOKEN> Example <DOCTYPE_SEQ:3> <DOCTYPE_SEQ:2> <DOCTYPE_SEQ> Result 001, 002, 003010, 011 01, 02, 0310, 11 1, 2, 310, 11
Example:
Note: Tokens are case-sensitive, and are preceded by '<' and end with '>'
<DOCTYPE>-NUM-<DOCTYPE_SEQ:3> Invoice-NUM-001, Invoice-NUM-002, Invoice-NUM-0 03 DOCUMENT-<DD>-<MM>-<YEAR>:<YEAR_SEQ> DOCUMENT-31-12-2007:1, DOCUMENT-31-12-2007:2
Pre-defined Tokens
The table lists the pre-defined normal and sequence tokens for use with custom numbering schemes: Token (Normal) <YEAR> <MONTH> <YY> <MM> <DD> <VERSION> <DOCTYPE> Description Year (String) Month (String) Year (Int) Month (Int) Day (Int) Document Version Document Type Name KnowledgeTree Document ID <DOCID>
Note: The Document ID and the numbering scheme must not be used interchangeably .
Example 2007 June 99 08 31 0.1 Invoice
22 /INVOICE/2007/ABC/ Example
<PATH> Token (Sequence)
Repository document/folder path (Max 50 chars) Description
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Store a single sequence for each document type in the system <DOC_TYPE_SEQ:[1-9]> Counter, incremented each time a document of a particular type is added to the system Store a single sequence. <YEAR_SEQ:[1-9]>
Invoice001, Invoice002, Invoice003
Invoice2007-001, Counter, reset on a yearly Invoice2007-002, basis. Increment the counter Invoice2008-001 each time a document is added within the year. Store a single sequence. Counter, on a monthly basis, reset yearly. Counter is incremented every time a document is added within a month. Store a single sequence for each document type in the system. Invoice2007-January001, Invoice2007January-002, Invoice2007-February001
<YEAR_MONTH_SEQ:[1-9]>
<DOCTYPE_YEAR_SEQ:[1-9]>
Incremented each time a document of a certain type is added to the system. Counter, reset on a yearly basis. Store a single sequence for each document type in the system.
Invoice2007-002, Invoice2008-001
<DOCTYPE_YEAR_MONTH_SEQ: [1-9]>
Incremented each time a document of a certain type is added to the system. Counter, reset on a monthly basis
Invoice2007-January001, Invoice2007January-002, Invoice2007-February001
3.3.5.1.2 Viewing / Editing / Adding Custom Numbering Custom numbering schemes are added, edited, and viewed through KnowledgeTree's web interface, in Administration - Document Metadata and Workflow Configuration Document Numbering Schemes. On the Document Numbering Scheme interface, you may:
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Setting Up and Managing KnowledgeTree view existing numbering schemes, per document type edit existing numbering schemes - click Edit to make the field editable create and save new numbering schemes
The Document Numbering Schemes Interface
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Numbering Schemes Configuration Interface - no schemes defined. You can configure a scheme for each document type
3.3.5.2
Email Document Types
Email document types are used to gather relevant metadata for emails saved from Microsoft Outlook to KnowledgeTree through KnowledgeTree Client Tools for Windows.
Note: KnowledgeTree Client Tools for Windows allows you to emails and attachments from Microsoft Outlook to KnowledgeTree, and to attach files directly from KnowledgeTree to outgoing email messages. See the KnowledgeTree Client Tools Guide for more information about this KnowledgeTree Commercial client tool.
The Email document type contains a default fieldset with the following metadata fields: Sender Email Sender Name Cc Send Date Subject Size
Note: Although the default Email document type fieldset is editable, but we strongly recommend that you do not change the pre-configured settings or field names. Changing the defaults may prevent the
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gathering of useful metadata for saved emails.
3.3.5.2.1 Viewing / Adding Email Document Types This procedure displays existing email document types and adds new email document types. Commercial Editions Only
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Email Document Types to open the Email Document Types configuration interface. 2. Do you want to ... view existing email document types? Scroll down to the Existing document types section at the bottom of this page to view a list of the email document types that exist in the system. add a new email document type? Define a name for the new email document type in the Name field; then, click Create.
Note: Email document type names must end with the word 'email', e.g. Order Email, or Records Email.
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3.3.5.3
Document Fieldsets
A document fieldset is a collection of one or more contextually related fields - e.g. fieldset 'customer details' may contain a collection of fields that all relate to 'customer details', such as: Name, Address, Telephone number, etc.
Note: KnowledgeTree auto-generates an editable system name (namespace) for every fieldset. Plugins use this namespace to call the fieldset, and to control how the fieldset works. For more information on developing Plugins for KnowledgeTree, see the KnowledgeTree Wiki at http://wiki. knowledgetree.com/Plugins
Figure: The Fieldset configuration Screen, from where you can view, add, edit, and delete fieldsets and their fields
Note: The System column on this screen is Reserved for Future Development
Configuring Fieldsets Fieldsets and fields are added and edited in Administration - Document Metadata and Workflow Configuration - Document Fieldsets. When adding a fieldset, you can define whether the fieldset is generic or non-generic. Generic fieldsets are automatically associated with all document types added to KnowledgeTree. Non-generic fieldsets may only be associated with a single selected document type.
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Associating Document Types and Fieldsets When adding documents, users are required to select the document type, which automatically loads the fieldset and fields associated with the document type, and the user may then add the document metadata for the fields included in the fieldset.
Types of Fieldsets KnowledgeTree provides two default fieldset types: Normal A 'normal' fieldset can contain many, dissimilar field types Conditional KnowledgeTree Commercial Editions Only A conditional fieldset is a metadata filtering tool that comprises two or more inter-related Lookup fields, which are ordered in a hierarchy, where a user-selected value in a higher level field controls the values that display in lower level (dependent) fields. When setting up conditional metadata in the system, the KnowledgeTree administrator
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predefines the rules for the display of conditional metadata fields - e.g. select 'Europe', see lookup field showing countries on the continent of Europe; or, select 'Book', and see lookup field showing, for example, 'content type', e.g. Fiction, Non-Fiction; then, select 'Fiction' to see an associated list of lookup values, or select 'Non-Fiction' to see a different list of lookup values. You need to enable the conditional metadata plugin to use this fieldset.
Figure: Edit Fieldset Screen - This is a 'Normal' fieldset, with 3 fields: Document Author, Category, Media Type
3.3.5.3.1 Viewing Existing Fieldsets This procedure displays fieldsets that exist in your system. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Document Fieldsets. 2. View existing document fieldsets listed in the table on Document Fieldsets page. The table displays the following information for each fieldset: fieldset name whether the fieldset is generic a list of fields in the fieldset (if any) document types using the fieldset Edit and Delete icons - to add or edit field, or to edit the fieldset, click the edit icon; to delete the fieldset, click the delete icon
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Note: The System column on the Document Fieldsets screen is Reserved for Future Development.
3.3.5.3.2 Adding New Fieldsets This procedure adds new normal or conditional fieldsets. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Document Fieldsets.
Note: The System column on the Document Fieldsets screen is reserved for future development.
2. Click Create New Fieldset. 3. Add basic details for this fieldset: enter a fieldset name, provide a description of the information stored in the fieldset. 4. In the Fieldset Type section, select Normal, or Conditional to define the fieldset type. 5. Click Create Fieldset. 6. Is this a ... Conditional fieldset? Go to Setting up Conditional Fieldsets to complete this procedure. Normal fieldset? Go to Adding Fields to complete this procedure.
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Figure: Adding a new fieldset
3.3.5.3.3 Editing / Deleting Fieldsets This procedure edits and deletes existing Fieldsets. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, to open the Document Fieldsets section, click Administration - Document Metadata and Workflow Configuration - Document Fieldsets.
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Setting Up and Managing KnowledgeTree 2. Locate the relevant fieldset in the table in the Existing document fieldsets section. 3. Do you want to remove a fieldset? Click the delete icon for the fieldset. edit a fieldset? Click the edit icon for the relevant fieldset. The system opens the Edit Fieldset page, where you can: edit the fieldset name, description, and generic/ non-generic status; and add, edit, and delete fields. If this is a conditional fieldset, you can also configure the fieldset (order fields and set up fieldset rules).
3.3.5.3.4 Setting Up Conditional Fieldsets This procedure sets up (configures) a conditional fieldset. Commercial Editions Only
Setting up a conditional fieldset involves the following tasks: Add lookup fields and their values to the fieldset Set a master field Order the fields into a control field / dependent field(s) relationship Define conditional behaviour (set up fieldset rules) - each lookup value in a control field is configured to display a pre-defined collection of lookup values in one or more dependent fields Test the conditional fieldset
Pre-requisites: Add the conditional fieldset Plan the fields, and the structure of the fieldset Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, to open the Document Fieldsets section, click Administration - Document Metadata and Workflow Configuration - Document Fieldsets. 2. On the Document Fieldsets page, in the Existing document fieldsets table, locate the fieldset you want to work with; then, to open the Edit Fieldset [fieldset name] page then, click the edit icon for the relevant fieldset. 3. Add Lookup fields and their lookup values: 3.1.On the Edit Fieldset [fieldset name] page, click Add New Field. 3.2.On the Add New Field page, add a field name, field description, and define whether the field is 'required'. Click Add Field. 3.3.To add lookup values to the new field, click Add Lookups; then, on the Add Lookup Values page, add lookup values (one per line). When you're done, click Add Lookups. The Edit Fieldset [fieldset name] page re-opens. 3.4.To add more lookup fields, repeat this step. 4. Set one lookup field as the 'master' field:
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Note: A 'master' field is the first field presented to users. User-selected lookup values in the master field determine the display of subsequent fields.
4.1.On the Edit Fieldset [fieldset name] page, click Manage Field Ordering. 4.2.On the Manage Field Ordering page, select a lookup field; then, click Set Master Field. The system re-opens the Edit Fieldset [fieldset name] page. 5. Define the lookup fields controlled by the master field: 5.1.Click Manage Field Ordering. On the Manage Field Ordering page, in the Order Fields section, select one or more lookup fields in the second drop-down (the first drop-down is the control field, and by default, contains only the master field the first time you order fields). 5.2.When you're done, click Order. The system re-opens the Edit Fieldset [fieldset name] page. 6. Arrange field order relationship (control field / dependent field) for the rest of the lookup fields in the fieldset: 6.1.On the Edit Fieldset [fieldset name] page, click Manage Field Ordering. On the Manage Field Ordering page, select a field in the control drop-down (the first dropdown); then, select a dependent field (one or more) in the second drop-down. When you're done, click Order. The system re-opens the Edit Fieldset [fieldset name] page. 6.2.To order more fields, repeat this step. 7. View existing field ordering: 7.1.Click Manage Field Ordering on the Edit Fieldset [fieldset name] page. A summary of the current field order displays in the Existing ordering section on the Manage Field Ordering page. 7.2.To change the field ordering, go back to step 4 to reset the master field, then reorder all the lookup fields. Resetting the master fields deletes the existing field order. 7.3.If you're satisfied with the existing field order, return to the Edit Fieldset ... page. To do this, click on the fieldset name in the breadcrumb. 8. Set up the fieldset rules:
Note: This step assigns behaviour to lookup values (values in control fields define the lookups that display in dependent fields):
8.1.On the Edit Fieldset [fieldset name] page, click Manage Conditional Behaviours. 8.2.On the Editing Fieldset Rules (Simple) page, select a value in a control field (e.g. the 'master' field is the first control field); then, select dependent lookup values in the fields that are dependent on the master field. Click save this dependency. Repeat this step for each lookup value in the control field. 8.3.Click edit field to set up the control/dependent behaviour for the next set of fields. 8.4.Select a value in the control field; then, select one or more values in the dependent field. 8.5.When you're done, click save this dependency. 8.6.Repeat this step for each lookup value in the control field. 8.7.Repeat this step until all control values are assigned behaviours. 8.8.When you're done, click the fieldset name in the breadcrumb to return to the Edit Fieldset [fieldset name] page. 9. Test the conditional fieldset: 9.1.On the Edit Fieldset [fieldset name] page, click View Overview. 9.2.In the Test Instance section on the page you can click through the fieldset you set up to ensure it works the way you want it to.
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Setting Up and Managing KnowledgeTree 9.3.To keep the existing configuration, use the breadcrumb to navigate away from the page; alternatively, to edit the fieldset, click the fieldset name in the breadcrumb to return to the Edit Fieldset [fieldset name] page where you can add, edit, or delete fields and/or their lookup values, re-order the fields (you will need to reset the master to re-order the fields), change conditional behaviour (fieldset rules), or change fieldset details.
3.3.5.3.5 Fields Fields are the smallest metadata collection point in KnowledgeTree. Fields include the text fields, pick lists and menus that allow a user to provide information about the content that is uploaded to the repository. KnowledgeTree uses fields to group sets of related information into one or more fieldsets. The fieldsets are associated with document types in the system. The collection of fields, fieldsets, and document types - plus the folder structure and, optionally, permissions comprise the system's metadata structure. KnowledgeTree's Search function operates on this metadata layer. metadata works on the search function. Search relies on the addition of appropriate metadata in the system to locate and retrieve content in the repository. There are three classes of custom fields in KnowledgeTree: Normal - stores text metadata, such as an invoice code Lookup - allows the selection of appropriate information from a predefined set of options (lookup values) Tree - allows the selection of a metadata value by browsing a tree structure
Note: Fields are configurable and editable only within the fieldset where they exist. Tree fields and Lookup fields require additional configuration steps to Normal (String) fields.
3.3.5.3.5.1 Viewing / Adding Fields This procedure displays existing fields in a selected fieldset, and adds new fields to a fieldset.
Note: Fields are configurable and editable only within the fieldset where they exist.
Perform the following steps: 1. Use your administrator login credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration Document Fieldsets to open the Document Fieldsets configuration interface. 2. Do you want to ... view fields that are currently defined for each fieldset in the system? Scroll down this page to the list in the Existing document fieldsets section. Adjacent to each fieldset listed in the table is a list of the fields that exist in the fieldset.
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add a new field for an existing fieldset? Click the Edit icon for the relevant fieldset to open the Edit Fieldset page for the selected fieldset. Go to step 3. 3. Click Add New Field to open the Add New Field page. 4. Define a name for the field in the Field name field; then, in the Description field, provide a short paragraph that clearly explains the type of information required in the field. 5. Select the type of field from the Field Type radio button. Normal (String) - Use the normal field to store small amounts of text Lookup - Use the lookup field when the user needs to select a single item from a predefined list Tree - The tree field functions in the same way as a lookup field, except that the options are arranged hierarchically. This can be helpful if there are many options to choose from Large Text - Use a large text field to store large amounts of text, such as descriptions Date - The date field provides a standardized field for storing dates Multiselect - The multiselect field functions in the same way as a lookup field, except that the user can choose more than one option. It comes in two flavours, as a list, and as a set of checkboxes 6. Is this a field that must be completed? Yes. Select the Required check box. No. Leave the Required check box unselected. 7. Click Add Field. 8. The Manage Field page is displayed. Here you can change details for the field. 9. Additional options can be set for lookup Setting Lookup Fields, tree Setting Tree Fields, large text, and multiselect fields. Click Update Field to save your changes. 10. To add another field, click the name of the fieldset in the bread-crumb navigation at the top of the page.
3.3.5.3.5.2 Defining Lookup Fields This procedure sets values for a Lookup field in a fieldset. Perform the following steps:
1. Follow the instructions on View existing / adding new fields to add a lookup field. 2. From the Manage Field page click Add Lookup Values in the Extra Options section
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Setting Up and Managing KnowledgeTree to open the Add Lookup Values page.
3. In the Lookup Values field, define lookup values - one or more; then, click Add
Lookups to save this information and to re-open the Manage Field page.
4. In the Extra Options section, click Manage Lookup Values to open the Manage
Lookups page.
5. Do you want to ...
enable or disable a lookup value as a selectable option when editing or adding documents in the repository? Select the check box adjacent to each relevant lookup value; then, click Toggle enabled state to change the current state of the lookup value. define whether any of the lookup values are 'sticky'? Select the check box adjacent to each lookup value that needs to be defined as either sticky or non sticky; then, click Toggle stickiness to change the selected lookup values current 'Sticky' state.
Note: Sticky lookup values cannot be removed by external plugins that control a lookup set.
delete a lookup value? Select the relevant lookup value; then, click Delete.
3.3.5.3.5.3 Defining Tree Fields This procedure sets values for a Tree field in a fieldset. What are Tree Fields? A tree field is a type of lookup field, except that the lookup values are arranged in a hierarchy: Example Root: e.g. Continents Subcategory: e.g. Countries Lower level subcategories: e.g. States
Perform the following steps:

1. Follow the instructions on View existing / adding new fields to add a tree field. 2. From the Manage Field page click Add Lookup Values in the Extra Options section
to open the Add Lookup Values page.
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3. In the Lookup Values field, define lookup values - one or more; then, click Add
Lookups to save this information and to re-open the Manage Field page.
4. Click Manage Lookup Values to open the Manage Lookups page. 5. Do you want to ...
enable or disable a lookup value as a selectable option when editing or adding documents in the repository? Select the check box adjacent to each relevant lookup value; then, click Toggle enabled state to change the current state of the lookup value. define whether any of the lookup values are 'sticky'? Select the check box adjacent to each lookup value that needs to be defined as either sticky or non sticky; then, click Toggle stickiness to change the selected lookup values current 'Sticky' state.
Note: Sticky lookup values cannot be removed by external plugins that control a lookup set.
delete a lookup value? Select the relevant lookup value; then, click Delete.
6. Click the fieldset name in the bread-crumb navigation at the top of the page to return
to the Manage Field page.

7. Click Manage Lookup Tree Structure to open the Edit Lookup Tree page. 8. Do you want to ...
define a subcategory for the root? Click attach keywords adjacent to the Root in the Preview section. Define a subcategory for the root; then, click add new subcategory. Repeat this step for each additional subcategory you're adding to the Root. define a subcategory in a subcategory? Click attach keywords adjacent to the relevant subcategory below the Root. Repeat this step for each additional subcategory you're adding in another subcategory.
Note: Expand the root or a subcategory to display the configured options.
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Setting Up and Managing KnowledgeTree 3.3.5.3.5.4 Defining Large Text Fields This procedure sets values for a Large Text field in a fieldset. Perform the following steps: 1. Follow the instructions on View existing / adding new fields to add a large text field.
2. From the Manage Field page in the Extra Options section, type a value in the Max
Length text box to limit the number of characters the field can accept.
3. Check the HTML checkbox to ... 4. Click Update Options. 5. The field is updated.
3.3.5.3.5.5 Defining Multiselect Fields This procedure sets values for a Multiselect field in a fieldset. Perform the following steps: 1. Follow the instructions on View existing / adding new fields to add a multiselect field.
2. Follow the instructions on Defining Lookup Fields to add lookup values to the multiselect field. 3. From the Manage Field page you can select the type of multiselect field you want to
use.
4. From the Type of field drop-down list box select either
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Multiselect with a list Multiselect with checkboxes
5. Click Update Options. 6. The field is updated.
3.3.5.3.5.6 Editing / Deleting Fields This procedure Edits and Deletes a field from a fieldset. Perform the following steps: 1. Use your administrator login credentials to open the Document Metadata and Workflow Configuration page in Administration; then, click Document Fieldsets to open the Document Fieldsets management page.
2. In the Existing document fieldsets section on this page, locate the fieldset that contains the field/s you want to edit or delete; then, click the Edit icon for the relevant fieldset to open the Edit Fieldset editing page. 3. Scroll down the page to the Additional Information section to view fields that exist for this fieldset. The table provides the following information about each field: field name; type of field (whether normal, lookup, or tree). This section also provides access to field management functionality - Edit, and Delete. 4. Do you want to ... change any information in the field? Click the Edit icon for the relevant field to open the Manage Field page. Make the required changes; then, click Update Field. remove this field as a member of this fieldset? Click the Delete icon for the relevant field. Click OK on the system message that asks you to confirm the field deletion.
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Setting Up and Managing KnowledgeTree 3.3.5.4 Link Type Management
Document Links are used to define a relationship between selected documents in KnowledgeTree. When creating a document link, you specify the relationship that the link implies, e.g. 'associated with, or duplicated by.
3.3.5.4.1 Configuring Document Links This procedure displays, edits, and deletes existing document links, and adds new document links. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Link Type Management to open the Document Link Type Management page. 2. Do you want to ... view existing link types? Scroll down to the Manage Existing Link Types section at the bottom of this page to view a list of existing link types. add a new link type? Define a name for the link type in the Name field. Provide a brief description of the link in the Description field. Click Add Link Type. edit an existing link type? Click the Edit icon for the relevant link type to open the link type editing screen. Make the required changes (change the name or description); then, click Change Link Type. delete an existing link type? Locate the link type in the Manage Existing Link Types section at the bottom of the page; then, click the Delete icon for the relevant link.
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Document Links
3.3.5.5
Alerts by Document Type
Document Type Alerts are alerts that are defined for all documents of a specified document type.
Note: 'Document Type Alerts' are provided as a plugin in KnowledgeTree Commercial Editions version 3.6.1 and above.
Document Type Alerts are date-based, user-defined, system-generated notifications that are automatically sent to one or more users, groups and/or roles (as defined in the alert), when some action (as specified in the alert) is required on a document of a certain type (as specified in the alert).
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Figure: Alerts by Document Types - configuration page
Note: The time alerts are triggered are defined by your server time zone (server = utc time), which is set in php.ini. You can manage Document Alerts as a scheduled background task through the KnowledgeTree Task Scheduler.
The system administrator may define an unlimited number of Document Type Alerts on a document type. Users may view a 'read-only' list of existing Alerts on the document's Existing Alerts list, but only the system administrator may add, edit, and delete Document Type Alerts.
Figure: View existing document type alerts (System Alerts) through Browse Documents [document] - Alerts
When adding a Document Type Alert, the system administrator defines ... whether the Alert applies to existing documents and to new documents of the relevant document type, or only to new documents added to the system a re-occurence cycle - daily, weekly, monthly, or yearly
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whether the Alert is reset on a document on check-in additional recipients - users, groups, or roles. By default, Document Type Alerts notify only the system administrator. When a document's document type is changed, any Alerts associated with the old document type are removed and alerts associated with the new document type are applied to the document.
How are Document Type Alert recipients notified when an alert is triggered? When an alert is triggered, an email is sent to the alert recipients. Recipients are also notified through their 'Items Requiring Your Attention' dashlet on the KnowledgeTree Dashboard.
Figure: Document Type Alert - example of an email notification
Figure: Document Type Alert - notification on the KnowledgeTree Dashboard
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Setting Up and Managing KnowledgeTree 3.3.5.5.1 Configuring Alerts by Document Type This procedure configures an alert by document type (Document Type Alert).
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, to open the Alerts by Document Type configuration screen, go to Administration Document Metadata and Workflow Configuration - Alerts by Document Types.
Figure: Alerts by Document Types - configuration page
2. Do you want to ... view existing document type alerts? Existing alerts display on the page (if any are configured for your system).
add a new Document Type Alert? Click Add new alert. Go to step 3. edit an existing Document Type Alert? Locate the relevant Alert on the page; then, click the Edit icon to open the editing screen. Make the changes you require; then, click OK. delete an existing Document Type Alert? Locate the relevant Alert on the page; then, click the Delete icon.
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enable or disable the setting to reset the Alert on a document when the document is checked-in? Click the icon in the Reset on check-in column for the relevant Alert. A green icon in this column indicates that this setting is Enabled. A red icon in this column indicates that this setting is Disabled. enable or disable the setting to allow the Alert to re-occur? Click the icon in the Repeated after notification column for the relevant Alert. A green icon in this column indicates that this setting is Enabled. A red icon in this column indicates that this setting is Disabled. manage document alerts as a scheduled background task? Go to the KnowledgeTree Task Scheduler, where you can view and edit the frequency at which this task runs (e.g. daily), the next run time, the previous run time, and the time taken to complete this task. For these options, you can change the frequency, set the task to run on the next iteration, and enable/disable the task. 3. To add a new Alert, configure settings on the Add a new alert screen; then, when you're done, click OK. The following options are available: select a document type define a time period - a number of days, weeks, months, or years define whether the Alert loops in a re-occurring pattern define whether to reset the Alert on a document when the document is checked-in define whether to apply this Alert to all existing documents of this document type and to new documents, or only to new documents add a message for the Alert select recipients for the notification on this Alert
Note: By default, Document Type Alerts trigger notifications that are sent to the system administrator. You can include more recipients when adding and editing a Document Type Alert.
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3.3.5.6
Document Types
KnowledgeTree groups documents by their 'Document Type' - e.g. Invoice, Report, Quotation, Order, etc. Each Document Type is associated with one or more Fieldsets. Each Fieldset represents a summary of related informational Fields - e.g. an Invoice document type may include a fieldset called Client Details. The Client Details fieldset may include the following fields: Name, Account Number, Address, Telephone Number, Email Address. Fields, Fieldsets, and Document Type are Metadata - they are descriptive references for documents in the repository.
Note: Document Types cannot be deleted; unused document types can only be disabled. This prevents the removal of required metadata.
3.3.5.6.1 Viewing / Editing / Adding Document Types This procedure displays and edits existing document types, and adds new document types. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's Web interface; then, go to Administration - Document Metadata and Workflow Configuration - Document Types. 2. Do you want to ... view existing document types? Scroll down on the page to the Existing document types section, where you can view a list of the document types configured in your system, including currently associated fieldsets. edit a document type? The following information is editable: associate/ disassociate fieldsets, change the document type name. Go to step 3. add a document type? Go to step 4. 3. Edit the document type: 3.1.Click the Edit icon for the relevant document type to open the editing screen. 3.2.Do you want to... change the document type name? Define a new name in the field adjacent to the Change button; then, click Change. associate fieldsets with this document type? Select one or more fieldsets in the Available Fieldsets pick list; then, click Associate Fieldsets. disassociate currently linked fieldsets? In the Linked Fieldsets section, select the check box adjacent to each fieldset that you're disassociating from this document type; then, click Disassociate Fieldsets.
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4. Add a document type: 4.1.Define a name for the document type in the Name field; then, click Create to open the Document Type [document type name] editing page. 4.2.Have you added the fieldsets for this document type to the system? Yes. Select fieldsets from the Available Fieldsets pick list; then, click Associate Fieldsets. No. Create fieldsets to use with this document type. Go to Adding New Fieldsets to find out more about this task. When you're done, go to Associating/disassociating fieldsets and document types.
Note: Customized fieldsets are added to the Av ailable Fieldsets pick list.
3.3.5.6.2 Enabling / Disabling Document Types This procedure enables and disables document types. Perform the following steps: 1. Use your administrator login credentials to open Administration; then, click Document Metadata and Workflow Configuration in the Administration menu to open the Document Metadata and Workflow Configuration section. 2. Click Document Types to open the Document Types page; then, scroll down the page to view a list of the document types that exist in the system. 3. Click the icon in the Disable/Enable column for the relevant document type.
3.3.5.6.3 Associating / Disassociating Fieldsets and Document Types This procedure associates and disassociates fieldsets and document types.
Note: Pre-defined custom fieldsets display on the Document Types editing page. Associating custom fieldsets with one or more document types on the Document Types editing page associates the metadata you added for the fieldset with the document type.
Perform the following steps: 1. Open Document Metadata and Workflow Configuration in Administration; then, click Document Types to open the Document Types page. 2. Scroll down the page to the Existing document types section to view a list of the document types that exist in the system. 3. Click the Edit link for the relevant document type (the document type where you want to associate or disassociate fieldsets) to open the Document Type: [document type name] editing page.
Note: The fieldsets currently associated with this document type are displayed in the
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Linked Fieldsets section on this page.
4. Do you want to... disassociate one or more currently associated (linked) fieldsets? In the Linked Fieldsets section on this page, select the check box adjacent to each fieldset that you want to disassociate from this document type; then, click Disassociate Fieldsets .
Note: A system message verifies the disassociating of the selected fieldsets from this document type.
associate fieldsets with this document type? Select one or more fieldsets in the Available Fieldsets pick list; then, click Associate Fieldsets.
Note: Hold down the keyboard Ctrl key while selecting menu options to multi-select from this menu. Note: A system message verifies the association of the fieldset/s with this document type.
3.3.5.7
Automatic Workflow Assignments
Enabling Automatic Workflow Assignment allows you to configure workflows to be assigned automatically to documents, based on their document type, or on their folder location.
Figure: Automatic Workflow Assignment - main page
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Figure: Workflow assigned by Folder
Figure: Workflow assigned by document type
3.3.5.7.1 Enabling / Disabling Automatic Assignment of Workflows This procedure enables and disables automatic workflow assignment.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Document Metadata and Workflow Configuration Automatic Workflow Assignments to open the Automatic Workflow Selection page. 2. On the Automatic Workflow Selection page, click the Workflow Plugins down-arrow to expand the pick list; then, select a workflow assignment mode for KnowledgeTree. Options are:
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Setting Up and Managing KnowledgeTree DocumentTypeWorkflowAssociator - allows you to assign workflows by document type. Once you have enabled this feature, you may allocate the workflows to use for each document type. See Allocating Workflows to Document Types. FolderWorkflowAssociator - allows you to assign workflow by folder No automatic assignment - disables automatic workflow assignment 3. Click Update.
3.3.5.8
Workflows
This chapter provides information and instructions for working with KnowledgeTree Workflows.
Note: Please see the topic, Introduction to KnowledgeTree Workflows, (in this Manual) to learn more about the Workflows concept KnowledgeTree.
Figure: Document Metadata and Workflow - Workflows (main page)
3.3.5.8.1 How to set up a Workflow The first step to setting up a useful workflow is to clearly define the business process that you want to automate in your document management system workflow. Start by giving your workflow a user-friendly, descriptive name; then, Step 1: Map out the states in your workflow
Note: Typically, a state is the point at the end of one task and prior to the start of the next task - i.e. a milestone in the document life-cycle, and the result of the action in the Transition.
Step 2: Define the transitions that will lead to the states

Note: Transitions are the actions that result in the document moving from one state to the next
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state.
Step 3: Define security requirements at various states and transitions in the workflow
Note: You may want only users of a certain Role to perform some Transitions (e.g. perhaps only users assigned to the role 'Manager' may approve a document at a certain point); Or, perhaps only users with appropriate permissions may perform certain transitions, e.g. a user who has submitted a leave application is not typically allowed to transition the document to the 'Approved' state.
3.3.5.8.1.1 Getting Started - Adding the workflow to KnowledgeTree If you have planned your workflow, you can add it to KnowledgeTree. 1. Add the workflow to KnowledgeTree: add a workflow name add the states add the transitions connect the transitions to states 2. Configure security (permissions) by workflow state: assign permissions (including document actions) that are allowed or disallowed by each state in the workflow allocate state-controlled permissions to groups and roles 3. Set up Notifications per workflow state, if required. This allows a notice to be sent to selected recipients when a document reaches a certain state in the workflow. 4. Configure the workflow transitions: Add transition restrictions (set up guard triggers on the transition) - these are various types of restrictions that apply on the transition add transition effects (actions)- here you define what happens after the transition occurs (e.g. perhaps the document moves to a particular folder)
3.3.5.8.1.2 Working with existing workflows Once you have added and configured your KnowledgeTree workflows, you may want to: View and edit your existing workflows: change the name of the workflow, select a starting state, enable or disable the workflow Copy the settings of an existing workflow to create a new workflow Change the connections set up between States and Transitions in an existing workflow (Edit workflow process) Edit existing states and add new states in a currently selected, existing workflow (edit the name of the state and state effects - security and notifications)
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Setting Up and Managing KnowledgeTree Add new transitions to an existing workflow, or edit transitions in a workflow View permissions currently controlled by states in a workflow, assign and remove permissions controlled by states, and define / remove actions blocked by states View, edit, or delete existing transition restrictions View and edit existing notifications View, edit, delete, and add transition effects (actions) Enable and disable the automatic assignment of workflows Allocate workflows to document types
3.3.5.8.2 Adding Workflows This procedure adds a new workflow.

Note: You can create a brand new workflow, or copy, then edit, the settings of an existing workflow to create a new workflow. See Also: Copying a Workflow.
Pre-requisites: Plan the workflow.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflow Admin page.
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2. Click Create New Workflow. 3. Define basic workflow details: 3.1.Define a workflow name in the Workflow Name field. 3.2.Define workflow States in the States field - add unique state names, one per line.
Note: By default, the first state listed in this field becomes the starting state.
3.2.1.Define workflow Transitions in the Transitions field - add unique transition names, one per line.
3.3.Click Next. 4. Connect the transitions to states - for each Transition listed in the table, select a destination state; then, select one or more source states.
Note: You can move a document in a workflow to a destination state from more than one source states.
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5. Click Create Workflow. 6. The Workflow: [workflow name] page opens. Here you can edit the basic details of the workflow, or access workflow management functions in the Workflow Administration menu.
7. To complete the workflow configuration, you need to ... select a starting state configure security by state.
3.3.5.8.3 Configuring Security by Workflow State This procedure displays permissions controlled by the states in a currently selected workflow, assigns and removes permissions controlled by state, and defines the document actions to block by workflow state.
Note: Permissions configured through workflow states override folder permissions.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration Workflows to open the Workflow Admin page.
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2. In the Existing workflows section, click the Edit icon for the relevant workflow to open the Workflow: [workflow name] page.
3. In the Workflow Administration menu, click States and Transitions.
4. View the list of states in the table; then, for the relevant state where you need to
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Setting Up and Managing KnowledgeTree configure permissions, click the Edit icon to open the Manage State page.
5. In the State Effects section, click Security to open the Security Overview: [workflow name] page.
6. The following security settings are configurable for the workflow states: View permissions controlled by state. Click Document Permissions. The table displays how permissions are controlled by each state in the workflow (if already
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configured). A tick in the Control column for each state confirms a state's control over permissions.
View permissions controlled by state
Assign permissions to control by a state. Click Document Permissions. On Permissions Overview, click on the relevant state name in the States column to open Manage Permissions: [state name] page. Select permissions to control by this state; then, click Set controlled permissions. To allocate these permissions to groups and roles, click Allocate permissions.
Assign permissions by state
Allocate state permissions to groups/roles
Allocate permissions controlled by a state, to roles and groups. Click Document Permissions. Click on the state name in the State column to open Manage Permissions: [state name] page. Click Allocate permissions. Populate the Assigned entities field by adding groups and roles from the Available Entities field. Remove permissions from groups and roles by moving these groups and roles from the
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Setting Up and Managing KnowledgeTree Assigned Entities field to the Available Entities field. Roles and groups added to the Assigned Entities field are displayed in the table at the bottom of this page. For each role and group where state controlled permissions are allocated, select the check box - one or more - to define the permission allocated to the role or group. When you're done, click Update Workflow Permissions.
Note: To populate the Av ailable Entities field, use the Show All button, or enter criteria to filter the data returned. To populate the Assigned Entities field, select groups and roles in Av ailable Entities; then, click the right-pointing arrow to move these entities to the Assigned Entities field. To remove groups and roles from the Assigned Entities field to the Av ailable Entities field, select groups and roles in Assigned Entities; then, click the left-pointing arrow to move these entities to the Av ailable Entities field.
Allocate state permissions to groups/roles
View document actions blocked by state. Click Action Restrictions. A table on the Actions Overview page lists the available document actions in the system, and it lists the states in this workflow; blocked actions are unavailable on a document that reaches this state in the workflow.
View blocked actions
Block or unblock document actions by state. Click Action Restrictions. On the
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Actions Overview page, click Edit Actions to open the Assign blocked actions page. For each state in the table, select the check box at each document action that you want to block on a document that reaches this state in the workflow. Deselect the check box for each document action that you want to make available on a document that has reached this state in the workflow. When you're done, click Block actions.
Assign blocked actions
3.3.5.8.4 Adding / Editing Notifications on Workflow States This procedures adds and edits notifications by workflow state.
Note: Setting up Notifications allows selected recipients to be notified when documents reach a specified workflow state.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflow Admin page. 2. In the Existing workflows section, locate the workflow you're configuring; then, click the Edit icon for this workflow to open the Workflow: [workflow name] page. 3. In the Workflow Administration menu, click States and Transitions to open the States and Transitions: [workflow name] page. 4. In the States section, locate the state you're configuring; then, click the Edit icon for this state to open the Manage State page. 5. On the Manage State page, in the State Effects section, click Notifications to open the Edit State Notifications page.
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6. Populate the Assigned field with the names of system users that are displayed in the Available field, and who require notification when a document in the workflow is in this state. When you're done, click Update Notifications.
Note: Populate the Av ailable field by clicking Show All to display all users, or define filter criteria to sort users. Use the right-pointing and left-pointing arrows adjacent to this field to move user names from Av ailable to Assigned, or from Assigned to Av ailable.
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Update notifications by state
7. Your changes are saved, and the Workflow Notifications page displays, where you can view notifications set up per state in the workflow.
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View notifications by state
8. To add or edit notifications on any state, click the Edit icon for the relevant state to open the Edit State Notifications page. Repeat this procedure from step 6.
3.3.5.8.5 Adding Transition Restrictions This procedure adds a transition restriction to a selected transition. What are Transition Restrictions (Guard Triggers)? Transition restrictions (also called Guard Triggers) are conditions that must be met before a workflow can 'transition' to the next state in the workflow. A 'Guard Trigger' may include required permissions, or only certain roles or groups that are allowed to perform the transition, or some action that occurs at the transition, such as preventing the document from being checked out at a certain state. KnowledgeTree provides the following guard triggers for configuring Transitions in a workflow: Permission restrictions Role restrictions Group restrictions Conditional restrictions Checkout Guard
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflows main page.
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2. In the Existing workflows section, locate the workflow where you need to add transition restrictions; then, click the Edit icon for this workflow to open the Workflow: [workflow name] page. 3. In the Workflow Administration menu, click States and Transitions to open the States and Transitions: [workflow name] page.
4. In the Transitions section, locate the transition you're configuring; then, click the Edit icon for this transition to open the Manage Transition page.
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Edit Transition
5. Click Transition Requirements to open the Transition Restrictions: [transition name] page.
Transition Requirements
6. Click the down arrow at the Restriction Type drop down menu; then, select a restriction.
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Select restriction
Transition restriction selected
7. Click Add Restriction. The system opens the Guard [restriction type] for Transition page.
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Configure transition restriction
8. Is this a ... permission restriction? Select permissions check boxes - one or more. Only users who have all of these permissions will be allowed to perform the transition. role restriction? Click a role radio button. Only users who have this role will be allowed to perform this transition. group restriction? Click a group radio button. Only users belonging to this group will be allowed to perform this transition. conditional restriction? Select a dynamic permission radio button. The transition is only available once this condition is met. checkout guard? This restriction does not require additional configuration. Exit this procedure. 9. Click Save Trigger. The Transition Restrictions: [transition name] page opens, where you can view the restriction and its configuration.
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Transition restriction saved
3.3.5.8.6 Configuring Transition Effects This procedure displays, edits, deletes, and adds transition effects (actions).
Note: Transition effects are the actions that you want to occur on the document after it has passed through a transition in a workflow, e.g. moving the document to a specified folder.
Configuring transition effects involves the following tasks: adding new transition effects viewing existing effects editing existing effects deleting existing effects
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflows main page.
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2. In the Existing workflows section, locate the workflow you're configuring; then, click the Edit icon for this workflow to open the Workflow: [workflow name] page. 3. Click States and Transitions in the Workflow Administration menu to open the States and Transitions: [workflow name] page. 4. In the Transitions section, locate the transition you're configuring; then, click the Edit icon for this transition to open the Manage Transition page. 5. Click Transition Effects to open the Transition Effects page.
Click transition effects
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6. Do you want to ... view the actions/effects that exist for this transition? A table on this page lists actions/effects that are currently set up on this transition, including configuration information for each action/effect. modify an action/effect? View existing actions/effects in the table; then, select the Edit icon for the relevant action/effect to open the [action/effect name] for Transition page; change the configuration options on the page as required; then, select Save Trigger. remove an action/effect? Click the Delete icon for the relevant action/effect. add a transition effect? Go to step 7. 7. Add a transition effect: 7.1.Click the down arrow at the Action/Effects Type drop down menu; then, select an action/effect.
7.2.Click Add Action to open the [action name] for Transition page.
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Configure transition effects
7.3.Select configuration options for the action/effect; then, click Save Trigger to reopen the Transition Effects page, where you can view the transition action/effect you added, and its configuration.
3.3.5.8.7 Viewing / Editing Workflow Settings This procedure displays existing workflows and edits the following workflow settings: change the name of the workflow select a starting state enable or disable the workflow
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go
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to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflow Admin page.
2. View existing workflows in the Existing Workflows section on this page. 3. To edit a workflow, click the Edit icon for the relevant workflow to open the Workflow Overview.
4. Click Edit Workflow Details to open the Edit Workflow Details: [workflow name] page.
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5. The following workflow settings are editable: change the name of the workflow in the Workflow Name field select a starting state enable or disable the workflow 6. To save your changes, click Update Workflow Details.
3.3.5.8.8 Copying Workflows This procedure copies the settings of an existing workflow to a new workflow. Perform the following steps: 1. Use your administrator login credentials to open the Document Metadata and Workflow Configuration section in Administration. 2. Click Workflows to open the Workflow Admin page. 3. Select a workflow radio button in the Existing Workflows section; then, click Copy. 4. On the Copy Workflow page, define a name for the new workflow; then, click Copy. 5. The new workflow displays in the Existing workflows section.
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3.3.5.8.9 Editing Connections from Transitions to States This procedure edits existing connections between Transitions and States in a currently selected workflow. Perform the following steps: 1. Open the Document Metadata and Workflow Configuration section in Administration; then, click Workflows to open the Workflows main page. 2. Locate the relevant workflow in the Existing workflows section; then, click its Edit icon to open the Workflow: [workflow name] page. 3. Click States and Transitions in the Workflow Administration menu to open the States and Transitions: [workflow name] page. 4. Click Configure Workflow Process to open the workflow configuration page. 5. Locate the relevant transition in the Transition column; then, select a destination state for the transition in the adjacent Leads to state pick list. 6. Select source State check boxes - one or more - to define the state/s that precedes this transition.
Note: KnowledgeTree allows a document in a workflow to move to the next state from one or more source states.
7. Click Update Process to re-open the States and Transitions:[workflow name] page.
3.3.5.8.10 Adding / Editing Transitions This procedure edits existing transitions and adds new workflow transitions. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflows main page. 2. Scroll down to view existing workflows; then, click the Edit icon for the workflow you're configuring. 3. Click States and Transitions in the Workflow Administration menu to open the States and Transitions: [workflow name] page. 4. Do you want to ... add a new transition? Go to step 5.
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edit an existing transition? Go to step 6. 5. Add a transition: 5.1.Click Add New Transitions to open the Add Transitions to Workflow page. 5.2.Define new transitions for this workflow - one per line - in the text field; then, click Add Transitions.
Note: You must use unique names for new transitions.
5.3.The States and Transitions: [workflow name] page opens. Now you can connect the transition to a destination state (the next state after this transition), and to one or more source states (the states that lead to this transition). Go to Configuring Workflow Process for more information about this task. 6. Edit a transition: 6.1.Locate the transition you're configuring (in the Transitions section of the States and Transitions: [workflow name] page; then, click the Edit icon for this transition to open the Manage Transition page. 6.2.Do you want to ... change the name of the transition? Define a new name for the transition in the Transition Name field; then, click Update Transition. configure transition restrictions (guards)? Go to Configuring Transition Restrictions .
Note: Transition restrictions are a restrictive setting that defines when the transition can be performed, and by whom.
configure transition effects? Go to Configuring Transition Effects.
3.3.5.8.11 Viewing / Editing / Deleting Transition Restrictions This procedure displays, edits, and deletes restrictions on a currently selected transition. Perform the following steps: 1. Open the Document Metadata and Workflow Configuration section in Administration; then, click Workflows to open the Workflows main page. 2. In the Existing workflows section, locate the workflow you're configuring; then, click the Edit icon for this workflow to open the Workflow: [workflow name] page. 3. Click States and Transitions in the Workflow Administration menu to open the States and Transitions: [workflow name] page. 4. In the Transitions section, locate the transition you're configuring; then, click the Edit icon for this transition to open the Manage Transition page. 5. Click Transition Requirements to open the Transition Restrictions: [transition name] page.
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6. Do you want to ... view all restrictions (guards) that are currently configured for this transition? A table on this page provides a list of restrictions that are set up for this transition, including the configuration for each restriction. modify an editable restriction? Click the Edit icon for the relevant restriction to open the editing screen for the restriction. Make the required changes; then, click Save Trigger.
Note: Only transition restrictions that display the Edit icon are editable.
delete a transition restriction? Click the Delete icon for the relevant restriction. add a new restriction? Go to Adding Transition Restrictions.
3.3.5.8.12 Adding / Editing States This procedure edits existing states and adds new states in a currently selected, existing workflow.
Note: The following information is editable: state name, and state effects (security and notifications).
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's Web interface; then, go to Administration - Document Metadata and Workflow Configuration - Workflows to open the Workflows admin page. 2. In the Existing workflows section, locate the workflow you're configuring; then, click the Edit icon for this workflow to open the Workflow: [workflow name] page. 3. Click States and Transitions in the Workflow Administration menu to open the States and Transitions: [workflow name] page. 4. Do you want to ... add a new state? Go to step 5 edit a state? Go to step 6. 5. Add a state: 5.1.Click Add New States to open the Add States to Workflow page. 5.2.Define new states for this workflow - one per line - in the text field; then, click Add States.
Note: New states added to the workflow must be given a unique name.
5.3.The States and Transitions: [workflow name] page opens, where you can view, edit, or delete existing states. 6. Edit a state: 6.1.In the States section, locate the state you're configuring; then, click the Edit icon
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Setting Up and Managing KnowledgeTree for this state to open the Manage State page. 6.2.Do you want to ... change the name of this state? Define a new name for the state in the State Name field. configure security settings for this state? Go to Configuring security by workflow state.
Note: KnowledgeTree's workflow tool allows the admin user to control permissions and block specified document actions through the Workflow State.
configure notifications for this state? Go to Configuring Workflow State Notifications.

Note: The administrative user configures the system to send notifications to specified users when a document reaches a certain state in the workflow.
3.3.5.8.13 Allocating Workflows to Document Types This procedure allocates a selected workflow to a specified document type so that, when users upload a document and select the document type, the workflow is automatically activated on the document. Pre-requisites: Enable the automatic workflow assignment function
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - Document Metadata and Workflow Configuration Workflow Allocation by Document Types. 2. On the Workflow Allocation by Document Type page, scroll down to Workflow Allocations to view the list of existing document types. 3. Choose the relevant document type (i.e. the document type where you want to allocate a workflow); then, expand the adjacent Workflow pick list to select the workflow that should be automatically assigned on this document type. 4. Click Apply.
Note: Repeat this procedure for each document type requiring automatic workflow allocation.
3.3.6
Search and Indexing - Reporting
KnowledgeTree's 3.5.x (and above) search engine uses Apache Lucene full text indexing for document indexing.
Note: Some settings are not available for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
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Note: Previous versions of KnowledgeTree use MySQL full text indexing.
KnowledgeTree's indexing mechanism includes: a search query builder results ranked by relevance and including a snippet of document content where the 'hit has occurred offline document indexing (improves performance)
Figure: Search and Indexing - main page
3.3.6.1
Viewing Text Extractors and Supported Mime Types
This procedure displays a list of the KnowledgeTree text extractors and their supported mime types. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Extractor Information. View the report.
Note: This report displays the following information about each extractor: description, supported mime types, supported extensions.
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Figure: Report listing the text extractors and supported mime types
3.3.6.2
Viewing Indexing Issues and Re-scheduling Indexing
This procedure displays a diagnostic report listing documents that have caused indexing problems, deletes one or more selected problem documents, and re-schedules indexing for one or more of the documents on the report.
Note: Some settings are not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Document Indexing Diagnostics. 3. View a report listing the documents that could not be indexed. The report provides the following information about each document: a link to the document in the DMS debug and error information the mime type the document ID the index date 4. Do you want to ... delete any documents on the report? To delete all documents, click Remove All. To delete selected documents, select the check box adjacent to the problematic document - one or more; then, click Remove.
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re-schedule indexing of any documents on the report? To re-schedule indexing on all documents, click Reschedule all; or, to re-schedule indexing on selected documents, select the checkbox adjacent to the problematic document - one or more; then, click Reschedule.
3.3.6.3
Viewing the Status of External Dependencies and the Document Indexer
This procedure displays a report on the status of external dependences and the document indexer, which are required components for the proper functioning of KnowledgeTree's search and indexing.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Document Indexer and External Resource Dependancy Status. 3. View the report, which provides information on any problematic components, and troubleshooting information.
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Figure: Report showing the status of external resources and the document indexer (in this case, displaying a problem with the OpenOffice Server)
3.3.6.4
Viewing Document Indexer Statistics
This procedure displays information on the status of document indexing in your KnowledgeTree installation, including:
The last time the indexer was optimized - displays the date and time (hour, minute, and second) The period of time that has passed since the last optimization of the indexer - displays the number of days, hours, and minutes The date and time your system was last indexed - displays the date and time (hour, minute, and second) The period of time that has passed since the last indexing job The total number of documents in your KnowledgeTree repository The total number of documents that have been indexed The total number of documents currently in the indexing queue (documents waiting to be indexed) The total number of documents with indexing problems, if any The index coverage - displayed as a percentage, which may vary from the total as not all documents contain text. The queue coverage - displayed as a percentage, and indicates the percentage of documents currently queued for indexing in relation to the total size of your KnowledgeTree repository
Note: The indexer should be periodically optimized so that you get the best performance out of the
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Document Indexer. This is managed by a background task.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Document Indexer Statistics. 3. View the report.
Figure: View Indexing Statistics for your system
3.3.6.5
Viewing Supported Mime Types and Extensions
This procedure displays a complete report of the mime types and extensions that KnowledgeTree supports. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Mime Types. View the report.
Note: This report displays a table listing, for each mime type, the following information: icon extension mime type description extractor
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Figure: Report displaying supported mime types and related information
3.3.6.6
Viewing Documents in the Indexing Queue
This procedure displays documents waiting in the document indexing queue. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing. 2. Click Pending Documents Indexing Queue. 3. View the report, which lists document in the indexing queue.
Note: Only documents that are associated with an extractor can be indexed. These documents may be recognized in the list as the value in the Extractor Column reads n/a (not applicable).
3.3.6.7
Reschedule all documents
This procedure allows you to re-index your entire document repository. Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Search and Indexing - Reschedule all documents. 2. Click Reschedule all documents.
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3. On the Reschedule all documents page, click Reschedule all.
3.3.7
System Configuration
Most of KnowledgeTree's configuration tasks may be viewed and edited through the web interface, in Administration - System Configuration.
Note: Some settings are configurable in KnowledgeTree's config.ini file.
Client Tools the KnowledgeTree Tools server Client Tools policies WebDAV the OpenOffice.org service Email View, add, and edit: the sending email server address email password email port user name policies for emailing documents and attachments from KnowledgeTree General Settings View, add, and edit settings for: the KnowledgeTree cache custom error message handling disk usage threshold percentages location of zip binary paths to external binaries general server configuration LDAP authentication session management KnowledgeTree storage manager miscellaneous tweaks whether to always display the 'Your Checked-out Documents' dashlet Internationalization Define the default language for the KnowledgeTree user interface enable and disable 'search ideographic language' Office Add-in Configure central policies for the KnowledgeTree Office Add-in: password storage whether to capture reasons on check-in and check-out Search and Indexing - Settings Configure settings for: the Document Indexer the OpenOffice.org service
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Setting Up and Managing KnowledgeTree Search Security Configure security features: Electronic Sign User Interface Configure settings for: the Browse View Custom error messages the User Interface
System Configuration Interface
3.3.7.1
KnowledgeTree config.ini
This topic describes settings that are changed in KnowledgeTree's config.ini file.
KnowledgeTree config.ini
Recommended minimum configuration changes [db]- change the default user name and password [email] - used to enable email notifications (requires setting the SMTP server)
Note: These settings are changed in Administration - System Configuration, in KnowledgeTree's web interface.
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Configuration Settings [db] The database engine. You will need to change at least some of these settings (such as the default username and password, which are created automatically during installation). Database type
Note: At the time of writing (May 2009), MySQL is the only supported database type.
dbType = mysql
Database Login Details

Note: These are the MySQL database usernames and passwords. You may need this information when backing up your database or upgrading. Passwords are user-defined during installation; passwords displayed below are therefore example values only.
Database host details
dbHost = localhost dbName = dms dbPort = default
Unprivileged Database User
dbUser = dms dbPass = password
Privileged Database User
dbAdminUser = dmsadmin dbAdminPass =
[KnowledgeTree] KnowledgeTree automatically detects the default settings in this section. Do not change these settings manually unless you understand the consequences of your actions. Changing these settings incorrectly may introduce errors into your system. The path to the install location for KnowledgeTree on your system
Note: Leave the default to have this automatically detected.
fileSystemRoot = default
The Web server name (host name)

serverName = default
Defines whether or not SSL is enabled

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Setting Up and Managing KnowledgeTree sslEnabled = default
The path to the Web application from the root of the web site i.e. If KnowledgeTree is at http://example.org/foo/, then rootUrl should be '/foo'
rootUrl = default
Defines whether the platform supports PATH_INFO
Provides improved file identification support on *nix systems - not necessary if you use file extensions. The current default is true. pathInfoSupport = default
The location of binaries on your system The default is to the path set for your Web server; this works for Unix-like systems, but may require changes for Windows systems. execSearchPath = default
Defines whether to use the new Dashboard. The default is true. useNewDashboard = default
The level of logging to use - DEBUG, INFO, WARN, ERROR

Note: By default, this option is not enabled in the system; logLevel is commented out in the config.ini file, and is typically only activated for troubleshooting and support purposes.
The default is INFO. logLevel = DEBUG
Defines the location of the mime magic file. The default is /usr/share/file/magic magicDatabase = default
[storage] The storage manager to use for the storage of documents on the file system The default is KTOnDiskHashedStorageManager manager = default
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[ui] Main logo

mainLogo = ${rootUrl}/resources/oemlogo.png
Main logo width, in pixels

mainLogoWidth = 219px
Main logo alternative text, for accessibility purposes

mainLogoTitle = ACME Knowledge Management Systems
Main logo URL

mainLogoURL = ${rootUrl}
The location of the 'Powered by KnowledgeTree' logo powerLogo = ${rootUrl}/resources/powered-by-kt.png
'Powered by KnowledgeTree' logo's width in pixels powerLogoWidth = 130px
'Powered by KnowledgeTree', alternative text for accessibility purposes powerLogoTitle = Powered by KnowledgeTree
IE-specific GIF theme overrides Using the additional IE-specific GIF theme overrides may prevent arbitrary theme packs from working without having GIF versions available. The default is true. ieGIF = default
Automatically Refresh the Page

Change this setting to true to automatically refresh the page after the session would have expired. The default is false.
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Setting Up and Managing KnowledgeTree automaticRefresh = default
'dot' command location On Unix system, to determine whether the 'dot' application is installed. dot = dot
[tweaks] Enabling PHP Error Logging Change this setting to true to enable PHP error logging to the log/php_error_log file. phpErrorLogFile = false
[urls] The directory where KnowledgeTree stores information - e.g. documents

Im portant: Do not change this setting unless you are an authorized and experienced administrative user, and you understand the implications of changing this information. Note: Values for these settings are specific to your installation - e.g. different on Windows and Linux. Values shown below are thus examples only.
varDirectory = C:/Program Files/ktdms/var logDirectory = ${varDirectory}/log documentRoot = C:/Program Files/ktdms/Documents uiDirectory = ${fileSystemRoot}/presentation/lookAndFeel/ knowledgeTree tmpDirectory = ${varDirectory}/tmp
The dedicated feed URL
dedicatedrsstitle = RSS Feed Title dedicatedrssurl =
Files stopwordsFile = ${fileSystemRoot}/config/stopwords.txt
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[session] IP address for sessions Change this setting to true to force sessions to come from the same IP address. The default is false. ipTracking = false
[export] Encoding to use in the bulk export plugin The default is UTF-8 encoding = cp1252
[cache] This configuration enables and disables the cache, and defines the cache location. Enables the cache The default is false. cacheEnabled = false
The location of the cache cacheDirectory = ${varDirectory}/cache
Files cachePlugins = true

Note: This setting is no longer used and will be removed from the config.ini file in a future release.
3.3.7.2
Client Tools
In Administration - System Configuration - Client Tools, you can view and edit settings for: the KnowledgeTree Tools server Client Tools policies WebDAV the OpenOffice.org service
Note: There are two settings for WebDAV on this page:
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WebDAV - Debug, Safemode: configures the normal WebDAV interface KnowledgeTree Tools Settings - Debug, Safemode: configures the extended interface used by KnowledgeTree Tools
System Configuration - Client Tools Settings
3.3.7.3
Email
Configure emailing on the KnowledgeTree server in Administration - System Configuration - Email.

Note: The Mail Serv er Status dashlet displays on the dashboard until you enable emailing. Note: Some settings are not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
On this page you can view, add, and edit: the sending email server address email password email port user name
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policies for emailing documents and attachments from KnowledgeTree
3.3.7.3.1 Configuring Email Settings for KnowledgeTree This procedure edits email settings on the KnowledgeTree server in order to enable emailing from within KnowledgeTree, and to define email rules.
Note: The Mail Serv er Status dashlet displays on the dashboard until you enable emailing. Note: Some settings are not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - System Configuration - Email to open the Email Settings configuration page. 2. The following policies are configurable: whether to allow users to send attachments from within KnowledgeTree (the document is sent as an attachment) whether to allow sending of emails to external email addresses (you can enter the email address of recipients directly)
Note: Set both of the settings above to true to allow KnowledgeTree users to email documents or file links to external users. By default, KnowledgeTree sends
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recipients a link to the document. External users receive a unique, one-time download link directly to the document - log in is not required as they will have no other access to KnowledgeTree.
whether authentication is required for connecting to SMTP the sending email address for emails sent from KnowledgeTree the senders name, for emails sent from KnowledgeTree the email password the email port the address of the SMTP server (the IP address of your email proxy server, or name of your server) the email username whether to restrict sending of emails to within the sender's own groups whether to always send email from the 'email from' address 3. When you're done, click Save Config Settings. Email notification is now enabled on the KnowledgeTree server, and the Mail Server Status dashlet no longer displays on the dashboard.
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3.3.7.4
General Settings
Configure the following settings in Administration - System Configuration - General settings: KnowledgeTree Cache View and edit the following settings: the location of the KnowledgeTree cache (the default is C:/Program Files/ktdms/var/ cache); whether the cache is enabled (the default is 'False'); the path to the proxy cache (the default is /cache; the default value is C:/Program Files/ktdms/var/proxies); whether the proxy cache is enabled (default is 'True'); Dashboard View and edit the following settings: whether to always display the 'Your Checked-out Documents' dashlet, even when there is no data to display. Default is 'False' Disk Usage Dashlet View and edit the following settings: the 'Urgent Threshold' - the percentage below which the mount in the Disk Usage dashlet changes to Red, indicating that the lack of free space in the mount is critically low (the default value is 5%); the 'Warning Threshold - the percentage below which the mount in the Disk Usage
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dashlet changes to Orange, indicating that the mount point is running out of free space (the default value is 10%) Export Configures the following settings for KnowledgeTree's 'Bulk Export' feature: whether to use the external zip binary for compressing archives (default is to use the PEAR archive class); whether to use the Bulk Download Queue, which performs bulk downloads in the background to prevent issues with normal browsing while the download is in progress the location of the zip binary - the zip command uses 'execSearchPath' to find the zip binary if the path is not provided. Values are auto-populated, specific to your installation, either Windows or Linux (the default value is 'zip', e.g. on Windows, C:/ Program Files/ktdms/bin/zip/zip.exe External binaries Configures the paths to the various external binaries that KnowledgeTree uses: antiword catdoc catppt df java pdftotext php pstotext python xls2csv GUID Inserter Defines whether to backup the latest content version of documents before inserting the GUID Import Configures Bulk Import settings: enable and disable the Bulk Import plugin (default is 'False'); the location of the unzip binary - the unzip command uses 'execSearchPath' to find the unzip binary if the path is not provided. Values are auto-populated, specific to your installation, either Windows or Linux (default value is 'unzip', e.g. on Windows, this may be C:/Program Files/ktdms/bin/unzip/unzip.exe KnowledgeTree Configures the following general settings for your KnowledgeTree installation: the level of logging to use (DEBUG, INFO, WARN, ERROR). The default is INFO; the location of the mime magic database file. The default value is C:/Program Files/ ktdms/knowledgeTree/../common/share/file/magic whether to redirect to the Browse View (Browse Documemts) on login, instead of the Dashboard. The default is 'False';
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Setting Up and Managing KnowledgeTree defines one or more users who must be directed to the Dashboard on Login, when 'Redirect to Browse' is set to 'True in the previous setting the path to the web application from the root of the web server (root URL). For example, if KT is at http://example.org/foo/, then the root directory should be '/foo'; Scheduler Interval - defines the frequency, in seconds, at which the Scheduler is set to run. The default value is 30; whether to use the AJAX dashboard, which allows users to drag the dashlets to change the Dashboard display. The default is 'True'; LDAP authentication Configures the following settings: whether to allow LDAP groups to be created automatically. Default is 'False'; whether to allow for users moving around within the LDAP or Active Directory structure, which typically causes failed login for these users. Enabling this setting triggers a search for these users (using their sAMAccountName setting) when their login attempts fail, and allows updating of their authentication details; Server settings Configures the following settings for the server: the Internal Server IP - typically, this is set to 127.0.0.1. the Internal Server port - the default value is 80; the External Server IP the External Server port Session management Configures the following settings: whether to allow anonymous users to log in automatically. Default is 'False'.
Note: Best practice is not to allow automatic login of anonymous users unless you understand KnowledgeTree's security mechanisms, and have sensibly applied the roles 'Everyone' and 'Authenticated Users'.
whether to automatically create a user account on first login for any user who does not yet exist in the system. Default is 'False'. session timeout - defines the period, in seconds, after which the system times out following a period of inactivity. Storage Defines the storage manager to use for storing documents on the file system. The default value is KTOnDiskHashedStorageManager Tweaks Configures the following miscellaneous tweaks for your KnowledgeTree installation: Browse to Unit Folder - specifies a logged in user's 'Unit' folder as their default folder view in Browse Documents. The default, 'False', displays the root folder; Always Force Original Filename on Check-in - setting this to 'True' hides the option to force the original filename of a document on check-in, and ensures that the filename will always stay the same;
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Generic Metadata Required - defines whether to present KnowledgeTree's generic metadata fields for users to fill out on document upload. Default is 'True'; Increment version on rename - defines whether to update the version number if a document filename is changed/renamed; Noisy Bulk Operations - defines whether bulk operations generate a transaction notice on each item, or only on the folder. The default, 'False' indicates that only folder transactions occur. Php Error Log File - enables PHP error logging to the log/php_error_log file. Default is 'False'; Update Document Version (Content) on Editing Metadata - setting this to 'True' allows the document version to increase when the document metadata is updated. The document version is equivalent to the document content version. URLs Defines the paths to the KnowledgeTree server and file system for the following components: Note that full values are specific to your installation, i.e. either Windows or Linux: Document Directory Graphics Url - the path to the user interface graphics Log Directory PDF Directory - the path for storing the generated PDF Documents Stopwords File Temp Directory UI Directory User Interface Url - the path to the core user interface libraries Var Directory User Preferences Configures the following settings: defines the minimum password length on password-setting (the default value is 6); Restrict Admin Passwords - defines whether to require the admin user to apply minimum password length when creating and editing accounts. The default, 'False', allows the admin user to create accounts with shorter passwords than the specified minimum; Restrict Preferences - defines whether to restrict users from accessing the 'Preferences' menu. Default is 'False';
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System Configuration - General Settings
3.3.7.4.1 Allowing Anonymous Login This procedure allows anonymous users to log in to the system.
Note: This option is not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki. Note: The default is False, which disallows anonymous login; changing this setting is not recommended unless KnowledgeTree's security features are well understood, and the roles 'Everyone' and 'Authenticated Users' are sensibly applied.
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Perform the following steps: 1. Use your administrator username and password to log in to KnowledgeTree's web interface; then, go to Administration - System Configuration - General Settings to open the configuration screen for these settings. 2. Locate the Session Management parameter; then, change the Anonymous Login setting to True. 3. Click Save Config Settings.
Session Management
3.3.7.4.2 Disabling the Ajax Dashboard This procedure disables KnowledgeTree's Web interface Ajax dashboard.
Note: The Ajax dashboard allows users to drag the dashlets to alternate positions on the dashboard, thus creating a custom view of the dashboard. The default setting is 'True', which enables the Ajax dashboard by default.
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - System Configuration - General Settings. 2. In General Settings, locate the KnowledgeTree section; then, change the value in the Use AJAX dashboard setting to False. 3. Click Save Config Settings.
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Setting Up and Managing KnowledgeTree 3.3.7.5 Internationalization
In Administration - System Administration - Internationalization, you can: view and modify the default language for KnowledgeTree's web interface - the default is English. enable and disable 'search ideographic language' on languages that do not have distinguishable words (typically, where there is no space character), and allows KnowledgeTree's Search function to deal with this issue. The default is 'False'.
System Configuration - Internationalization Settings
3.3.7.6
Search and Indexing - Settings
Configure settings for the following components in Administration - System Configuration - Search and Indexing:
Document Indexer - configure the number of documents to be indexed in a cron session (the default value for batch documents is 20), the number of documents to be migrated in a cron session (the default value for batch migration documents using KnowledgeTree's migration script is 500); and enable or disable the Document Indexer. OpenOffice.org Service - configuration options for the OpenOffice.org service,
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including: the host on which OpenOffice is installed (the OpenOffice server); the port on which OpenOffice listens (default value is 8100); the path to the OpenOffice program directory (default value is ../openoffice/program)
Note: Several KnowledgeTree features use this service.
Search - configure maximum results from SQL query (default is 10000); define how search results display format (options are: search engine style, or browse view style. The default is 'Search Engine Style'); define the number of search results to display per page (default value is 25). Search and Indexing - configure settings for the Document Indexer, the OpenOffice.org service, and Search
System Configuration - Search and Indexing
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3.3.7.7
Security
View and modify security settings, such as Electronic Signatures, in Administration System Configuration - Security.
System Configuration - Security Settings
3.3.7.7.1 Electronic Signatures KnowledgeTree's Electronic Signatures functionality is an auditing tool that provides additional security for your document management system to facilitate compliance with CFR 21 Part 11.
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Enabling electronic signatures forces KnowledgeTree users to enter their username and password to authenticate to the system when adding and editing documents and folders, when changing their personal preferences, and, for admin users, when working in KnowledgeTree's administration module, Administration.
Figure: Adding an electronic signature on the Add Folder action
Audit Trails
The electronic signatures functionality adds the following auditing data to the document or folder transaction history: name of the action date and time of the action
Note: The time stamp is defined by your server time and time zone.
the name of the relevant user the comment entered for the action
Configuring Electronic Signatures

Electronic Signatures are configured through KnowledgeTree's Web interface, in Administration - System Configuration - Security Settings.
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The following settings are configurable: the time period (in seconds) before re-authentication is required in the Administration module (default is 600 seconds, i.e. 10 minutes); whether electronic signatures are required for accessing the Administration module, Administration - default is False (disabled); whether to enable electronic signatures in the KnowledgeTree API, and for KnowledgeTree client tools - default is False (disabled); whether electronic signatures are required on 'write' actions (in the Web interface) default is True
3.3.7.7.2 Configuring Electronic Signatures This procedure enables and disables Electronic Signatures for KnowledgeTree's Web interface, and for the KnowledgeTree API and KnowledgeTree Client Tools.
Note: Electronic Signatures are a security tool that requires users to provide their KnowledgeTree logon username and password to re-authenticate to the system on any 'write' action to documents and folders, and when modifying document and folder metadata. Additionally, on some actions, you may need to provide reasons for your action. Electronic signatures are recorded in the document transaction history, or in the folder transaction history, as applicable.
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Prerequisites: KnowledgeTree Commercial Server version 3.6.1 and above Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - System Configuration - Security. The Electronic Signatures configuration page displays.
2. Do you want to ... change the time period (in seconds) before re-authentication is required in the Administration module? Enter a value in the text field for the following setting: Set Time Interval for Administrative Electronic Signature. The default value is 600 seconds (10 minutes). enable electronic signatures in Administration? Set the value for Enable Administrative Electronic Signature setting to 'True'. The default is False (disabled). disable electronic signatures in Administration? Set the value for Enable Administrative Electronic Signature setting to 'False'. The default is False. enable electronic signatures in the KnowledgeTree API and for all the KnowledgeTree client tools? Change the Enable API Electronic Signatures setting to 'True'. The default is 'False' (disabled).
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Setting Up and Managing KnowledgeTree enable electronic signatures for all 'write' actions that can be performed in KnowledgeTree's web interface? Set the value for Enable Electronic Signatures setting to 'True'. The default is 'False' (disabled).
Note: Electronic Signatures are implemented for the following actions in KnowledgeTree's Web interface: Copy, Move, or Delete a document Check-out / Check-in a document Cancel a document check-out Transition a document in a workflow Rename a document Edit document metadata Archive a document Add or Delete document links Delete a document link and, on the following Bulk Actions for documents: Move, Copy, Delete, Check-out Add, Delete, Modify Document Alerts Make a document immutable Start a new workflow Add a document to a folder Add and Edit folder permissions Add and Edit Roles for a folder Rename, Delete, Copy, Move a folder Note: Electronic signatures are recorded in the transaction history - document actions are recorded in the document transaction history; folder actions are recorded in the folder transaction history. Changes to the electronic signatures functionality are recorded in the general activity logs; access to KnowledgeTree's administration module (Administration) are recorded in the user activity log.
3.3.7.8
User Interface
Configure the following settings for the user interface through Administration - System Configuration - User Interface:
Browse view actions - defines options for working in the Browse View, including: whether the Property Preview action displays 'on click', or 'mouse-over' (default is 'onclick); and the maximum number of characters to display for a document of folder title in the Browse View (maximum allowable characters is 255; the default value is 40) Custom Error Messages - configures the following settings: enable/disable the custom error handler and custom error messages (default is 'on' - i.e. 'enabled'); and the custom error path, which is the file name or URL of the custom error page (the default value is customerrorpage.php) User Interface - configures the following settings: whether to always show a full list of all users and groups without having to click 'show all users' (the default is 'false' - this action is typically available when viewing and configuring users and groups);
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the application name used by KnowledgeTree OEM partners - this name replaces 'KnowledgeTree' wherever the application name displays in the interface (the default value is 'KnowledgeTree'); whether to automatically refresh the page after the session would have expired; the path (relative to the KnowledgeTree directory) to the custom logo for the KnowledgeTree user interface (the default value is /resources/companylogo.png. The logo must be 50px tall, and on a white background); alternative text for the title of your custom company logo, for accessibility purposes (the default value is 'Add Company Name'); the width of your custom company logo, in pixels (the default value is 313px); whether to use a condensed (compact) user interface for the KnowledgeTree administrator's view of the KnowledgeTree user interface (the default is 'False'); location of the dot binary (command location) - on Unix systems, to determine whether the 'dot' application is installed (the default value is 'dot'); whether browsers may provide an option to open a document from download (default is 'False' - change to 'True' to prevent most browsers from allowing this option); whether to use the additional IE-specific GIF theme overrides, which may restrict the functioning of arbitrary theme packs without having GIF versions available (the default is 'False'); whether custom skins may be used for the KnowledgeTree user interface (default is 'False'); the location of the custom skin, when skinning is enabled (the default value is 'blue'); the system URL used in the main logo (the default value is http://www.knowledgetree. com)
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System Configuration - User Interface Settings
3.3.8
License Administration
You will need a valid license to activate KnowledgeTree's commercial features, and to have access to the KnowledgeTree Commercial client tools and add-ins.
See Also: Viewing / Deleting Existing Licenses and Adding New Licenses
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Figure: License management interface for KnowledgeTree Commercial
3.3.8.1
Viewing / Deleting Existing Licenses and Adding New Licenses
This procedure adds your KnowledgeTree Commercial license and displays and removes existing licenses. Commercial Editions Only
Note: Only the KnowledgeTree Commercial Edition requires a License. Note: This option is not relevant for KnowledgeTreeLive - the hosted, SaaS version of KnowledgeTree Commercial on-premise. View details on the KnowledgeTree Wiki.
Pre-requisites: If you have purchased a License key, or if you are using the Trial license, KnowledgeTree Sales will email your License key to you. You need to have downloaded the key to your local environment (i.e. to your desktop, or to a network location from where you can upload it to KnowledgeTree's web interface).
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, open Administration - License Administration. 2. Click Manage Keys. 3. Do you want to ... add a new license key? In the Add new key section, click Browse to locate the key on your local environment; then, click Add License. Your license key displays on the page with the following information: number of licenses, expiry date, number of days to expiry, organization name.
Note: When upgrading from one license type to another, you need to delete the old key.
view existing keys? Your existing keys are listed on the page. Only 1 key is active at
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Setting Up and Managing KnowledgeTree one time. The key that expires first appears at the top of list. remove a license key? Click the Delete link for the relevant key.
3.3.9
Reporting
You can generate the following types of user activity reports in KnowledgeTree's web interface, in Administration - Reporting: Commercial Editions Only
Last Login Information Report This report allows you to see the last time any system user has logged in - define either: last login for all system users; or, last login for any system users who have logged in over a predefined past period - a predefined number of days, weeks, months, or years Login Activity Report This report allows you to view a full login history for all system users, with two options: display full login activity, for all users, over a predefined past number of days, weeks, months, or years; or, display full login activity, for all users, from a specified start period, to a specified end period.
Note: For this option, a 'date and time' calendar function allows you to select a specified date and time for the start period and the end period.
Full Login History This report displays a full login history for a specified user, since this user was added to the system.
3.3.9.1
Generating User Activity Reports
This procedure generates various types of user activity reports - last login information, login activity, full login history. Commercial Editions Only
Perform the following steps: 1. Use your administrator credentials to log in to KnowledgeTree's web interface; then, go to Administration - Reporting - User Reports to open the report generation interface. 2. What type of report do you want? I want to see the last time any system user logged in to the system? In the Last login information section, select the Show all users radio button; then, click Show.
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I want to see the last time any system user logged in to the system and show those users who have not logged in, over a predefined past period? In the Last login information section, select the Show users that ... radio button; then, select have / have not in the first drop down. Define a past time period - a number of days, weeks, months, or years. When you're done, click Show. I want to see a full login history for all system users, over a predefined past period? In the Login Activity section select the Show login activity for the last ... radio button; then, define a past time period - a number of days, weeks, months, or years. Click Show. I want to see a full login history, for all system users, between a specified start date and time, and a specified end date and time? In the Login Activity section select the Show login activity between ... radio button. Now click the first select button to define a start date and time; then, click the second select button to define an end date and time. When you're done, click Show. I want to see a full login history for a specified system user, starting from the date this user was added to the system? If you know the name of this user, enter the username, or the first few letters of the user name in the Username field; then, click search for users. Alternatively, click view all users to display a list of all system users. In the list that displays (single user, or all users), click View to display the Login History report for the user.
183
Index
184
Index
-[[PICTURE Manage Plugins.png] 58
Configure
178
Bulk download Configure 60, 166 Queue 60, 166 Bulk exports Configure Bulk import Configure 47, 166 166
-AAdministrator mode and unit adminstrator 42 Enabling and disabling 43 Advanced search Expressions 24 Queries 24 Alerts by Document Type Configuring 116 113
Bulk uploads Best practice for 17, 48 Compression formats 48 Extensions 48 Zipped files 48
-CCache 155, 166 Check in Force 90 Check-out 4, 38 Override 90 Cleanup Temporary Directory Client Tools Configure settings 161 Policies 155, 161 config.ini 156 Custom Error Messages Custom permissions Add new 85 Deleting 86 Viewing 86 178 60
Anonymous login 155, 170 Archived documents 89 Restoring 89 Authentication Active Directory 66, 68, 69 Configure sources 68 Database 67 External 67 LDAP 68, 69, 166 Providers 67, 69 Authentication providers Editing 69 Authentication sources Adding 68 Deleting 68 Editing 68 68
-DDashboard Configure 32, 35, 166, 171 Disabling Ajax 171 Dashlet Adding new custom 30 Disk usage 35, 166 Go to Document ID 35 License 35, 180, 181 Mail Server Status 35, 162, 163 My Dropped Documents 35 Notifications 35 Orphaned Folders 35 Pending Documents 35
-BBackground tasks Binaries External 166 60, 63 Browse Documents 32, 38 Configure columns 65 Default view in 40 Viewing folders in 40 Browse to Unit Folder Browse view 166
2008, 2009 KnowledgeTree Inc.
185
KnowledgeTree 3.7 Administrator Manual Disable 62 Enable 62 Statistics 152 Document numbering schemes Configuring 95 Tokens 93 Using 92 Document storage Verify 89, 90 Document type alerts 63, 113 Configuring 60, 116 Document types 7, 9, 10, 11, 91, 106, 113, 116, 148 Adding new 12, 118, 119 Associating fieldsets 119 Email 97, 119 Enabling and disabling 119 Dynamic conditions Add new 82, 83 and workflows 81 Assigning 83 Configuring 81, 82 Deleting 82 Editing 82 Running 84 Viewing 82
Dashlet Quicklinks 35, 52, 58 Recently Added/Changed Documents 35 Recently Viewed Items 35 RSS Feeds 35, 58 Storage Utilization 35 System Folder Utilization 35 Tag Cloud 35, 58 Top Downloads 35 WebDAV 27, 35 WebDAV Connection Information 27, 35 Welcome 35, 38 Your Checked-out Documents 35, 58, 166 Database Configuration settings 156 Consistency check 90 Login details 156 Script 60 Deleted documents Expunging 90 Restoring 90 Dependencies Resource 60 View status 151 Disclaimers Adding 53 Editing 52 Footer 53 Login page 53 Disk usage Statistics 60, 166 Threshold percentages
-EElectronic signatures Configuring 176 155, 166 174 Email 155 Configuring 35, 162, 163 Document types 97 Email document types Configuring 98 97
DMS Administration 32, 49 Document 90 Actions menu 38 Alerts 60 Bulk export 47 Expunge 60 Import 47 Indexer 62, 148, 150, 152, 154 Numbering schemes 92, 93 Processor 60 Restoring archived 89 Storage 89 Types 12, 97, 118, 119 Document Indexer 148, 172 Configure batch documents 62 Configure batch migration 62
-FFields Adding 106 Editing 111 Lookup 107 Tree 108 Viewing 106 Fieldsets Adding 102 Conditional 104
Index Fieldsets Configuring 99 Editing 103 Types 99 Viewing 101 Folder Actions menu 38 And metadata 9, 11 Permissions 40, 43 Rename 38 Structure 9, 10, 11 Transactions 42 View content in 40 Folder Transactions Viewing 42
186
-IImport Documents 17, 47 From server 47 Users and groups 67, 68, 71, 77 Indexing 35, 153 Optimizing 60, 63 Queue 154 Reports 148 Re-schedule 154 Schedule 60 Statistics 17, 152, 155 Troubleshooting 15, 17, 60, 62, 63, 148, 149, 150, 151, 152, 154, 172 Internationalization 155, 172
-GGeneral settings 155, 166 Getting started 17, 32 Groups Add new 71 Add sub-groups 72 Add users to 72 Assign administrator rights to 71, 72 Assign unit administrator rights to 71, 72 Delete 72 Display all 72, 178 Editing 72 Manage 70 Permissions 43 Search for 72 Sub-groups 2, 66, 70, 71, 72 Viewing 72 GUID and Indexing 15, 166 and KnowledgTree Office Add-in Configure 15, 166 Plugin 15, 58
-KKnowledgeTree API 2 Commercial editions 180 Documentation 2 Getting started with 17 Help 2 Hot Folders 17 Migrating 17 Office Add-in 161 Permissions 4, 6, 11, 43, 85, 86 Quickstart 17 Release notes 2 Starting 19 Users 2, 66, 76, 77, 78 Wiki 2 Workflows 13, 91, 120, 121, 122, 123, 124, 126, 131, 134, 139, 144, 145, 147, 148 KnowledgeTree Client Tools Email document types 97 Office Add-in 15, 155, 161 KnowledgeTree Commercial Editions KnowledgeTree Community Edition Configuring WebDAV on 27 KnowledgeTree Office Add-in Configuring user policies GUID inserter 15 KnowledgeTree server Starting 19 161 155 180
15
-HHelp 2 Add custom 50, 56 Deleting 50, 56 Edit custom 50, 56
187
KnowledgeTree server Stopping 19
-PPasswords Administrator 19 Changing default 26 Login 19 Restoring default 27 Permissions 2 Assigning 43, 75 Custom 85, 86 Default 4 Dynamic 43, 81, 83 Edit 43 Folder 4, 6, 11, 43 Group 4 Inheritance 4, 43 Override 43 Role 4, 43 Structure 6 Viewing 43 PHP information 65 Download 64 Plugins Bulk export 47, 58 Community 58 Disable 58 Document Jump 35, 58 Enabling 58 GUID 15 Index 58 Managing 50, 58 Password Reset 27, 58 Read 58 Preferences Configure 32 166
-LLanguages 19 Default 178 Search ideographic LDAP 67, 69, 166 License About 180 Add new 181 Expiry 181 Install 181 View existing 181 Links 112 Configuring 112 172
Login Anonymous 170 Default password 19, 27 Reports 182 Logo Adding new custom Logout 21 30, 178
-MManaging views 65 Metadata Adding 12, 98, 99, 106, 118, 124 And permissions 11 And search 7 Configure 91 Implementing 9 Planning 6, 9, 10, 11, 12, 17 Storing 10 Migration 17 Mime types 149, 153
-QQuicklinks Adding 50, 52 Deleting 52 Editing 52 Re-order 52
-OOffice Add-in 155 OpenOffice Service 172 OpenOffice test 60, 172 OpenSuse server Connecting to KnowledgeTree on
28
Index
188
-RReports 49, 149, 150, 151, 152, 153, 182 Full login history 182 Last login 182 Login activity 182 Search and indexing 148 Transaction 50, 55 Roles 6, 43 Add and remove groups for 45 Add and remove users on 45 Adding new 2, 87 Allocating 45 Assigning 45 Deleting 88 Editing 88 Rename 88 RSS Feeds 35
Run saved 21 Saving 21 Share saved 21 Using 21, 24, 63, 148, 172 Search expressions Example 24 21
Security 11, 174 and custom permissions 4, 6, 80, 85 and dynamic conditions 80, 81, 83, 84 and electronic signatures 174 and Roles 43, 80, 87 Manage 80 Session management SSL Configuring 29 Starting KnowledgeTree On Linux 19 Statistics Disk usage 60, 166 Document Indexer 152 Folder utilization 60, 166 Refresh Index 60 Support View system information 64 155, 166, 170
-SScheduled indexing Managing 62, 63 Scheduled tasks Change frequency 60, 63 Disable 63 Document Alerts 60, 63 Document Expunge 60, 63 Enable 63 Indexing 60, 63 Run on next iteration 60, 63 Scheduler 50, 60, 63 Search Advanced 21, 24 Complex 21 Configure settings 172 Criteria 21 Criteria editor 21 Default 21 Expressions 21, 63 Manage saved 21 Metadata only 21 On content and metadata Past 21 Quick 21 Ranking 21 Results 21, 65
-TTask Scheduler Manage 60, 63 Text extractors 149 Transaction reports by date and transaction type by user 55 Global activity 55 User activity 55 Troubleshooting Tweaks 166 150
55
-U21 Unit administrator 73, 75 Units Adding 2, 73, 74 Assign administrator 75 Default browse to 2, 166 Deleting 74 Editing 74
189 Units Viewing
KnowledgeTree 3.7 Administrator Manual Copying 144 Notifications 131 Permissions 13, 126 Settings 142 State 131, 147 Transition 134, 139, 145, 146 Transition effects 139 Transition restrictions 134, 139, 146
74
User interface Settings 178 Username 19, 77 Users 66 Add to group 72, 76 Add to roles 2, 45, 88 Adding new 77 and Permissions 2, 4, 6, 43 Change password 78 Delete 78 Disable 78 Edit 78 Enable 78 Import 77 Manage 76 Manage groups for 78 Remove from group 78 Search 78 Viewing 78, 178
-VVersion Control mechanisms History 4, 42 Views Managing 65 4
-WWebDAV and KnowledgeTree Community Edition Configuring 27 Dashlet 27, 35 Enabling write mode 27 WebDAV clients Allowing write access to 27 27
Workflows About 13 Adding new 13, 122, 123, 124, 144 Allocating to document types 148 Automatic assignment 120, 121 Components 13 Configuring 13, 122, 123, 145 Configuring security by state 126

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What are the main sections covered in the document?

What are the main sections covered in the document?

How are permissions and roles used in the system?

How are permissions and roles used in the system?

Administrator Manual

KnowledgeTree 3.7 Administrator Manual

Part II Getting Started

KnowledgeTree 3.7 Administrator Manual - 06 January 2010

KnowledgeTree 3.7 Administrator Manual

................................................................................................................................... 35 The KnowledgeTree Dashboard

................................................................................................................................... 38 Browse Documents

Importing......................................................................................................................................................... 47 Content from a Server Location

KnowledgeTree 3.7 Administrator Manual - 06 January 2010

Viewing / Editing ........................................................................................................................................... 78 / Deleting Users

Running Dynamic........................................................................................................................................... 84 Conditions

........................................................................................................................................... 87 Adding New Roles

Viewing / Editing ........................................................................................................................................... 88 / Deleting Roles

Viewing / Editing ........................................................................................................................................... 95 / Adding Custom Numbering

KnowledgeTree 3.7 Administrator Manual - 06 January 2010

Viewing Existing........................................................................................................................................... 101 Fieldsets

Associating / Disassociating Fieldsets and Document ........................................................................................................................................... 119 Types

Enabling / Disabling Automatic Assignment of ........................................................................................................................................... 121 Workflows Workflows

........................................................................................................................................... 122 How to set up a Workflow

Getting Started - Adding the workflow to KnowledgeTree ...................................................................................................................................... 123

Adding / Editing ........................................................................................................................................... 131 Notifications on Workflow States

KnowledgeTree 3.7 Administrator Manual - 06 January 2010

........................................................................................................................................... 145 Editing Connections from Transitions to States

Adding / Editing ........................................................................................................................................... 145 Transitions

Adding / Editing ........................................................................................................................................... 147 States

Viewing Text.................................................................................................................................................. 149 Extractors and Supported Mime Types

Client Tools .................................................................................................................................................. 161 Email

License ......................................................................................................................................................... 180 Administration

KnowledgeTree 3.7 Administrator Manual - 06 January 2010

Part 1 KnowledgeTree Overview

This v ersion: KnowledgeTree Commercial server: version 3.7

Users, Groups, Roles, and Units

KnowledgeTree 3.7 Administrator Manual 06 January 2010

KnowledgeTree 3.7 Administrator Manual 06 January 2010

The Permissions System

KnowledgeTree 3.7 Administrator Manual 06 January 2010

Rename Folder - allows you to rename the folder.

Figure: Viewing permissions on the root folder

How are permissions assigned?

Permissions on a folder are automatically assigned to the folder

KnowledgeTree 3.7 Administrator Manual 06 January 2010

Creating the Permissions Structure

KnowledgeTree 3.7 Administrator Manual 06 January 2010

the importance of security for the organization and its repository

the importance of permissions for the repository

whether units and unit administrators are required

whether role-based permissions are required

whether dynamic permissions are required

KnowledgeTree 3.7 Administrator Manual 06 January 2010

KnowledgeTree 3.7 Administrator Manual 06 January 2010

fieldsets, and fields, will help you to achieve this goal.

The Metadata Structure and the Folder Structure

KnowledgeTree 3.7 Administrator Manual 06 January 2010

Folders, without fieldsets

Fieldsets, without a folder structure

Storing Metadata in the Folder Structure