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PDMS Limited, Global House, Isle of Man Business Park, Douglas, Isle of Man, IM2 2QZ Tel: +44 (0)1624 664000 Fax: +44 (0)1624 678787 Email: DoxShare@pdms.com Web: www.pdms.com/DoxShare
DoxShare Administrator Manual
PDMS
Revision DoxShare 2.3
Date 17 November 2016
Document ID DoxShareAdministratorManual_v2.3.docx
PDMS DoxShare Administrator Manual
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Table of Contents
Table of Contents _________________________________________________ 2
1 Change History _________________________________________________ 3
2 Terms of Reference ______________________________________________ 4
3 DoxShare Security _______________________________________________ 5
3.1 Overview ______________________________________________________________ 5 3.2 Document Security ______________________________________________________ 6
3.2.1 Security Groups __________________________________________________________________ 6
3.2.2 Document Classifications __________________________________________________________ 8
3.2.3 Using both Security Groups and Document Classifications _________________________________ 9
3.2.4 Home Page Documents __________________________________________________________ 10 3.3 Functional Access ______________________________________________________ 11
3.3.1 Policies _______________________________________________________________________ 11
3.3.2 Permission Groups ______________________________________________________________ 11 3.4 Secure Operation _______________________________________________________ 11
4 Administering DoxShare _________________________________________ 12
4.1 Users and Groups ______________________________________________________ 13
4.1.1 Users _________________________________________________________________________ 13
4.1.2 Security Groups _________________________________________________________________ 16
4.1.3 Permission Groups ______________________________________________________________ 18 4.2 Documents ____________________________________________________________ 21
4.2.1 Document Types ________________________________________________________________ 21
4.2.2 Additional Fields ________________________________________________________________ 22
4.2.3 File Formats ___________________________________________________________________ 23
4.2.4 Document Classifications _________________________________________________________ 24 4.3 System _______________________________________________________________ 25
4.3.1 Site Settings ___________________________________________________________________ 25
4.3.2 DoxShare Personal Licence _______________________________________________________ 31
5 Web Folder Access (WebDAV) ____________________________________ 32
5.1 Provision _____________________________________________________________ 32 5.2 Supported Functions ____________________________________________________ 33
5.3 Functions Not Supported _________________________________________________ 33 5.4 Suggested Uses________________________________________________________ 33
6 DoxShare Personal Data Store ____________________________________ 34
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1 Change History
DoxShare
Version Summary of changes Date
1.0 Administrator Manual version 1 02/04/2012
1.3 Various, including DoxShare Personal 31/05/2012
1.5 Updated to include changes introduced on versions 1.4 and 1.5 02/10/2012
2.0
Updated to include changes introduced in DoxShare Version
2.0 (see Section Error! Reference source not found.);
DoxShare Personal Data Store section added
25/02/2013
2.0 Updated to change references to Controlled Document Portal/
CDP to DoxShare. 02/05/2014
2.3 Updated screenshots and functionality to bring in line with
Version 2.3 17/11/2016
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2 Terms of Reference
DoxShare is a software application and secure data repository provided by PDMS on a
resilient, managed, Software-as-a-Service basis.
DoxShare enables you to centrally store, edit and share documents with your various
stakeholders, in a controlled way, no matter where they are in the world. Key features of this
secure system include a simple folder-based filing structure, with document version controls,
audit trails and search features; and sophisticated access/permission settings that your
administrator(s) can manage for each user of the system. Hosting, backups and upgrades
are also taken care of as part of the monthly subscription package.
DoxShare can be accessed via web-browsers using a secure connection from anywhere with
Internet access. It is optimised for Internet Explorer (version 7 and above), and the latest
versions of Firefox, Safari and Chrome.
Depending on how your network is set up, you may also be able to use Windows File
Explorer to access DoxShare folders. If permitted by your organisation, you will be able to
access folders and documents stored in DoxShare via a network drive in the same manner
that you access other network resources.
DoxShare Personal is an application which, once installed and configured, connects to
DoxShare server and downloads and stores the documents available to a user on their
computer. Downloaded documents can then be viewed even when an Internet connection is
not available.
This DoxShare Administrator Manual provides guidance on the administration features
provided within DoxShare. It explains only the features of DoxShare that are exclusively
available to DoxShare System Administrators. For a description of all the other features
available to system users, please refer to the DoxShare User Manual.
This manual is divided into the following sections:
DoxShare Security – An explanation of how DoxShare’s security features work;
Administering DoxShare – A description of the administration functions in DoxShare
and how to use them, including how to set-up security settings;
Web Folder Access – A description of how to use DoxShare as a file server on your
network;
DoxShare Personal Data Store – Information on where DoxShare Personal stores
its Documents on users’ computers.
For further resources and important information, please visit www.DoxShare.com
Note: Images have been included in this manual as a visual prompt to help locate the item
in the application. As DoxShare is enhanced, and as the interface to may have
been tailored to suit your organisation, some controls may have a different
appearance and location in your version of the application to those illustrated in this
manual. Their behaviour, however, will be consistent with that described.
To facilitate identification of the control or icon being explained, red circles/ovals
overlaying images of the system have been used as highlights, e.g. item of interest.
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3 DoxShare Security
3.1 Overview Authenticated access to DoxShare is provided by entry of a Username and Password
combination. Control over which Documents are visible to which authenticated Users is
provided by a combination of:
Security Groups (see 3.2.1), and
Document Classifications (see 3.2.2).
You, as a DoxShare Administrator, should ensure that security measures appropriate to the
nature of the Documents being uploaded to your DoxShare should be applied, such as not
allowing Usernames to be shared and implementing appropriate Password control (see
4.3.1.2 Password Settings).
Note: Documents contained by your DoxShare which are marked as “Visible without login”
will appear on the Home Page of your DoxShare and can be accessed by un-
authenticated visitors to the Home Page. In the default case, i.e. when hosted by
PDMS and with no IP Address Restrictions applied, this means that such
Documents will be publicly visible
The actions that a particular User is able to perform whilst using DoxShare are controlled via
assigned:
Permission Groups and their Policies (see 3.3).
All these are under the control of you, as a DoxShare Administrator, as explained in section 4
Administering DoxShare.
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3.2 Document Security
3.2.1 Security Groups Security Groups are used to control which Folders, and therefore which Documents, are
visible to which Users of DoxShare.
Each User can be a member of one or more Security Groups, and each Folder can be
allocated to one or more of these same Security Groups. For a Folder, and therefore the
Documents it contains, to be visible to a User, it must share at least one Security Group with
that User.
Security Groups are fully maintainable by you, as a DoxShare Administrator, as explained in
section 4.1.2 Security Groups. For example, you may use them to represent different
departments within your organisation.
Note: If you do not wish to take advantage of the Security Group feature, simply use the
single default Security Group created for you.
The following diagrams illustrate how Security Groups work.
Security Groups for folders and users
Group A
Group C
Mr B
Mr C
Mr A
Mr AC Mr ABC
Mr BC
Mr AB
Group B
Flr A
Flr B
Flr C
Flr AFlr ACFlr ABCFlr ABFlr AC
Flr CFlr BC
Flr CFlr AB
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A Sub-Folder can belong to a Security Group which the Folder containing it (its Parent
Folder) does not belong to. As a User must be able to access the Parent Folder in order to
see the contents (which include the Sub-Folder), DoxShare may require that a User belongs
to multiple Security Groups in order to access a Folder.
In the example below, the User who is just in the “A” Security Group (“Mr A”) does not have
access to the “A” Folder within the “C” Folder because he is not also in the “C” Security
Group. A User who has both the “A” and “C” Security Groups (such as “Mr ABC”) can see
the “A” Folder within the “C” Folder.
Security Groups and the Tree Structure
A
Flr AFlr ACABC
C
A
C
B
A
Flr CAB
Mr ABC
Flr CBC
Flr C
Flr CAB
ABC
C
C
B
AB
Mr BC
BC
BC
AB
A
Flr AFlr ACABC
A
Flr CAB
Mr A
BC
Flr CAB
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3.2.2 Document Classifications Document Classifications and their Clearances are used (along with Security Groups) to
control which Documents are visible to which Users of DoxShare. They are hierarchical (e.g.
“High”, “Medium”, “Low”). Each Document is assigned a Document Classification and each
User is assigned a Document Classification Clearance (from the same set of choices). For a
User to be able to see that a Document exists and to be able to View and Download it, the
User must have an equal or greater Document Classification Clearance than the Document
Classification of the Document. If the User does not have sufficient Clearance, the Document
will be invisible and the user will, therefore, be unable to view it.
Document Classifications are fully maintainable by you, as a DoxShare Administrator, as
explained in section 4.2.4 Document Classifications.
Note that you can control which Documents Classifications allow the ‘Visible without login’
indicator to be set, therefore determining which Documents appear on the Home Page of
your DoxShare.
Each Folder has a Default Document Classification; all documents uploaded to a Folder will
use this Default Document Classification unless overridden.
Note: If you do not wish to take advantage of the Document Classification feature, simply
use the single default Document Classification created for you.
Document Classification
Document Classification Clearance
Unclassified
Restricted
Lo
w H
igh
Lo
w H
igh
Restricted
Unclassified
Top Secret
Top Secret
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3.2.3 Using both Security Groups and Document Classifications As explained in sections 3.2.1Security Groups and 3.2.2 Document Classifications,
Security Groups restrict Folders and their contents to Users who are members of the
appropriate Security Groups, and Document Classifications and Document Classification
Clearances further restrict access to Documents within the Folders which a User can see.
In the above diagram, all three Users are members of Security Groups appropriate to access
the “AB” Folder.
“Mr ABC Top Secret” has a “Top Secret” Document Classification Clearance, so he
can see the “Top Secret”, “Restricted” and “Unclassified” Documents.
“Mr A Restricted” can only see the “Restricted” and “Unclassified” Documents.
Security Groups, Document Classifications and the Tree Structure
A
Flr AFlr ACABC
C
B
A
Flr CAB
Flr CBC
Flr C
Flr CAB
ABC
C
C
B
Mr BC
Unclassified
BC
BC
AB
A
Flr AFlr ACABC
A
Mr A
Restricted
BC
Flr CAB
Flr CAB
AB
Top Secret
Restricted
Unclassified
Top Secret
Restricted
Unclassified
A
Unclassified
Restricted
Unclassified
Mr ABC
Top Secret
C
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“Mr BC Unclassified” can only see the “Unclassified” Document.
“Mr ABC Top Secret” has the appropriate Security Groups to access to the “A” Folder
within the “C” Folder, and as he has a “Top Secret” Document Classification
Clearance he can see the “Top Secret”, “Restricted” and “Unclassified” Documents
within it.
“Mr A Restricted” and “Mr BC Unclassified” do not have the appropriate Security
Groups to access the “A” Folder within the “C” Folder, so cannot see any of the
documents within it, regardless of their Document Classification Clearances.
Using a combination of Security Groups and Document Classifications provides a great deal
of flexibility and granularity in the security of your Documents. It is possible, however, that
this amount of flexibility is not required; in this case, it is possible to choose just to utilise
either Security Groups or Document Classifications by setting up a single (and therefore
default) value for the other security type (i.e. a single Security Group in order to use
Document Classifications or a single Document Classification in order to use Security
Groups).
3.2.4 Home Page Documents Individual Documents can be configured to be accessed without the need for authentication
by marking them as “Visible without login”; these documents will be listed on the Home Page
of your DoxShare. Documents can only be set as “Visible without login” if they have a
Document Classification which permits it, and this is under the control of you, as a DoxShare
Administrator (see 4.2.4 Document Classifications).
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3.3 Functional Access The actions which a user can perform within DoxShare are controlled by the Permission
Groups they belong to and the policies within those permissions groups.
3.3.1 Policies Policies represent actions which a user can perform and areas they can access. Example
polices are:
Document Portal (access) – Displays the Document Portal menu item, allowing
access to the Document Portal;
Folder – Add Subfolder – Allows a sub-folder to be added to an existing folder.
Document – Delete – Allows a document to be deleted.
Policies are pre-defined and are, therefore, not maintainable.
3.3.2 Permission Groups One or more Policies can be assigned to a Permission Group. The Policies within a
Permission Group are controlled by you, as a DoxShare Administrator (see 0
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Permission Groups).
A User can belong to one or more Permissions Groups, this is also controlled by you as a
DoxShare Administrator (see 4.1.1 Users). When a User belongs to a Permission Group,
they will have access to all the functions to which the Policies within the Permission Group
relate.
If a User belongs to multiple Permission Groups, they will be granted all the Policies within
any of the Permission Groups of which they are a member.
3.4 Secure Operation DoxShare offers secure storage of Documents and secure communication with the
Document repository. PDMS’ hosting of DoxShare is ISO 27001 accredited, and
communication with it over the Internet is secured using SSL.
However DoxShare is designed to facilitate the sharing of Documents, a process which
involves the downloading of Documents to users’ computers to locations determined by
those users. Once located on a user’s computer, DoxShare cannot protect a Document.
Depending on how you, as a DoxShare Administrator, classify the security requirements of
the Documents being stored in your DoxShare, you may wish to issue instructions to your
DoxShare users pertaining to Document security and retention; this also applies to the use
of DoxShare Personal (see 6 DoxShare Personal Data Store, below).
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4 Administering DoxShare
The following administration functions are available only to DoxShare Users with the
appropriate Permission Groups (these users will henceforth be referred to as
“Administrators”). The Administrator functions are accessed via the “Administration” menu
option.
The Administration functions are divided into the following groups, each accessible via its
own menu:
Users and Groups – for the maintenance of Users, Security Groups and Permission
Groups;
Documents – for maintenance of Document Types, Additional Fields, File Formats
and Document Classifications;
System – for Site Settings, DoxShare Personal Licence functions and access to the
Off Board Data screen.
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4.1 Users and Groups
4.1.1 Users The Users window lists existing Users and provides a function to search by First Name,
Surname and Username.
In addition, drop down lists provide functionality to search by User Groups (e.g.
Administrators, Contributors etc.) and by user Status (i.e. Active, Inactive and Suspended).
Clicking the “View” link will display the View User window:
Clicking the “Send Login Email” button will send an email containing a unique link to the
User’s configured Email Address; following the link will allow the user to set a new password.
This function can be used when a new User is created, or when a User requests assistance
with re-setting their password.
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Clicking “Delete” will delete the user from the instance.
Clicking either the “Add” button or the “Edit” button from either the User List screen or the
View User screen will open the Add/Edit User screen.
The following table describes the information required; mandatory fields are marked with an
asterisk.
Field Description Notes
Individual Title* Drop-down list
First Name* Must be 50 characters or less.
Surname* Must be 50 characters or less.
Username* For use when accessing the system. Must be 50 characters or less.
Must be unique.
Password*
Confirm
Password*
For use when accessing the system.
Must conform to Password policy settings
(see 4.3.1.2.1 Password Complexity).
If a User’s password is created or edited by
an Administrator, the User will be prompted
to change their password the next time
they log into the system.
Email Address*
The email address that will be used
to notify the User of changes to
Folders and Documents.
Must be in the correct format for an email
address.
Document
Classification
Clearance*
The level of Document Classification
that the User will be granted. Selected from list
Status* Inactive Users will not be able to
login to the system. Active, Inactive or Suspended
Notifications
Emails are sent when, for example,
new documents are uploaded. This
Individual Notifications, None, Weekly
Journal
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Field Description Notes
drop down list specifies whether
these notifications are sent as
Individual Notifications for each
document, as a Weekly Journal of
changes or whether email
notifications are turned off.
Security Groups
These are your functional business
groups (which can be added/edited
by Administrators via the “System”
function) e.g. Finance, Human
Resource, etc. These groups can
then be used on the Folders to
restrict access in conjunction with
User clearance.
Permission
Groups
The system access level(s) that the
User will be granted. This governs
whether the User will have, for
example, access to the
Administration functions.
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4.1.2 Security Groups The Security Groups window can be used to:
Search for a Security Group
View the overall number of Users in a Security Group
Edit the Description of a Security Group
View the Users in a Security Group
Add a new Security Group
To “Search” for a Security Group, enter the search text to match the description of the group,
select how it should be matched from the drop-down, and select Search (or press Enter).
To edit a Group’s description, click on the “Edit” link; to add a new Group, click on the Add
button.
Enter or change the Description; when complete, click “Save”.
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Click on the “Users in Group” link to view a list of Users in the selected Group.
Click the “View” link to view a User’s details.
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4.1.3 Permission Groups You, as a DoxShare Administrator, can use the Permission Groups window to:
Search for a Permission Group
Edit the Description of a Permission Group
View the Users in a Permission Group
Manage the Policies applied to a Permission Group
Add a new Permission Group
The management of Permission Groups is very similar to the management of Security
Groups, as described in section 4.1.2 Security Groups, i.e.:
To “Search” for a Permission Group, enter the search text to match the description of
the group, select how it should be matched from the drop-down, and select Search
(or press Enter).
To edit a Group’s description, click on the “Edit” link; to add a new Group, click on the
Add button. Enter or change the Description; when complete, click “Save”.
To view a list of Users in a Group, click on the “Users in Group” link.
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To manage the Policies applied to a Permission Group, click on the “Policies” link.
The command buttons function as follows:
> Assign the Policy or Policies selected in the left-hand list-box to the Permission
Group
>> Assign all Policies in the left-hand list-box to the Permission Group
<< Remove all Policies in the right-hand list-box from the Permission Group
<< Remove the Policy or Policies selected in the right -hand list-box from the
Permission Group
To apply the changes made, click the “Save” command button.
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By default DoxShare has three permission groups containing the following polices:
Policy Permission Group
Administrators Contributors Standard
Users
Document Portal (access) Y Y Y
Folder - View / Search Contents Y Y Y
Folder - Download Changed Documents Y Y Y
Folder - Add Subfolder Y Y Folder - Delete Y Y Folder - View Details Y Y Y
Folder - Edit Details Y Y Document - Download Y Y Y
Document - View Details Y Y Y
Document - Add / Edit Y Y Document / Folder - Move Y Y Document - View Audit Y Y Document - Delete Y Y Document - View History Y Y Document - Can Publish To Homepage Y Y
Administration (access) Y
Administration - System (access) Y
Administration - System - DoxShare Personal Licence Y
Administration - System - Site Settings Y
Administration - Users and Groups (access) Y
Administration - Users and Groups - Users Y
Administration - Users and Groups - Permission Groups Y
Administration - Users and Groups - Security Groups Y
Administration - Documents (access) Y
Administration - Documents - Document Types Y
Administration - Documents - File Formats Y
Administration - Documents – Classifications Y
Note: The “Administrators” Permission Group has all polices applied and this is not
alterable.
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4.2 Documents
4.2.1 Document Types Document Types are presented as a list to a User when uploading a Document, and are
used to categorise Documents.
When Adding or Editing a Document Type, a form with a single field for the description of the
Document Type (maximum 100 characters) is displayed.
Note. If an existing Document Type is renamed, the new name will apply to all existing
Documents of that Type.
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4.2.2 Additional Fields DoxShare contains certain
pre-defined meta-data fields
which can be populated for
any uploaded Document.
You, as a DoxShare
Administrator, can define
Additional Fields which can
contain additional meta-
data about your documents.
DoxShare users can
populate these fields when
uploading a document or
editing its meta-data, and
these fields can be used to
search against. For example,
you could define a field to contain the name of a client to which a particular document
relates, or the value of e.g. an invoice or purchase order.
When creating Additional Fields, the following attributes are common to all types:
Name – How the Field will be labelled for entry, searching etc.;
Type – The type of data the field contains (see below);
Mandatory – Whether entry of data to the field is required or not.
Other attributes depend on the Data Type chosen, and are listed in the following table.
Data Type Attribute Description
Text Display style Choose from a single-line “TextBox”, a mutli-line
“TextArea”, or a “rich” multi-line “Text area with
formatting”
Max Length
(characters)
The maximum length of the Text Field (optional)
Date and
Time
Is Date Only Choose “Yes” if the Field is for a Date only, “No”
if the Field is for a Date and Time vaue
Yes or No Display Style Choose from a “Checkbox” or from “Yes or No” or
“True or False” to determine the options
displayed and “Radio Options” or “Dropdown” to
determine how the options are displayed.
Numerical Minimum Value The minimum allowed value for the Field
(optional)
Maximum Value The maximum allowed value for the Field
(optional)
Decimal Places The number of decimal places the Field will be
displayed to (can be 0)
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4.2.3 File Formats File Formats are the types of
documents (e.g. Word, Excel)
which can be uploaded to
DoxShare.
The File Formats window is
used to manage the names of
and icons corresponding to File
Formats. Additional File
Formats can be created using
the Add button at the bottom of
the window.
Using the Site Settings
functions (see 4.3.1 Site
Settings), you, as a DoxShare
Administrator, can choose whether to allow files of all Formats to be uploaded to DoxShare,
or whether to restrict the allowed types to a pre-determined list. If the latter option is chosen,
then the File Formats window is displayed (as illustrated below) with a “Permitted” check-box
column.
Clicking the Update Permitted File Formats button will save the changes.
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4.2.4 Document Classifications
Document Classifications provide a hierarchical mechanism for controlling access to
Documents. A User with a particular Classification can access Documents with that same or
lower Classification.
The Document Classifications window displays a list of the Classifications in your DoxShare,
with the highest level displayed first. The order of the Classifications can be changed by
clicking the appropriate arrow in the “Up” or “Down” column, but note that this will affect the
accessibility of all Documents with the chosen Classification.
Pressing the “Edit” link will display the Edit Document Classification window.
Using this, the description of the Document Classification can be changed. In addition, you,
as DoxShare Administrator, can specify whether or not Users can set the “Visible without
login” indicator for Documents of this Classification, i.e. whether they can appear on your
DoxShare Home Page.
Note: Documents will only appear on your DoxShare Home Page when both the “Visible
without login” indicator is set for the Document and the “Allow ‘Visible without login’”
indicator is set for the Classification to which that Document belongs.
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4.3 System The System option in the Administration function enables you as an Administrator to manage
your:
Site Settings;
DoxShare Personal Licence.
4.3.1 Site Settings The site setting window contains tabs to manage the following information:
General Settings
Password Settings
Valid IP Address Ranges
Make the changes you require to the information on any of these tabs, then press the Save
command button to save the changes.
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4.3.1.1 General Settings
Select Logo File
The Select Logo File control allows you, as a DoxShare Administrator, to specifcy the logo
that is displayed in the top left of DoxShare window. Use the Browse button to locate your
logo from your file system; the image must be no more than 640px wide and no more than
60px high.
Home Page Text Editor
The Home Page Text Editor is a rich-text editor tool to manage the content displayed on your
DoxShare Home Page.
Using this editor you can add portal announcements or other statements you wish visitors to
your DoxShare Home Page to see.
Default Homepage Document Type
You, as a DoxShare Administrator, can set the default Document Type for the Documents
marked as “Visible without login” which appear on DoxShare Home Page.
Note:
If you would like “All” Document Types for public documents to be displayed by
default, leave this at “Please select”.
If a specific Document Type is selected as the default, other public documents can
still be viewed on the Home Page by the visitor if they change the chosen filter on the
Document Type drop down list on the Home Page.
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Email Notifications Enabled
You, as a DoxShare Administrator, can turn email notifications On or Off across the entire
system. This is especially useful when, e.g., bulk upload of documents is being performed
using a mapped drive and you do not wish Users to be “flooded” with a large number of
notification e-mails.
Reset Password Contact Address
You, as a DoxShare Administrator, can identify who will receive emails from Users who are
having problems recovering their passwords.
Email Notification From Address
You, as a DoxShare Administrator, can specify the “From” email address for DoxShare-
generated emails.
Session Timeout (mins)
If a user does not perform any action using DoxShare (e.g. a search, viewing a document,
editing a folder) for a period of time, they will be automatically logged out of it. You, as a
DoxShare Administrator, can set the period of time (in minutes) after which this timeout
should occur. The default setting is 120mins (2 hours).
Accepted File formats
You, as a DoxShare Administrator, can control the File Formats of Documents (e.g. Word,
Excel) which are permitted to be uploaded to DoxShare. If the Accepted File Formats
dropdown is set to “All”, then users of DoxShare will be allowed to upload any type of
Document, if it is set to Only Permitted then the File Formats which may be uploaded will be
restricted to those specifically permitted on the File Formats administration screen (see 4.2.3
File Formats).
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Default WebDAV Document Type
When uploading a Document via DoxShare WebDAV interface, there is no mechanism to set
a Document’s meta-data; however, a Document Type is required. The Default WebDAV
Document Type allows you, as a DoxShare Administrator, to specify which Document Type
is used by DoxShare for Documents uploaded in this manner.
Default Folder Classification
Each Folder in DoxShare has a Default Document Classification associated with it, which is
applied to any Document uploaded to that Folder. The Default Folder Classification allows
you, as a DoxShare Administrator, to specify which Document Classification is used by
default when a Folder is created, either via the web-interface or the WebDAV interface.
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4.3.1.2 Password Settings
DoxShare contains extensive features for controlling the complexity required of Passwords,
the length of time a Password is valid for, and the mechanism for handling incorrect and
forgotten Passwords.
4.3.1.2.1 Password Complexity
The following can be used to determine the complexity required of the passwords created by
Users:
Minimum number of characters in password – i.e. the length required of a
password;
Password must contain both upper and lower case letters – i.e. whether or not
mixed case is required in a password;
Password must contain at least one number – i.e. whether or not the password
must contain at least one digit;
Password must contain at least one symbol – i.e. whether or not the password
must contain at least one non-alphanumeric character.
4.3.1.2.2 Password Expiry and Change Frequency
The following determine:
Number of days a password is valid for – if set, then passwords will automatically
expire after the specified number of days, requiring DoxShare Users to change their
password after logging in. If left blank the password will never expire;
Number of previous passwords a new password cannot be the same as – a
User cannot re-use their previous passwords to the number specified.
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4.3.1.2.3 Incorrect Passwords and Recovery
The following determine:
Number of incorrectly entered passwords before a user account is suspended –
when attempting to log-on to DoxShare, if an incorrect password is entered the
specified number of times, then the user account will be suspended, preventing log-
on;
Duration (mins) for which a user account is suspended – determines how long
the user account is suspended for;
Duration (days) which an emailed account recovery link is valid for – when
setting-up a User, or responding to a password reset request, an e-mail can be sent
to a User with a link to initiate the password reset process; this setting determines for
how long that link remains active;
Maximum number of times the memorable word can be entered incorrectly
during password recovery – determines the number of times a User can attempt to
recover their password prior to their account being suspended and requiring enabling
by an administrator.
Note: A user account which has been suspended due to an incorrect password(s), can be
recovered in the following ways:
By the user; using the password recovery process
By the administrator; changing the status of the User Account (see 4.1.1 Users).
By the administrator; using the “Send Login Details” button to send the password
recovery link to the user (see 4.1.1 Users).
A user account which has been suspended due to failed recovery attempt(s), can be
recovered in the following ways:
By the administrator; changing the status of the User Account (see 4.1.1 Users).
By the administrator; using the “Send Login Details” button to send the password
recovery link to the user (see 4.1.1 Users).
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4.3.2 DoxShare Personal Licence In order for a User to connect an instance of DoxShare Personal to your DoxShare web-
application, the following three pieces of information must be inputted by the User during
DoxShare installation process:
The URL of DoxShare web-application, with the extension /webdav/ added at the
end, for example: https://myDoxShare.cdp.pdms.com/webdav/
Login credentials (the User’s own Username and Password);
A DoxShare Personal Licence key.
DoxShare Personal Licence key is generated by you as Administrator using DoxShare
Personal Licence function of DoxShare.
To do this, press the “Generate New Licence” command button.
The Licence which appears (which is a series letters, numbers and symbols) can then be
issued by the Administrator to the User by an appropriate mechanism, for example by
copying and pasting it in its entirety into an e-mail or instant message for sending to the
User.
Note:
The same Licence can be issued to and used by multiple Users.
An existing Licence does not expire when a new Licence is generated.
The use of these Licence keys both allows an Administrator to control who has
access to a particular DoxShare, whilst enhancing the security of that access.
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5 Web Folder Access (WebDAV)
5.1 Provision DoxShare supports the Web Distributed Authoring and Versioning (WebDAV) protocol
and so can act as a file server on your network. Access is via the URL of your DoxShare
web-application, with the /webdav extension, for example:
https://myDoxShare.cdp.pdms.com/webdav
Documents can be accessed via a full UNC path, for example:
https://myDoxShare.cdp.pdms.com/webdav\FolderName\Document.doc
or by use of a mapped drive letter, either distributed to your Users by your network
Administrators using a group policy setting or created by your Users themselves, for
example:
When accessing DoxShare in this way, Users will be prompted for credentials, and should
use their same credentials as used to access DoxShare via the browser-based interface.
Notes:
Provision of WebDAV through your DoxShare may require enabling (by PDMS);
WebDAV support provides a method for integrating your own business systems with
your DoxShare.
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5.2 Supported Functions DoxShare WebDAV honours the same security and permission model as that used by the
browser-based DoxShare interface. Therefore, the majority of functions available to a User
via the browser-based interface are also available via the Web Folder interface, including:
Add, Move and Rename Folders;
Upload (Save) Documents and
Edit Documents.
DoxShare WebDAV functions behave in the same manner as their browser-based
equivalents, that is all Document access is audited. Document Edits result in the creation of
new Document versions, and Folder permissions are set appropriately when a Folder is
moved.
5.3 Functions Not Supported Document meta-data is not set during an Upload (Save) via the Web Folder Interface. Meta-
data will need to be updated via the browser-based interface of DoxShare.
Also, due to restrictions in the WebDAV support offered by Microsoft Windows, the deleting
of Documents and Folders via the WebDAV Folder interface is prohibited.
5.4 Suggested Uses Clearly, the WebDAV interface to DoxShare is very powerful. It can be connected, using for
example a mapped network drive, to Windows Explorer (or similar), which can then be used
to:
View the Folders and Documents contained in DoxShare,
Add, Move and Rename Folders,
Upload (Save) Documents and
Edit Documents.
This is very useful for the bulk uploading of documents, for example, when a DoxShare is
being set-up (perhaps with e-mail notifications switched off).
However, as stated above, meta-data associated with a Document is not set when a
Document is uploaded via the WebDAV interface, and new Document versions are created
each time a Document is saved. Some caution is therefore advised when using the
WebDAV interface for Document updates. Any information that cannot be created using the
WebDAV interface can of course be added through DoxShare main browser interface, at any
time.
Perhaps the best use of the WebDAV interface is with a read-only WebDAV client, of which
there are many available (often for free) for a variety of device types. For example, installing
a WebDAV client App onto an iPhone, and connecting it to your DoxShare using the above
described URL and your credentials, will provide instant access from that iPhone to your
permission controlled DoxShare Documents.
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6 DoxShare Personal Data Store
DoxShare Personal is an application which allows users to download and store documents
locally on their computers in a data store, providing them with access to these documents
whilst not connected to the Internet. Information on installing and using DoxShare Personal
can be found in the DoxShare User Manual.
The data store consists of two files, an .sdf (data) file and a .log (log) file. Both these files
are named using the following convention:
<MyDoxShareURL>@<MyDoxShareUserName>
For example, the data store files may be:
myDoxShare.cdp.pdms.com@john.smith.sdf
and
myDoxShare.cdp.pdms.com@john.smith.log
The location of the data store will depend on the version and configuration of Windows on
which DoxShare is installed, but is likely to be in a folder beneath:
C:\Users\<MyWindowsUserName>\AppData\Local\Apps\2.0\Data
When documents are opened for viewing, DoxShare Personal creates a local copy of the
Document in a folder beneath:
C:\Users\<MyWindowsUserName>\AppData\Local\Temp\DoxSharePersonal
If you require that these local copies or the local data store is deleted, then this can be
performed by using the tools available in DoxShare Personal or by locating and deleting the
files using Windows Explorer.
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Contact us
Isle of Man Head Office
PDMS Limited Global House
Isle of Man Business Park Isle of Man
IM2 2QZ
Glasgow Office
PDMS Limited Unit 7, Cameron Court
Hillington Park Glasgow
G52 4JG
Tel: +44 1624 664000 (Isle of Man & Glasgow) Tel: +44 207 100 4924 (London)
Fax: +44 1624 678787 Email: sales@pdms.com
Web: www.pdms.com Twitter: @pdms @pdmsscotland
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