FossDoc documentation

Guides and articles for the users and administrators of the FossDoc document management system. The complete documentation is also available in Ukrainian and Russian.

How-to guides

Access levels: FossDoc system allows adjusting the permissions on the management of shared resources (folders, calendars, tasks, etc.). You can assign a specific level of access (reader,…
Integration with Active Directory: Today many companies have already set up Windows domains in their network. When implementing a business automation systems, usually existing domain users are created on the…
FossDoc Administrator program: FossDoc Administrator program is designed for administration of the FossDoc system. The FossDoc Administrator program interface is rather simple. The left navigation bar with…
Using FossDoc calendar: Do you know what holiday is next Wednesday? How about two Wednesdays from now? Wednesday of the next month? Wednesday of the next year?
Using Field Calculations in FossDoc: In this article i'd like to introduce you to the absolutely brilliant new feature of FossDoc - field calculation! Let's shed some light on this new function of the platform and…
How to Change Localization Settings in FossDoc: By default, FossDoc server uses the localization parameters of your operating system. So, if you're running an English version of Windows, when you open FossDoc Administrator,…
FossDoc Client Desktop Application: The "FossDoc Client" desktop application works and looks much like a usual email client with additional document editing features. It allows you to work with mail messages and…
Configuring FossDoc Client Settings: FossDoc client has a number of configuration settings available that can give you substantial control over the behavior of the application. You manage all client settings in…
Creating a Custom Document Type: Creating document types in FossDoc is very simple. For example, you have a real document "Auto Loan Agreement", and you want to create its digital representation within the…
Using FossDoc templates: You often need to print the same types of documents, that only have a few different fields. For example, printing a commercial offer, where the text doesn’t change, but the…
Template preparation: To create template you need to choose “Library” and edit document type for which you want to create template.
Printing by template: After the templae is prepared, it remains to test the template usability. To do this, open a document of this type and select "File / Print" or click "Print" on the document,
Creating business application: Business application is a set of actions aimed at implementation of the particular list of activities accepted in the organization or department. Business application include…
Configuring access to folder: Not all users should have possibility to change contractor data. This is why we should configure access to “Correspondents” folder.
Creating basic document type named “Marketing document”: At first let’s create “Marketing documents” library.
Document fields: Now let’s define the document’s fields. We assume that we need the following fields describing our accounts:
Document functions: Let’s determine functions that will be present in our document type “Contractor”.
Preparation of the route: Let’s create template of the route for marketing department where commercial proposals are preparing. To do this place cursor on this department and click “Edit”
Preparation of the document's route pattern: The route of any of the documents we have created the user can define himself, creating appropriate orders. But you can create the route of the document in advance and use it.…
Testing the route: Let’s test newly created route pattern. To do this, create an “Offer” document on behalf of employee of the marketing department.
Testing the solution: Now let’s see if created storehouses meet their stated requirements. We will log into the system as Helen Richardson, who needs to see the whole database structure as it…
Using the mechanism of “Inherited document types”: Document types “Offer” and “Technical proposal” will differ with each other only by two fields. There will be “Offer valid until” field in the “Commercial offer”, and…
Using the mechanism of adding fields: Now we need to create a “Presentations” type of document. This document type will be different from a base type of document, but we can use some of the fields, changing them…
How to create a digital signature with FossDoc: Modern entrepreneurs are trying to transfer all their documents into electronic format. Almost every legal paper must be approved, so people want to know how to make an…
Configuring Additional Mailbox in FossDoc: FossDoc system allows users to add an external mailbox either in FossDoc Administrator, or in FossDoc Client. You can work with email services of such popular email providers…
Creating Reports Using FossDoc Groupings: Grouping mechanism is used in FossDoc to create reports. It allows you to group documents in particular folder. You can group documents by any field, with unlimited levels of…
Creating Your Company Structure: The business structure of any organization or company is usually represented as a tree. Each employee belongs to his/her own department. The large corporate structure usually…
How to Modify Your Folder or Document View Settings: By default, when you create a folder, the system automatically creates the view for it, that contains all the fields of the folder's document type. You can change the way that…
Delegation of authorities: You can grant the access rights to all of your folders, including mail folders, to other users
Document's card description: Document's card view depends on the document type, customized functions and user rights to work with this document. A coloring model for all of the document's fields…
Working with FossDoc Document History: How to See the History of Changes Made to a Document
Document Libraries: Technically speaking, document library is a set of document types, folders, dictionaries, and other objects. But for simplicity, you can think of it as a virtual analog of a…
Working with Statistics in FossDoc: One of the interesting features of FossDoc is its ability to generate statistics for a document. The document’s statistics is generated by the system in automatic mode and can…
Working with document templates: If you need to print a large number of similar documents, you can use templates. The data in the document that is printed will be fed from the document’s card. One type of…
Document Publication in FossDoc: Starting from version 5.5. users can publish any documents to a certain folders, giving the opportunity for other users and user groups to see them.
Mail Server Settings: FossDoc installation includes a standalone mail server, which enables you to run the mail services in your domain. FossDoc server also allows users to connect external…
How to enable or disable to delete routes for individual users?: By default, the FossDoc system routes author is free to delete his/her routes in the documents. To allow other users to delete routes in the documents in the system, starting…
How to Export and Import Data with FossDoc: Import/Export is a powerful feature that allows you to export data to other applications, process them and import back into FossDoc.
Managing External Modules in FossDoc: When it comes to managing external modules in FossDoc, first of all you need to decide what tasks specifically you want to accomplish. If you want to simply enable some…
Backing up FossDoc Solutions in * .fdmp Format: To back up the database, we recommend that you use the appropriate tools for the DBMS that is used in the solution. So, for example, if you are using MySQL, use MYSQL Backup…
FossDoc Field Types: Each FossDoc document consists of a set of fields, tabs and attached files.
AutoComplete fields with default values : Starting with version 5.4, you can configure auto-field filling documents specified values. In this case, create a new document that will open its card, some of the fields will…
FossDoc Installation: This article contains basic installation instructions for the FossDoc Automation Platform, to help you get it up and running in no time. If you encounter difficulties, you can…
How To Check FossDoc Last Login Time: To view the last user login time, run FossDoc Administrator, open the user account on the "Users" tab and navigate to the "Object" tab.
Levels of access: You can set up different access levels and permissions to folders,
Options of access levels: There are several predefined access levels in system.
Linking Related Documents Together: One of the most common tasks in FossDoc is grouping together related documents. There are many scenarios, when you might need to group documents related to each other. You have…
Getting Started with FossDoc: Once you've successfully installed all components of the platform, you can now login to the system. Go to the Windows "Start" menu and select "FossDoc Administrator" from the…
FossDoc User Groups: FossDoc has a number of built-in user groups that give users certain permissions and ability to use different features of the system. System Administrator can add or remove…
Creating MySQL Database Backup and Restoring Data: To backup the MySQL database of your FossDoc server, in the Windows start menu select "FOSS / MYSQL Backup". The dialog of the Solution Deployer Wizard will appear:
Configuring FossDoc to Work With MySQL: MySQL is easy to use, yet extremely powerful, secure, and scalable. And because of its small size and speed, it is the ideal database solution
Setting Up FossDoc Password Policy Settings: Protecting your system with a strong password is an integral part of security in any organization. Every administrator should study carefully all available security settings of…
How to change the deadline for execution of instructions (orders) by default?: As you know, the instructions (orders) mechanism is used for the movement of documents between FossDoc users When you create the instruction (order), the term of its execution…
Recurring Tasks: Often user needs to be reminded about something: for example, about the meeting or about any problems with a specific document. This functionality implemented in FossDoc by…
Options for providing access to folders and documents: There are several options of providing access to folders and documents to users. You can provide access to particular folder or document or you can delegate powers from one…
Delegating mailboxes within a department: There is a concept in FossDoc such as the department's mailbox. I.e. the department has its own e-mail address. In order the employee could work with the department's mailbox…
Delegation of powers by administrator: Powers can be delegated from one employee to another by administrator or by employee. In this section we will take a look at administrator’s actions to delegate powers. To…
Delegation of powers by employee: Employee can delegate his powers to another employee by himself. To do this, go to menu item “Tools - Settings” on the user’s desktop
Providing access to folders with documents: Access to folder can provide system administrator or user with appropriate permissions.
Linked documents: If you need to link documents together, use the “Related Documents” tab which is available in the document's card of the FossDoc EDS platform. Now you can open one document…
How to Remove Document Libraries and Types: You can remove created document types from the system. To do this, just select the type of document you created in your library and click "Delete":
Restriction of access to documents and attached files: Sometimes, when you provide access to folder for other users, it's necessary to restrict access to some of the documents in the folder or even to attached files within the…
Restriction of access to documents: To assign access level to document, open it and click
Restriction of access to attached files: You can also restrict access to particular files attached to the document. Select “Attached files” tab, place cursor on necessary file and change permissions by clicking right…
Document routing: You can organize documents routing between employees and departments with the help of documents routing module which is the part of FossDoc EDMS platform. If you need to send…
Orders: To send instructions for documents, select the “Send on route” menu item, and the desired type of instruction.
«For Approval» order: To send a document for approval, you have to choose the corresponding order type
«For execution» (auto close) order: To send a document for execution automatically, you have to select the appropriate order type
«For examination» order: To send a document for examination by your employee(-s), you have to choose the corresponding order's type
«For execution» (manual close) order: To send a document for execution with manual closing, you have to choose the corresponding order type
Order execution sent to department: Orders that are sent for execution to the whole department will come into the "Inbox" folder of all employees of this department. Initially, the executor of such order will be…
Working with tasks: After the route launch the order comes to the "Inbox" folder of the order's executor(-s). In moment of opening the order opens the document on which this order was sent. The…
Managing route points: You can add or delete existing orders. Order routes can be edited directly with the help of “Routes” tab which is available within the document's card. Orders are presented in…
Parallel Route: By default, when you create a route, it has a parallel route. This means that all the tasks, and documents will go to all of the receivers simultaneously.
Serial route
Documents routing: After preparing all orders they are presented in the form of the document routing. Each order is a route's waypoint.
Text snippets: When you work with lots of documents it's often necessary to insert some short pieces of text into the document's fields. This feature implemented in FossDoc in form of "Text…
How to Use the Document Search: FossDoc client program allows users to search for documents stored in the database. The search field is located at the top of the client window. It has a multitude of search…
Virtual folders: First create appropriate folder within the structure of your folders

Articles

How to Manage Student Group Timetable with FossDoc: The article describes an example of how you can use FossDoc to automate certain aspects of the educational process. In particular, things like scheduling of classes and remote…
What is Electronic Document Management?: Electronic Document Management - is the process of managing different kinds of documents in the organization. Document management starts from their production (scanning,…