DMS Teamwork: Edit settings

Owned by Peter Schöll
Last updated: Okt. 24, 2024
9 min read

You can edit the following settings under Organization > Administration > DMS Teamwork > Edit settings :

My Teamwork profile

The Documents link (1) calls up all documents released for you.

Groups (2) shows the existing groups. More on this in the article"Manage user groups".

Teamwork login details

Click on the Teamwork Weblogin link to open the TEAMWORK website in your browser. Log in with your chosen Teamwork password.

Read more in the corresponding article Teamwork Weblogin.

Save the link in your favorites to access your files via the weblogin.

Application behavior with Teamwork

We present the default settings below:

  1. Version table export
    If you use the export function in Scopevisio to export a table (e.g. the contact overview) to Teamwork that is already saved there, you can choose whether the new table is generally saved as a new version (the old one is overwritten, but can be restored), whether it should always be added as a new document, or whether this should be queried first each time.

  2. Document sharing
    If you upload documents from Scopevisio to Teamwork yourself, these are only visible to you. If you would like to share individual documents directly with certain teams, you can display the corresponding dialog when uploading.

  3. Attachments for comments
    Here you decide whether you want to automatically upload documents that you attach to comments on your contacts to Teamwork or not. This is particularly relevant if you have emails automatically saved as comments on the contact and can therefore use this function to decide whether the email attachment should be transferred to Teamwork.

  4. Upload receipts directly
    If you create accounting receipts (such as invoices, quotes, etc.) as PDFs, you can use this setting to upload them to Teamwork at the same time as they are created. The creator of the receipt is then specified as the uploader in Teamwork.

  5. Voucher stamp
    Here you can choose whether you want to leave your vouchers unchanged when uploading to Teamwork or add a cover sheet or status stamp. The cover sheet and status stamp will be adjusted to the new status during the next synchronization, e.g. when a payment is received. If it is decided that the documents should be stamped, this stamp can no longer be removed afterwards. The setting applies to incoming invoice, outgoing invoice and procurement documents.

  6. Automatic document synchronization
    In addition to the manual and direct upload of external files, you can automatically synchronize documents that you have created in Scopevisio. To avoid multiple uploads, only one user can activate automatic synchronization. To do this, select the Synchronize under my name option. All PDFs created in Scopevisio (quotes, orders, invoices, etc.) are uploaded to Teamwork. Automatic synchronization takes place every 15 minutes. The user under whose name the documents were synchronized is specified as the uploader of the documents in Teamwork.

  7. Simultaneous document editing
    Choose between different time intervals within which you are warned that colleagues are also working on the same document - or decide against this warning. In this way, you can avoid duplicating work or overwriting each other's changes.

  8. External link document layout
    You can use Select to customize the message that is sent when an external link is created. You can see the standard text in the image below (8).

  9. Standard collections
    If you change the default setting here, documents that are displayed in tasks, contacts or projects in the "Documents" business object are also automatically uploaded to Teamwork in the standard folders "Tasks", "Contact files" and "Projects (tasks)" under the "Organization" category.

  10. Documents in folders
    The documents are only displayed in the corresponding subfolders, but not additionally in the parent folders, which increases clarity.

  11. Collection tree
    The collapsed state only shows the closed categories. Select the other option if you always want to see the last display status restored when Teamwork is opened. All previously opened folders and subfolders are displayed expanded.

  12. Teamwork categories
    This setting option only exists for historical reasons - please leave it untouched.

  13. Document filter
    Select the ideal setting for you from various filter options. You can see the two alternatives in the screenshots below.

  14. Colors
    If the light mode is too bright for you, go easy on your eyes with the dark theme.

  15. Open Office 365 locally or online
    By default, Teamwork opens your documents created in Office 365 locally - but if you work a lot with colleagues on the same document, you can set Teamwork to open it immediately in the web browser. This shows you in real time which colleagues are currently working on the same document and where. The prerequisite for this is an Office 365 company account and a one-time login to establish the link with Scopevisio. More on this topic here.

Here is the standard text mentioned in point 8 above:

The horizontal filter arrangement available for selection under 13. (above):

The vertical filter arrangement available for selection under 13. (above):

Provide emails in Teamwork

Select whether and in what form emails that are linked to contacts or tasks should be made available in Teamwork.

Notifications

Set whether you want to be notified immediately by email when a new approval has been made for you, a new version has been created or a comment has been added to a document. A daily summary is also available as an e-mail. For up to 999 released or changed documents, this contains links with which the relevant files can be opened in the web client. Otherwise, only the number of shared or changed documents is mentioned.

Link Teamwork with a local folder

Here you can select up to ten folders on your computer whose content you would like to upload to Teamwork or download from Teamwork.

You should first create a new folder for each of the desired links on your desktop or elsewhere on C:\ and give it a meaningful name. You can also create additional subfolders within the folder. This folder structure is then adopted in Teamwork.

  1. [Folder 1]
    You can connect up to 10 local folders to Teamwork. Click on [Folder 1] to specify additional folders if required.

  2. Name
    Assign your own, arbitrary name for the link.

  3. Status
    Documents are uploaded when active and not when inactive.

  4. Local folder / directory
    The path to the desired upload folder on your hard disk. It can be entered or set via the Change directory link. The documents from the folder specified here are automatically uploaded to the Teamwork folder specified in the next field.

  5. Connect the collection
    This is the target folder in Teamwork. It can be set via the Select collection link. The documents from the folder specified in the previous field are automatically uploaded to this Teamwork folder in a subfolder called Uploader.

  6. Document type
    The default setting is Standard documents. Details on all document types can be found in the Document types section below.

  7. Move to collection
    Only in combination with the document type Downloader from (6) above: Optionally specify the Teamwork folder to which documents downloaded from Teamwork should be moved. Documents that are downloaded from Teamwork using the Downloader document type are also moved to the folder set here.

  8. Exclusion list
    Here you enter file names or extensions that are in the upload folder but should not be uploaded to Teamwork. Enter the full file name to exclude a file (e.g. thumbs.db, DS_Store) and/or the extensions of files after an asterisk (e.g. *.ini, *.csv). Enter any number of files to be excluded and separate the entries with a comma.

Upload the files

Once you have created a folder as described above, the documents are uploaded immediately after saving this setting. This is what the folder looks like in Windows Explorer:

...and the folder in Teamwork after uploading the documents:

The documents are only uploaded if the Scopevisio application of the user who created the link between the Teamwork folder and the local folder is open. If your Scopevisio is closed, the documents will be uploaded as soon as you log in to your application.

Document types

Standard documents

With this basic setting, you link a folder on your PC to Teamwork. The documents contained in the PC folder are uploaded to the selected folder as soon as you have saved the setting. The documents remain in the specified PC folder, all documents that you store in the folder in the future will be uploaded to Teamwork immediately.

Accounting documents

Specify the Accounting documents setting, if you only want to use the folder on the PC to upload incoming invoices. In contrast to standard documents, PDFs that are uploaded under the document type Accounting vouchers are also uploaded directly to the voucher worklist. The documents can then simply be posted from here.

As soon as you connect to Scopevisio, the documents are uploaded to the Scopevisio document worklist, moved to an (automatically created) _Processed folder on the PC and given the prefix _Processed. In this way, it cannot happen that documents are accidentally uploaded twice.

If you now select Accounting > Posting > Voucher worklist in the Scopevisio menu, you will see the uploaded vouchers there. From here, they can be processed manually or automatically.

Enter this folder as the destination folder for the scanned documents from your scanner.

Downloader

With the document type setting Downloader, no documents are uploaded from the PC to Teamwork, but rather downloaded from Teamwork to the PC. As in the other cases, you link a folder on your local PC to a Teamwork folder and save these settings.

This is the only document type for which the following setting Move to collection can also be used. Here you can (optionally) set a folder to which documents that you have downloaded to your PC are then moved in Teamwork. This way you will know what has already been downloaded and will not try to download the files twice.

Standard documents (with uploaded folder)

You can also set up the upload of standard documents so that documents already uploaded to Teamwork are moved to an automatically created folder called _Uploaded on your PC. As soon as you connect to Scopevisio, the documents are uploaded to the Scopevisio collection folder and moved to an (automatically created) _Uploaded folder on your PC. At the same time, synchronization takes place with documents already available in Teamwork, so that the locally saved documents receive a possibly newer processing status from Teamwork and are overwritten accordingly.

Standard documents (upload only, with uploaded folder)

This variant differs from the previous one only in that there is no retroactive synchronization between Teamwork and the locally saved files.

With these five settings, you can establish perfect communication between your local computer or mobile device and Scopevisio Teamwork.

Monitoring of inbox collections

Activate this function in the first data field. In the second data field, you can select a folder you have created, the contents of which will be moved to the standard Incoming invoices folder. The documents moved in this way appear in the application both in the document worklist and under the Incoming invoices item and can then be posted.