The new structure in DMS Teamwork

For an optimized view of your collections and folders, we have revised the entire structure of our DMS Teamwork.

The icons at the top correspond to the categories and act as filters: display only the content of the respective category and keep a clear overview of all your documents.

Overview of the new structure

The illustration shows all available icons and categories. These depend on the respective user permissions and are therefore not always visible to every user.

Explanation of the new categories

The icons provide access to a filtered view that only shows the folders in the respective category.

• Icon "All": The first icon shows you all categories that contain folders for which you are authorized.

• Public category: "Public" contains all folders that everyone can see and are explicitly shared with everyone.

• Personal category: This category only contains personal folders that have been created by the user and are only visible to them.

• Organization category: The system-created folders Tasks, Contact files and Projects (tasks) are in this category.

• Department category: This category contains folders that are assigned to the respective user via the organization chart node.

• Team category: The "Team" category contains folders that are shared with several people (group = teams).

• Documents category: Depending on their type, documents are automatically stored here in the system-generated folders (such as standard collections = potential, quotation, order, delivery bill, service bill, invoice, reminder, credit note).

• Reports category: This category contains, among other things, the system-generated folder for reports.

• Subscriptions category: Public folders that have either been created as such by the user or to which the user has subscribed from the set of all folders available under Public can be found in this category. In contrast to the Public folders, which are always displayed, the user can decide whether or not to display the folders listed under Subscriptions.

You can subscribeto public folders by clicking on the Subscriptions category. A form will open in which you can see your already subscribed folders in the upper area and a list of public folders that you can subscribe to in the lower area. You can add folders using the small plus sign on the right and remove folders from the Subscriptions category using the small cross on the right.

Within the categories, you can create additional folders with individual names.

The status (private or public) of a folder determines its virtual location within the new structure, as does the type of sharing (private, shared with individual users/groups or all). Some folders are system-generated (document or report) and are automatically filled with documents.

The categories described above with the corresponding folders only represent the standard view. The folders can be assigned to any category.

However, you can only see categories and folders if you have the corresponding rights.

The new context menu

Right-click on a folder to open the context menu.

Here you can

• add any number of subfolders to a folder

• edit the folder by, for example, renaming the folder, selecting a different category or adding further shares by clicking on the small plus sign

• download the folder

• create a link to retrieve the folder externally

• and refresh the view.

With system-generated folders, no owner is recognizable after the migration. System-generated folders have a technical user, the so-called system user, as the owner.