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documents to your Dropbox account online as soon as the machine connects to the Internet.
In a lot of situations you will find just using the combination of Folders and Tags to be a very
powerful way to manage your documents.
Document Types
Document Types allows you to use a more structured approach to manage your documents.
Using Document Types, you can store specific indexing information with each document (for e.g.
store Invoice Number, Invoice Date, Invoice Amount with each stored Invoice and store Sender
Name, Date with each stored Letter).
The main advantage of this approach is that detailed information about each type of added
document can be captured by creating very specific data fields. Doing this also increases the
number of ways you can look for documents.
Sohodox ships with a few Document Types built-in such as Invoices, Checks etc.. ready for your
use. If required you can easily modify these Documents Types by adding additional indexing
fields or removing any existing indexing field. You can also delete any of these Document Types
if you do not intend to use them. You can also create entirely new set of Document Types more
suited to the type of documents you wish to manage.
Linking Documents
Another way to organize documents is to link them to each other. You can link any document to
multiple other documents. All links are two way - so if you link link a check to an invoice, when
you open the invoice you will see the link to the check and when you open the check you will see
the link to the invoice.
Bulk Import
You can use the Import data feature to quickly import all the required documents into the DB
from CSV files. For more info see, Import
data
from
a
CSV
file
For any help regarding this, contact us at support@itaz.com
with your requirements. We will be
glad to help you choose the right approach.
4.2
Security Basics
Users
Sohodox lets you create as many users as you want*. For each user you must provide at least a
user name and an email id. The user name is used for logging in to Sohodox and is case-
insensitive. E.g. If your user name is JOHN you can login in as john, John or JOHN. Ideally a
password must be provided for each user though it is not compulsory to do so (i.e. you can leave
the password blank).
A Sohodox user can add/modify/delete all items (i.e. Documents & Folders) in the database, that
they own. A user becomes owner of an item (i.e. Document or Folder), when the user creates
that item or when an item is assigned to the user.
*Though Sohodox lets you create as many users as you want, it controls how many users can be
simultaneously logged in at any given time. The maximum number of users that can be
simultaneously logged in at any given time is based on the number of licenses purchased by the
user.
Owner
A user becomes the owner of an item (for e.g. Document or Folder) when the user creates/adds
How to C#: Basic SDK Concept of XDoc.PDF for .NET XDoc.PDF for .NET supports editing PDF document metadata, like Title, Subject, Author, Creator, Producer, Keywords, Created Date, and Last Modified Date.
modify pdf metadata; pdf keywords metadata
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that item. The user also becomes the owner of an item when that item is assigned to the user by
another user.
Private and Public Folders
In Sohodox, you can have two types of folders, Private folders and Public folders.
Private Folders
Any folders and sub-folders a user creates under the Private Folders node are termed as
that user's private folders. Each user has her own set of Private Folders which are not visible
to any other user (except the superadmin). Any documents you add to a private folder are
considered private documents. Private documents are not visible to other users (except the
superadmin). Also you are set as the owner of any documents you add. An owner of a
document can modify or delete that document.
You can change ownership of a document, by assigning the document to another user. In
this case the document becomes the other user's private document and is no more visible to
you.
Public Folders
You can make a document public by moving it from your private folder to a public folder.
Any folders and sub-folders a user creates under the Public Folders node are termed public
folders. Public folders are visible to all users. Any documents you add to a public folder are
considered public documents. Public documents can be viewed and modified by any user.
Public documents can only be deleted by the owner of the document (or by the superadmin).
Any public document that you own, can be made private again by moving it to any of your
private folders.
Private Documents
Documents you directly add to the All Documents node, any private folder node, a Tag node or a
Document Type node are considered your private documents. You are also set as the owner of
these documents. You can modify, delete or share (i.e. make public) any document you own.
You can move your private documents to any public folder to share them with other Sohodox
users. These user can then view and modify (but not delete) these documents. You can also
move any public document you own, back to a private folder to make it private again.
Public Documents
Public documents can be viewed and modified by all Sohodox users. Any documents you drag &
drop from outside (e.g. from Windows Explorer) to a public folder in Sohodox, are considered
your public documents. You are also set as the owner of these documents.You can view, modify
or delete public documents that you own, while other users can only view or modify these
documents.
You can also make any of your existing private documents public by moving them to any public
folder. You can move any public document you own, back to a private folder to make it private
again. Public documents are marked with the shared icon.
Password Policies
Maximum password age
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Use this policy to set the maximum number of days after which a user's password will expire
and will have to be changed. If you want the password to never expire, set this value to zero.
Minimum password length
Use this policy to set the minimum number of characters that a password must contain.
Sohodox will not allow any user to set a password that is shorter in length than this value. If
you do not want to set a minimum value then set this value to zero.
Maximum Logon attempts
Use this policy to set the maximum number of consecutive failed logon attempts before
Sohodox disables the user account. A disabled account can be enabled by the superadmin
user. If you do not want to set a maximum logon attempts limit then set this value to zero.
Security Policies
Inactivity Timeout
The Inactivity Logout policy allows you to set a time limit for application inactivity. So, if the
logged in user remains inactive for the specified time period then user is automatically logout
from the system. This can be used to terminate the connection to Sohodox which appears to
be logged in, in case of improper shut down of user machine.
Never logout
Check this option if you want do not want inactive users to be automatically logged out of
Sohodox
Application Inactivity time out
Enter the number of minutes to set the time limit for application inactivity.
Allow Remember Password and Auto-Login
Use this policy to allow users to use the Remember password option on the login screen.
This policy also allows users to choose to automatically login to Sohodox on Windows
startup.
4.3
Working with Sohodox
Working with Documents
When you start Sohodox, the default node selected is All Documents. You can change the
default node that is selected on startup from the Options window (Sohodox button > Options).
The All Documents node displays all documents that the currently logged in user is allowed to
view. By default 50 documents are displayed in the List View pane. To view more documents
use the navigation buttons at the bottom of the List View pane. To view documents as
Thumbnails click the Views button that is located towards the left of Search box and then choose
Small Thumbnails, Medium Thumbnails or Large Thumbnails. Select the List View option from
the Views drop-down to view documents as a list.
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Document Details Window:
Details of the document selected in the List View pane are
displayed in the Details pane. You can also double-click any document in the List View pane, to
open it in a separate window called the Document Details window.
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Document Details Window
The Details window has the actions toolbar on top, towards the right is the Annotation toolbar
and at the bottom is the Image toolbar. The document title is displayed in the Title box. Modify
the text in this box, to change the document title. Tags can be added to a document using the
Tags box. You can also remove existing tags using this box. Use the Navigation buttons on the
top right corner of the Details window to go the next or previous document. Use the Navigation
button on the Image toolbar to navigate between the pages of the document.
On the left side of the Document Details window there are tabs, they are Information, Pages,
Notes, Links and Other Details.
·
Information: The Information pane displays the Document Type of the document
as well as the indexing information entered for the document. You can add or
modify the indexing information from this pane.
Related Folder: If the document is stored in a folder, then the name of that
folder is displayed in this box. You can also change the document's folder
using this box.
·
Pages: The Pages tab displays all the pages of the document as thumbnails. The
Pages panel also displays any Bookmarks created in the document. Thumbnails for
certain file types will not be displayed.
·
Notes: The Notes tab displays the notes or comments entered by users, regarding
the document.
·
Links: The Links tab displays the documents that are linked to the document. You
can also link the document to another document from this pane.
·
Other Details: The Other Details tab displays additional information about the
document.
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Close the Document Details window.
We will now create a folder and then add a document to our new folder.
To create a folder, expand the Folders node and click Create New. A new folder will be created,
enter a name for the folder and hit the Enter button. The new folder will be created and
automatically selected.
Now on the Home tab, click the Add from disk button. The Add Files window will now be
launched. Select one or more files that you want to add and click the Open button. The
documents will now be added to Sohodox and will be listed in the new folder.
The simplest way of adding a document to Sohodox is by dragging and dropping the document
on the All Documents node, on any Folders node, on any Tag node or on any Document Type
node. You can also drag text from any source e.g. MS Word, PDF, Web page or from your email
and drop it in Sohodox to automatically save it as a new file. Documents can also be added by
using options like the Find and Add and Scan options. If you are have an existing Folder
structure that you use to manage your documents, you can use the Add Folders from Disk option
to import the entire folder structure along with documents to Sohodox. You can also import
multiple documents along with their indexing information from a CSV file.
Document Types:
Double click the document that you just added to the folder to open it in
its Details window. In the Information pane, you must have noticed that there are no indexing
fields. This is because no Document type has been set for this document (see Managing
your
documents
)
Now, in the Information tab select a Document Type for the document. You can create a new
Document Type, if the document does not belong to the types that are listed in the Document
type drop-down. Document Types can be created from Settings node of the Navigation pane.
To view documents based on their types, in Sohodox main window expand the Document Types
node in the Navigation pane and select a document type (e.g. Invoice). All the documents that
have their Document Type set to Invoice will now be displayed in the List View pane.
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Document Actions:
All the actions that are required to work with documents are available
on the Home tab or on the right click menu of the list view pane. These are some of the actions
that are available from the Home tab.
Email: Select the document(s) and click the Email button on the Home tab or right click
document(s) in the List View pane and select the Email option to mail documents.
Fax: Select the document and click the Fax button on the Home tab. Documents can also
be faxed by right clicking the document and selecting the Fax option.
Print: Select the document(s) and click the Print button on the Home tab or right click
document(s) in the List View pane and select the Print option to print documents.
Annotation:
You can use the Annotation toolbar on the right bar of the Details pane to mark,
highlight certain part of the document. You can also zoom, rotate or flip a document by using the
Image toolbar at the bottom of the Details pane.
Full Text Search/OCR:
Use the Full text feature to search for text in a document. The Full
Text Search feature works by extracting text from documents that you add to a Sohodox DB and
then indexing the text.
To extract text from document(s) right click that document and select the Extract and Index
option.
Text extraction is done by using OCR (for image files) and IFilters (for other file types) installed
on the user's machine. IFilters act as plug-ins and are a part of Microsoft Indexing Service (they
are also used by Windows Desktop Search). For Sohodox to be able to extract text from a file of
a particular format, an IFilter for that file format must be installed on the user's machine.
OCR is done by using the built-in OCR engine or it can be also done by using the Microsoft OCR
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