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Administration Overview

FileHold document management software comes with two distinct administration roles; the Systems Administrator and the Library Administrator. These two roles share the management of the system users and all of the documents it holds, including: system security, users roles and permissions, document schemas and workflow creation.

System Administration and Library Administration functions can be accessed from both the Web Client and the FileHold Desktop Application (FDA); however, there is limited administrator functionality in the FDA. To have full administrator functionality, use the Web Client.

If you are using the Web Client with System or Library Administration permission you will see the link to the Administration Panel in the top right hand corner. If you are using the FDA, the administration functions are in the Administration menu at the top of the screen.

A System Administrator does the following functions:

  • Creates and manages document management system Groups.
  • Creates Roles and assigns them to users and groups.
  • Creates User Accounts.
  • In charge of system security settings.
  • Manages synchronization with Active Directory (optional).
  • Manages end user preferences and settings through centralized options management.

In other words the systems administrator manages the users of the document management system by controlling the addition of users to the system and what roles those users/groups will have in the system. FileHold groups are a custom defined sets of system users that are provided specific and appropriate access to the document management system.

System Administrators have full control over the entire system and should have an understanding of how their organization is structured, an understanding of the IT infrastructure and a working knowledge of technologies such as Active Directory if these will be used to enter users into the document management system. Systems Administrators are responsible for adding users to the system, grouping users into logical groups, creating new groups and assigning users roles to either individual users or groups of users.

A Library Administrator does the following functions:

  • Manages files kept in the records management system.
    • The creation and management of the document management system’s file structure.
    • The security membership to the various areas of the file structure and the organization.
    • And structuring of document specific metadata.
  • Restricts user access inside the system once initial permissions are granted by the systems administrator.

Basic qualification for the role would include a general knowledge of the company’s operations and specifically the need to create, archive and retrieve documents. Often this role provides a consultative function as they assist departments in setting up their filing systems and metadata schemes.

Skills Required to Administer the System

Administering FileHold’s document management system is not complex. The FileHold administration area is designed to be administered by non-technical users who have a firm understanding of how their organization requires documents, records and other important files to be stored, organized, categorized and protected from unauthorized access. A member of the IT team is often a system administrator as they can provide IT expertise for the Library administrator’s configuration of the system as well as perform specific tasks like synchronizing Active Directory users, creating managed users and creating FileHold Roles and Groups to be used in the system.

Equally important for both Library and System administrators is the ability to understand their respective roles and organize the system so that users of the system can find, search, browse for, update, and manage documents in an efficient and straightforward manner.

System Administrators create the Roles, Groups and security settings that define the system in terms of permissions, access and user rights. Library Administrators use this structure to define the library hierarchy and document categorization system that provides for highly configurable schemas for different types of documents and files.

The system administrator may be the same person as the library administrator. We recommend that several trusted individuals become system administrators and library administrators in the event that vacations or other leaves of absences occur.