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<h1>
<img src="pic3-vkc-logo.gif" hspace="5" align="middle" alt="VKC logo">
VKC Administration Help
</h1>

<p>
<b>Full VKC administrator privileges include:</b>
</p>

<ul>
<li>
unrestricted access to <b>all</b> categories and documents in
the document storage
</li>
<li>
unrestricted use of all functions of the <b>Administration view</b>:
<p>
<img src="pic3-adm-adminview.jpg" border="1" alt="Administrationssicht">
</p>

<dl>
<dt><a href="#usermgmt">Users</a></dt>
<dd>
<a href="#userlist">User&nbsp;list</a>&nbsp;&nbsp;
<a href="#createuser">New&nbsp;user&nbsp;entry</a>&nbsp;&nbsp;
<a href="#editprofiles">Edit&nbsp;user&nbsp;profile</a>
</dd>
<dt><a href="#groupmgmt">Groups</a></dt>
<dd>
<a href="#grouplist">Group&nbsp;list</a>&nbsp;&nbsp;
<a href="#creategroup">New&nbsp;group&nbsp;entry</a>&nbsp;&nbsp;
<a href="#editgroup">Edit&nbsp;group&nbsp;profile</a>
</dd>

<dt><a href="#currentusers">Sessions</a></dt>
<dt><a href="#sendmail">Email</a></dt>
<dt><a href="#sysconf">Configuration</a></dt>
<dt><a href="#syssettings">Defaults</a></dt>
<dt><a href="#sysmaint">Maintenance</a></dt>
<dt><a href="#sysnews">News</a></dt>
<dt><a href="#statistics"></a>Statistics (not released yet)</dt>
</dl><br>

</li>
<li>
unrestricted, exclusive access to the common VKC trash folder of all VKC users
(usually by function tab <b>Trash</b>),
detailed description on <a href="helpmod-trash.jsp">help page "Trash"</a>
</li>
<li>
some special features related to common VKC functions:
<ul>
<li>
display of additional document properties "last accessed on/by",
"last changed on/by"
</li>
<li>
additional function "Change publisher" for individual documents (in document entry)
or for all documents published by a user (user profile)
</li>
<li>
tracking info about ACL changes (when? by whom?)
</li>
<li>
overview function for viewing category ACLs
</li>
<li>
registration of categories and documents in the messenger profile of
VKC groups or users (by category function or in the document entry)
</li>
</ul>
</li>
</ul>

<p>
The administrator may assign full or limited administrator privileges
to any VKC user by editing the user's profile
(function <a href="#editprofiles">Edit user profile</a>).
<br>
Furthermore, the administrator may assign full administrator privileges
to VKC groups in the group profiles
(function <a href="#editgroup">Edit group profile</a>).
Those privileges are propagated to every member of the privileged group.
</p>
<p>
<b>Limited administrator privileges</b> allow creation and management
of own users, groups, and "proxies".
Users with limited administrator privileges are not able to assign
administrator privileges to users or groups managed by them.
</p>


<h2>
<a name="usermgmt"></a>
Users</h2>

<h3>
<a name="userlist"></a>
User list</h3>
<p>
The current VKC user list will be shown when entering the <b>Administration view</b>
or by clicking on function tab <b>Users</b> in the administration view.
</p>

<p>
Each entry of the list shows:
</p>

<ul>
<li>the <b>username</b>,</li>
<li>the <b>firstname</b> and the <b>lastname</b> of the user,</li>
<li>whether the initial <b>password</b> has been <b>changed</b>,</li>
<li>the number of <b>documents published</b> by the user,</li>
<li>the <b>account status</b> (active or locked),</li>
<li>the <b>creator</b> of the user account,</li>
<li>the <b>creation date</b> of the account and</li>
<li>date and time of the <b>last login</b> of the user.</li>
</ul>

<p>
The username is a hyperlink to the corresponding
<a href="#editprofiles">user profile</a>.<br>
Usernames printed ...
</p>
<ul>
<li><b>bold</b>: indicate users with full administrative privileges.</li>
<li><b><i>bold and italics</i></b>: indicate users belonging to a group with
full administrative privileges.</li>
<li><i>italics</i>: indicate users with dedicated administrative privileges.</li>
</ul>
<p>
The <b>sort order</b> of the list may be changed by clicking on
the small triangle near a column heading.
</p>
<p>
Function <b>Search users</b> in the headline can be used to restrict the list
to entries matching a search pattern.
Therefore, you enter a search string and click on the magnifier symbol.
Columns username, firstname and lastname will be searched and only
the matching entries will be listed.
</p>
<img src="pic3-adm-usersearch.gif" border="1" alt="search users">
<p>
The resulting list can be used exactly like a complete list of all entries.
</p>
<img src="pic3-adm-userlist.gif" width="818" height="244" border="1"
alt="user list">
<p>
User accounts may be <b>deleted, locked and unlocked</b> directly
in the user list.
You have to mark the respective entry in the small box on the left,
choose the appropriate function in the function list below the table,
and click on <b>Execute</b>.
You will be asked for confirmation before the function will be activated.
Multiple selection of entries is supported. 
</p>
<p>
The number of <b>users per page</b> may be selected
in a list above the table.
If the list is longer than one page, you will find additional handles
for <b>browsing</b> through the list.
</p>
<img src="pic3-adm-pages-user.gif" width="646" height="160" border="1" 
alt="browsing through the user list">
<p>
In case an administrator has to perform functions <b>on behalf of a VKC user</b>,
the administrator may temporarily switch to that user's identity.
This can be done by clicking on the symbol
<img src="pic3-button-captureaccount.gif" align="middle"
alt="Capture account">
in front of the username.<br>
A new session will be started in the current browser window with
the change of identity indicated in the headline:
</p>
<img src="pic3-adm-proxylogin.gif" border="1"
alt="proxy login">
<p>
By clicking on <b>Restore org. user</b>
the original session of the administrator will be restored.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h3>
<a name="createuser"></a>
New user entry</h3>

<p>
<img src="pic3-adm-newuser-link.gif" width="247" height="100" border="1"
alt="new user entry">
</p>
<p>
Function <b>New user entry</b> can be found on the right above
the <a href="#userlist">user list</a>.
It provides a form for entering
the basic necessary information about the new user.
</p>
<p>
If you turn on option <b>user account enabled</b>, you may specify
a limited period of validity in fields <b>valid from</b> and 
<b>valid until</b> (optionally).
</p>
<img src="pic3-adm-newuser-data.gif" border="1"
alt="form: new user entry">
<p>
You may define the menu language for the new user
by selection list <b>Language</b>.
</p>
<p>
If the user shall be able to switch views from category view to
project view or to functional view and vice versa, option
<b>Allow system view switch</b> must be turned on.
</p>
<p>
Selection list <b>System view</b> can be used to predefine
the initial view that is shown after login.<br>
If "system view switch" is not allowed, the user remains in the
category view (in case this is the predefined initial view),
or the user may choose between project view and functional view
(in case one of them is the predefined initial view).
</p>
<p>
The operation has to be finished by clicking <b>Create New User</b>.
</p>
<p>
After creation of the user account, the user's <a href="#editprofiles">profile</a>
will be shown.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="editprofiles"></a>
Edit user profile</h3>

<p>
For opening a user profile you have to click on the corresponding username
in the <a href="#userlist">user list</a>.<br>
The profile contains <a href="#profiledata">personal data</a> of the user
including some options,
his current <a href="#assigngroups">group assignments</a> and
optional <a href="#assignproxies">proxies</a> for publication.
Furthermore, the administrator may
set a new <a href="#changepw">password</a> for the user,
change the <a href="#changeowner">publishership</a> of all documents
published by a user, and
copy the <a href="#copydedadm">dedicated administrative rights</a> to another user.
</p>

<h4><a name="profiledata"></a>
Personal data and options</h4>

<img src="pic3-adm-userprofile1.gif" width="700" height="561" border="1" 
alt="user profile: data and options">

<p>
All <b>text input fields</b> may be edited by the administrator
directly.
</p>

<p><b>Options</b></p>

<dl>

<dt>
<b>User account enabled:<br>
Valid from:<br>
Valid until:<br></b></dt>
<dd>
User accounts are enabled automatically during creation.
However, options "valid from" and "valid until" may be used to restrict
the account to a limited time interval.
You may turn off option "user account enabled" to prevent the user
from logging in.
If necessary the account may be enabled later again.
This function is also available in the <a href="#userlist">user list</a>.
</dd>

<dt>
<b>Admin privileges:</b></dt>
<dd>
If this option is turned on, the user has full administration privileges.
He may perform all administration functions and may access all VKC categories
and documents regardless of access control lists.
</dd>

<dt>
<b>Dedicated Administrator:</b></dt>
<dd>
Limited administration privileges may be delegated to the user:
<ul>
<li><b>Manage own users</b><br>
The user will find the <b>Administration view</b> on his VKC page
and may access function <b>Users</b>.
He can create new users and may edit the profiles of those users.
</li>
<li><b>Manage system views for own users</b><br>
This option is available only if the user has permission to manage own users.
If it is turned on, the dedicated administrator may define the
initial <b>system view</b> for own users and may set option
<b>Allow system view switch</b> for them.
</li>
<li><b>Manage own groups</b><br>
The user will find the <b>Administration view</b> on his VKC page
and may access function <b>Groups</b>.
He can create new groups and may edit the profiles of those groups.
</li>
<li><b>Manage own proxies</b><br>
The user will be enabled to determine in his <b>personal profile</b> which
users shall have permission to publish documents on his behalf.
</li>
<li><b>Allow queries for virtual documents</b><br>
If this option is turned on, the user may enter queries for virtual
documents in category descriptions.
It is required to have permission <b>Change this ACL</b> to edit
a specific category's description.
</li>
</ul>
</dd>

<dt>
<b>Show email:</b></dt>
<dd>
This option is turned off by default.
As a result the user's email address is not displayed to other VKC users
as part of the author information.
</dd>
<dt>
<b>Language:</b></dt>
<dd>
You may choose the language used on VKC pages individually.
Currently, German and English are supported.
</dd>
<dt>
<b>Session timeout after:</b></dt>
<dd>
This option defines a timeout for automatic termination
of the user's session after a certain period of inactivity.
</dd>

<dt>
<b>Allow system view switch:</b></dt>
<dd>
This option has to be turned on if the user shall be able to
switch views: from category view to project view or functional view
or vice versa.
</dd>

<dt>
<b>System view:</b></dt>
<dd>
Use this selection list to predefine the initial view
that will be shown after login: category view, project view
or functional view.
</dd>

<dt>
<b>Quota:</b></dt>
<dd>
You may select a maximum amount of disk space available for
documents of the user in VKC.
The current status of the user's files is shown for information.
</dd>

<dt>
<b>Show explorer window:</b></dt>
<dd>
If this option is turned on, the VKC explorer for the category
structure will be shown in the category view on the left side
of the window always. 
</dd>

<dt>
<b>Home category:</b></dt>
<dd>
The field shows the current home category of the user.
By clicking on icon
<img src="pic3-button-navigator.gif" border="0" align="middle" 
alt="Open explorer window">
you may open a small explorer window to set a new home
category for the user.
</dd>
</dl>

<p>
You have to click on <b>Save</b> to make changes permanent.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4><a name="assigngroups"></a>
Group assignment</h4>

<img src="pic3-adm-userprofile2.gif" width="635" height="180" border="1"
alt="user profile: groups">

<p>
In the next part of the form there are two lists with group names.
The left one shows all groups the user belongs to.
The right one shows all other VKC groups.
Between those lists two buttons can be found that may be used
to change group assignments.
</p>

<dl>
<dt><b>Add user to group(s):</b></dt>
<dd>
Select the group(s) the user shall belong to in the right list.
<br>
Click on the arrows pointing to the left
<img src="pic3-button-left.gif" align="middle" 
alt="Arrows to the left">.
</dd>
<dt><b>Remove user from group(s):</b></dt>
<dd>
Select the group(s) the user shall leave in the left list.
<br>
Click on the arrows pointing to the right
<img src="pic3-button-right.gif" align="middle" 
alt="Arrows to the right">.
</dd>
</dl>
<p>
You need to click <b>Save</b> to make changes permanent.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4><a name="assignproxies"></a>
Assignment of proxies</h4>

<img src="pic3-adm-userprofile3.gif" border="1"
alt="user profile: proxies">

<p>
This list can be used to define persons who might <b>publish documents
on behalf of the user</b>. These persons are called <b>proxies</b>.
When a proxy publishes a document for a user, this user is registered
as the author of the document and not the proxy.
</p>
<p>
The list on the left shows the defined proxies, the list on the right
contains all other VKC users. Just like for group assignment, 
the arrow buttons between the two lists are used for adding or removing
users from the list of proxies.
</p>
<dl>
<dt><b>Add new proxy:</b></dt>
<dd>
Select the user in the list on the right.
<br>
Click on the arrows pointing to the left
<img src="pic3-button-left.gif" align="middle" 
alt="Arrows to the left">.<br>
The proxy function will be restricted to a time interval
if you specify dates in fields <b>valid from</b> and <b>valid until</b>.
You may also add a <b>description</b>. 
</dd>
<dt><b>Remove proxy:</b></dt>
<dd>
Select the proxy in the list on the left.
<br>
Click on the arrows pointing to the right
<img src="pic3-button-right.gif" align="middle" 
alt="Arrows to the right">.
</dd>
</dl>
<p>
You need to click <b>Save</b> to make changes permanent.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4><a name="changepw"></a>
Change password</h4>

<p>
Click on button <b>Change password</b> below the profile data
to open a form for setting a new password for the user.
</p>
<img src="pic3-adm-userprofile5.gif" width="337" height="177" border="1" 
alt="change password">
<p>
You have to supply the administrator password again to avoid misuse.
Then you may set a new password by typing it twice and clicking on button
<b>Change password</b>.
It is also possible to generate a secure password by clicking on button
<b>Random password</b>.
By clicking on <b>Back</b>, you may return to the user's profile.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4><a name="changeowner"></a>
Change creator-/publishership</h4>

<p>
By clicking on button <b>Change creator-/publishership</b> below the profile data,
a new form is loaded. This form allows to assign all documents
published by the user who owns the profile to another VKC user as publisher.
This function could be useful when a user account shall be deleted and all documents
published by the user shall be managed by a new user.
</p>
<p>
You have to select the new publisher from the list of all VKC users
and to finish the action by clicking on button <b>Change</b>.
By clicking on <b>Back</b>, you may return to the user's profile.
</p>
<img src="pic3-adm-userprofile4.gif" width="406" height="233" border="1" 
alt="change publisher">

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4><a name="copydedadm"></a>
Copy dedicated admin rights and transfer ownership for users/groups</h4>

<p>
This function is useful when a dedicated administrator leaves
the department or the project and his administrative responsibilities
shall be transferred to another person.
</p>
<p>
By clicking on button <b>Copy dedicated admin rights</b> below the profile data,
a new form is loaded. You have to select another VKC user in the selection list.
This user will become a dedicated administrator with the same privileges as
the current user. Furthermore, that user will be responsible for managing
the users and groups that have been created by the current user.
The transfer will be performed after clicking on button <b>Execute</b>.
</p>
<p>
The current user keeps the administrative rights but will have no access to
the transferred users and groups anymore. If the administrative rights shall
be removed, too, the user profile must be edited.
</p>
<img src="pic3-adm-userprofile6.gif" border="1" 
alt="Copy admin rights">

<p>
If you have finished working on a profile (don't forget to save),
you may return to the
<a href="#userlist">user list</a> by button <b>Back</b> or
you may activate any other administration or general VKC function.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h2>
<a name="groupmgmt"></a>
Groups</h2>

<h3>
<a name="grouplist"></a>
Group list</h3>

<p>
Function <b>Groups</b> displays a list of all VKC groups.
</p>
<p>
Each entry shows the <b>group name</b>, a <b>group description</b>,
the number of <b>members</b>
and the <b>account status</b> ("active" or "locked").
Furthermore it shows who created the group on which date
(<b>creator</b>, <b>created</b>).
The group name is a hyperlink referencing the corresponding
<a href="#editgroup">group profile</a>.
The <b>sort order</b> of the list can be controlled by clicking
the small triangle in a column heading.
</p>
<p>
Function <b>Search groups</b> in the headline can be used to restrict the list
to entries matching a search pattern.
Therefore, you enter a search string and click on the magnifier symbol.
Columns group name and group description will be searched and only
the matching entries will be listed.
</p>
<img src="pic3-adm-groupsearch.gif" border="1" alt="search groups">
<p>
The resulting list can be used exactly like a complete list of all entries.
</p>

<img src="pic3-adm-grouplist.gif" border="1" alt="group list">

<p>
Groups can be <b>deleted</b>, <b>locked</b>, or <b>unlocked</b>.
Therefore you have to mark the respective entry in the small
box on the left, select the appropriate function in the function
list below the table, and click on <b>Execute</b>.
You will be asked for confirmation before the function will be activated.
Multiple selection of entries is supported.
</p>
<p>
The number of <b>groups per page</b> may be selected
in a list above the table.
If the list is longer than one page, you will find additional handles
for <b>browsing</b> through the list.
</p>
<img src="pic3-adm-pages-group.gif" width="646" height="160" border="1"
alt="browsing through the group list">


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h3>
<a name="creategroup"></a>
New group entry</h3>

<img src="pic3-adm-newgroup-link.gif" width="181" height="52" border="1"
alt="new group entry" align="right">
<p>
Function <b>New group entry</b> can be found on the right above
the <a href="#grouplist">group list</a>.
It provides a form for entering
the basic necessary information about the new group.
<br clear=all>
</p>
<p>
Option <b>Adminprivileges</b> gives full administration privileges
to all members of the group.
</p>
<p>
If you turn on option <b>group account enabled</b>, you may specify
a limited period of validity in fields <b>valid from</b> and 
<b>valid until</b> (optionally).
</p>
<img src="pic3-adm-newgroup-data.gif" width="407" height="221" border="1"
alt="form: new group">
<p>
The operation has to be finished by clicking on <b>Create New Group</b>.
</p>
<p>
After creation of the group, the group's <a href="#editgroup">profile</a> 
will be shown.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="editgroup"></a>
Edit group profile</h3>

<p>
You have to click on a group name in the <a href="#grouplist">group list</a>
to edit the corresponding profile.
The profile contains the group description, options,
and the current <b>list of members</b>.
</p>
<img src="pic3-adm-groupprofile.gif" width="627" height="372" border="1"
alt="form: group profile">
<p>
The group name and the description may be edited by the administrator directly.
</p>

<h4>Options</h4>

<dl>
<dt>
<b>Group account enabled:<br>
Valid from:<br>
Valid until:</b></dt>
<dd>
If this option is turned on, the group account is active.
Fields "valid from" and "valid until" can be used to specify
a limited period of validity.
If you turn off option "group account enabled", the group is
locked and the corresponding group permissions will be ignored.
Locking and unlocking of a group account can also be managed
in the <a href="#grouplist">group list</a> directly.
</dd>
<dt>
<b>Adminprivileges:</b></dt>
<dd>
If this option is turned on, all group members have full administration
privileges. They may perform all administration functions and may access
all VKC categories and documents regardless of access control lists.
</dd>
</dl>

<p>
You have to click on <b>Save</b> to make changes permanent.
</p>

<h4>Member assignment</h4>

<p>
In the lower left part of the form all group members are listed.
On the right a list of all other VKC users is shown.
Two buttons between those lists can be used to change membership.
</p>

<dl>
<dt><b>Add new member(s):</b></dt>
<dd>
Select new member(s) in the list on the right.
<br>
Click on the arrows pointing to the left
<img src="pic3-button-left.gif" align="middle" 
alt="Arrows to the left">.
</dd>
<dt><b>Remove member(s):</b></dt>
<dd>
Select member(s) in the list on the left.
<br>
Click on the arrows pointing to the right
<img src="pic3-button-right.gif" align="middle" 
alt="Arrows to the right">.
</dd>
</dl>

<p>
You have to click on <b>Save</b> to make changes permanent.
</p>

<p>
After completing work on the group profile you may return to the
<a href="#grouplist">group list</a> by button <b>Back</b>
or you may activate any other administration or general VKC function.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h2>
<a name="currentusers"></a>
Sessions</h2>

<p>
This function shows a list of all VKC users that are currently
logged on with their <b>IP address</b> and <b>last individual call</b>.
</p>

<img src="pic3-adm-currentusers.gif" border="1" 
alt="current users">

<p>
The username is a hyperlink to a window displaying the
profile data of the user (read-only).
</p>
<p>
By clicking on the plus symbol in the table headline, a column with
the corresponding session IDs is inserted.
If you click on a session ID, further session information is shown
in a separate window. The information may be used for debugging,
for example.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>



<h2>
<a name="sendmail"></a>
Email</h2>

<p>
This function may be used to compose a message and send it to
selected VKC users and groups.
</p>
<p>
In the upper part of the window the <b>recipients</b> can be selected,
first from a list of all VKC groups, then from a list of all individual
VKC users.
</p>
<p>
You may select all active VKC users at once by clicking on
button <b>Select active users</b>.
</p>
<p>
The registered email address of the current user will be predefined
as the <b>sender</b> address. This address may be overwritten if
necessary.
</p>
<p>
In the lower part of the window, <b>subject</b> and <b>content</b>
of the message may be entered.
You may activate an HTML editor by clicking on the "plus" symbol
<img src="pic3-button-plus-big.gif" alt="plus">
right above the content field.
(See details on help page <a href="helpmod-htmledit.jsp">HTML Editor</a>.)
</p>

<img src="pic3-adm-email.gif" border="1" 
alt="send email">

<p>
By clicking on <b>Send</b> the message will be delivered to all
selected recipients.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>


<h2>
<a name="sysconf"></a>
Configuration</h2>
<p>
This function may be used to set VKC configuration parameters.
As there is quite a number of parameters, they are organized according
to context.
In the left column the <b>context</b> is indicated.
The corresponding <b>system setting</b> is shown in the middle column.
The right column shows a short <b>description</b> of the parameters.
</p>
<p>
The context <b>Systeminfo</b> lists system information;
there are no adjustable parameters.
</p>
<img src="pic3-adm-sysconf-info.gif" border="1" 
alt="system information">
<p>
The following example shows context <b>Document view</b>:
</p>
<img src="pic3-adm-sysconf-docview.gif" border="1" 
alt="configuration - document view">
<p>
In this form, for example, the default options (description, title, keywords) for
the automatic document analysis can be configured.
Changes must be finished by clicking on <b>Save</b>.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h2>
<a name="syssettings"></a>
Defaults</h2>

<p>
System defaults are defined by administrative users for
<a href="#settabs">tabview settings</a>,
<a href="#setlanguage">language settings</a>, and
the standard <a href="#setdocview">document view</a>.
Furthermore additional installation specific
<a href="#setgacat">global attributes</a> for categories
and documents can be defined.
When you click on function tab <b>Defaults</b>, the
document view settings will be loaded as the initial view.
</p>


<h3><a name="settabs"></a>
Tabview settings</h3>

<p>
These settings apply to the numerous function tabs of the 
different VKC views.
You have to click on a specific view (default: category view),
then on a function tab's name in the next column of
the form (default: document storage). On the right side the corresponding
settings will be displayed for examination or modification.
</p>
<p>
If you check off the box <b>Enable</b>, the function tab will be excluded
from the VKC view.
</p>
<p>
View type <b>Classic</b>:
For every document at least the document properties selected as the user view
in the user's profile will be displayed.
<br>
View type <b>Alternate</b>:
No document properties will be displayed in a document list, just the document title.
Properties can be included in a view by using function icons.
<br>
For good usability, it is recommended to choose the same view type for
all tabviews either classic or alternate.
</p>
<img src="pic3-adm-set-tabs.gif" border="1" 
alt="Defaults - tabview settings">
<p>
<b>Attention:</b>
<br>
Be careful when disabling tabs for administrative functions!
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="zum Seitenanfang" border="0"></a>
</div>

<h3><a name="setlanguage"></a>
Language settings</h3>

<p>
This function can be use to select the default menu language.
Every user may overwrite this setting in the user profile individually.
</p>
<img src="pic3-adm-set-language.gif" border="1" 
alt="Defaults - language settings">

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="zum Seitenanfang" border="0"></a>
</div>


<h3><a name="setdocview"></a>
Document view</h3>
<p>
The administrator has to select all attributes that should be included
in the short document view by default.
Each user may add further document properties to the view by customizing
his personal profile.
</p>
<img src="pic3-adm-set-docview.gif" border="1" 
alt="Defaults - document view">
<p>
Changes become effective by clicking on <b>Save</b>.
</p>

<h3>
<a name="setgacat"></a>
Global attributes (category)
</h3>

<p>
This form allows you to create, remove, or edit global attributes that should
be available for <b>all VKC categories</b>.
By clicking on <b>Add new attribute</b> a new empty attribute entry is inserted.
</p>
<img src="pic3-adm-set-ga-cat.gif" border="1" 
alt="Defaults - global attributes for categories">
<p>
At least a <b>name</b> has to be defined for the attribute.
The <b>description</b> is optional.
If you fill in a <b>default value</b>, it will be assigned to the attribute when no
value is set explicitly.
If you turn on option <b>mandatory field</b>, the attribute becomes mandatory
in the forms for creation or editing of a category.
</p>
<p>
A global attribute may be <b>removed</b> from all categories by checking its box on
the left and clicking on <b>Delete selected attributes</b>.
</p>
<p>
All changes including definition of new attributes or deleting attributes
become effective by clicking on <b>Save</b>.
</p>

<h3>Global attributes (document)</h3>

<p>
This form allows you to create, remove, or edit global attributes that should
be available for <b>all VKC documents</b>.
By clicking on <b>Add new attribute</b> a new empty attribute entry is inserted.
The form is used like the form for <a href="#setgacat">global category attributes</a>
and thus is not described in detail again.
</p>

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</div>


<h2>
<a name="sysmaint"></a>
Maintenance</h2>

<p>
The purpose of this menu is control of background system
functions.<br>
These functions are:
</p>
<ul>
<li><b>Search- &amp; Classify-Indexes:</b><br>
They can be optimized or rebuilt.
The paths of the index files are defined in menu
<a href="#sysconf">Configuration</a> in context
"Systempaths".
<br>&nbsp;</li>
<li><b>Converter:</b><br>
You will find an overview of the current converter servers
and their states.
Converters are used to update the search and classification indices
with data from new documents and to provide alternative file formats
of documents.
At least one converter is required.
Optionally, work load can be distributed among multiple converter servers.
<br>&nbsp;</li>
<li><b>Conversions:</b><br>
You may trigger conversions for specific document types.
Furthermore, an overview of failed or outstanding conversions will be given.
<br>&nbsp;</li>
<li><b>Lost Folders:</b><br>
This functions searches the complete VKC repository for categories that
are only accessible by the system administrator but by no regular user anymore.
The resulting category paths are listed as hyperlinks to allow changing
into the category directly.
<br>&nbsp;</li>

<li><b>Export:</b>
<p>
This function can be used to export part of VKC into a file that can
be imported into a compatible VKC by the corresponding import function.
Metadata and access control lists (ACL) are included in the exportfile.
Numerical IDs of categories and documents are changed during import
but the original IDs are recorded in a dynamical attribute
"Id before migration" for information.
Mapping of users, groups, and publishers will be performed during import.
It is possible though not mandatory to copy names of users and groups.
The exportfile contains information about all users and groups that
are mentioned explicitly in ACLs of exported categories and about all
publishers of exported documents.
</p>
<p>
In the export dialog you have to select the category to be exported
by means of a small explorer window.
Click on button <b>Export</b> to start the process.
</p>
<img src="pic3-adm-export1.gif" alt="export VKC" border="1">
<p>
The duration of the export depends on the amount of data to be processed.
When the export has finished, the name of the exportfile including a unique
timestamp will be reported. You may download the file by clicking on its name.
</p>
<img src="pic3-adm-export2.gif" alt="VKC exportfile" border="1">
<p>
All exports are recorded in a logfile that can be checked
by administration function <a href="#sysconf">Configuration</a>,
context <b>Logging</b>, topic "MigrationLogFile".
</p>
</li>


<li><b>Import:</b>
<p>
This function can be used to import a compatible VKC exportfile
that has been created by the corresponding export function.
</p>
<p>
First you have to select a category that shall become the parent category
of the VKC tree to be imported. Then you have to browse for the exportfile.
</p>
<img src="pic3-adm-import1.gif" alt="import VKC" border="1">
<p>
Name conflicts may arise during import when the file to be imported
contains usernames or groupnames that exist already in the target VKC.
</p>
<p>
These conflicts have to be resolved manually by default.
If you turn on option <b>Automatically resolve name conflicts</b>,
this will be done following a predefined rule.
All non existing names of users and groups will be created automatically.
Existing names will be created after extending the names by the appendix "_mig".
User and group profile data will be copied from the original data as far as possible.
Full administrative privileges will not be transferred for security reasons.
</p>
<p>
If the name conflicts shall be resolved manually, the import function
provides a list with all usernames and groupnames that appear in the
importfile and exist already in the target VKC.
The administrator has to decide about the mapping for every name.
A name can be mapped to the same name or to another existing name.
Otherwise a completely new name can be entered or the name field can be
left empty. An empty name is mapped to the old name with the appendix "_mig".  
For preserving the imported access rights properly, it is necessary to map
different names of the importfile to different names of the target VKC.
Further adjustments have to be done after import by the usual administration
functions if necessary.
</p>
<img src="pic3-adm-import2.gif" alt="Import name conflicts" border="1">
<p>
The import process has to be started by clicking on <b>Import</b>.
Its duration depends on the amount of data to be imported.
When the import has finished, a confirmation message is shown.
</p>
<img src="pic3-adm-import3.gif" alt="Import abgeschlossen" border="1">
<p>
All imports are recorded in a logfile that can be checked
by administration function <a href="#sysconf">Configuration</a>,
context <b>Logging</b>, topic "MigrationLogFile".
</p>
</li>
</ul>


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</div>

<h2>
<a name="sysnews"></a>
News</h2>

<p>
This function can be used by administrators to provide news messages
for the VKC users, for example about planned maintenance times or
new system features. These news will not be delivered by email.
</p>
<p>
When the function is activated, a list of recent news will be shown.
</p>
<img src="pic3-adm-news.gif" width="675" height="228" border="1" alt="News">
<p>
By clicking on icon
<img src="pic3-button-editdocument.gif" align="middle" 
alt="Edit this news entry">
an existing message can be <b>edited</b>.
You may delete a message by checking its box on the left and
clicking <b>Delete selected news</b>.<br>
Expired news will be displayed in light grey but won't be
deleted automatically.
</p>
<p>
After clicking on <b>Create new news topic</b> a form will be loaded for
entering a new message.
</p>
<img src="pic3-adm-newnews.gif" width="610" height="396" border="1" 
alt="form: new news">
<p>
<b>Headline</b> and <b>text</b> have to be specified.
Additionally, you may enter a URL as a reference for further information (<b>Info URL</b>).
The date fields <b>valid from</b> and <b>valid until</b> can be used to limit the validity of
the message. The message will be displayed for the VKC users only during its period of
validity.
</p>

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