Configuration ====================== This part of the documentation describes the various settings which can be configured within SeedDMS. Advanced users can as well adapt the settings in the file settings.xml with a regular editor. The configuration is split into three sections. Site settings ---------------- Site Name Name of site used in the page titles and header (default: SeedDMS) Foot Note Message to display at the bottom of every page (default: SeedDMS free system document management system - www.seeddms.org - please donate if you like SeedDMS! Print Disclaimer If enabled, the disclaimer message will be printed at the bottom of every page right above the foot note (default: Enabled) Available languages A list of languages which are shown in the language selector. If none is selected, then all languages will be available for selection. Default language Language to be used for the user interface if none is selected during login or the language selector is disabled. If the language selector is enabled, users can choose a different language for their account. (default: English (GB)) Date format The way dates shall be formated as used by php `date()` function. For now only the placeholders 'y', 'Y', 'm', 'M', 'F', 'd', 'l', 'D' are supported. Date/Time format: The way dates combined with a time shall be formated as used by php `date()`. For now only the placeholders 'y', 'Y', 'm', 'M', 'F', 'd', 'l', 'D' are supported for the date part. The time may use all placeholders supported by `date()`. Default theme The default style of the user interface. If theme selection is enabled, users can change the used style for their account. (default: bootstrap) Override theme If enabled the theme set by user will be overridden by the default theme. If you set this, you should turn of the theme selector. One page mode If enabled then browsing through the folder hierarchy on the View Folder page will no longer reload the page but just replace the folder/document listing, The same is true for clicking on a folder in the folder tree. The link to the document details page behind the document name will also be replaced by a click on the whole table cell. Because dragging the document's title on a new browser tab for opening the documents details no longer works, SeedDMS 6.0.14 has added a `view` icon in the action column which can be dragged. Width of preview images (list) Define the width of preview images used in lists. (default: 40) Width of preview images (menu list) Define the width of preview images for documents listed in menus, e.g. the drop folder menu. (default: 40) Width of preview images (drop folder list) Define the width of preview images for documents listed in the drop folder dialog for selecting a file. (default: 40) Width of preview images (detail) Define the width of preview images used in detail view. (default: 100) Show complete document If enabled shows a full preview on the details page. This will only work for some mimetypes which can be displayed by the browser (default: Disabled) Convert document to PDF for preview Documents which cannot be previewed will be converted to pdf. The pdf can than be displayed on the document's details page if `Show complete document` is enabled. This requrires to specify commands for conversion to pdf. (default: Disabled) Max. number of entries on a page This limits the maximum number of items in listings of folders and documents. If set to 0 the number of entries is not limited (default: 0) Number of entries loaded at end of page If the number of entries on a page is limited but there are more entries available, those will be loaded once the user has scrolled down to the end of the list. This sets the number of entries loaded automatically at the end of the list (default: 0) Strict Form check If enabled, then all fields in the form will be checked for a value. If unchecked, then (most) comments and keyword fields become optional. Comments are always required when submitting a review or overriding document status. (default: Disabled) Inline editing If set the document name can be edited right on the details page by clicking on the name without opening the page for editing the document's meta data (default: false). Do not show this fields: Attributes selected in this list will not be shown when adding a new document or editing existing meta data of a document (default: non selected) View Online File Types Define the file extensions which can be viewed directly in the DMS without prior download. (default: .txt;.text;.html; .htm;.xml.pdf;.gif; .png;.jpg;.jpeg) Edit Online File Types Define the file extensions which can be edited online. Only lower case characters are accepted for extensions. Enable E-mail Notification Enables or disables the automated email notifications. (default: Enabled) Enable Users View If checked, users can see users and groups set up within the DMS. (default: Enabled) Enable Full text search Enables or disables the full text search engine. (default: Disabled) Maximum filesize for instant indexing If this has a value > 0, then files up to this size in bytes will be indexed by the full text engine right after upload. In all other cases only the meta data will indexed. (default: 0) Fulltext Engine If Fulltext search is enabled, the engine used can be defined here. Choices are Zend Lucene and SQLiteFTS. (default: SqliteFTS) Default search method Defines which search method is used by default, e.g. when search is initiated by by the search field in the main menu header. (default: Database) Jump straight to a single search hit If set, the search result not be shown as a list on the search page, if just one Instead the document itself will be shown. (default: Disabled) Path to stop words file Defines the path to the file containing None words which should not be picked up by the fulltext indexer. This setting is only effective if full text search is enabled. (default: None) Enable Clipboard Enables or disables the clipboard on the view folder page. (default: Disabled) Enable task list in menu If set a list of all tasks will be shown in the main navigation bar. This list will include documents that need to be reviewed, approved, etc. (default: false) Enable list of files in drop folder in menu If set a list of files currently in the drop folder are shown in the main navigation bar. Clicking on one of the items will open the page for uploading a new document. (default: false) Enable list of users online in menu If set a list of all currently logged in users is shown in the main navigation bar. (default: false) Enable Fast Upload Enables or disables the drop area on the 'View Folder' page for uploading files by Drag & Drop. (default: Disabled) Allow upload of multiple files If set the regular upload form for uploading can be used to upload multiple files at once (default: false) Enable Folder Tree Enables or disables the folder tree on the view folder page. (default: Enabled) Expand Folder Tree Define if the folder tree should start expanded or collapsed. This is not use in SeedDMS 5 and 6 anymore. Enable recursive document/folder count If enabled, the number of documents and folders in the folder view will be determined by counting all objects by recursively processing the folders and counting those documents and folders the user is allowed to access. (default: Disabled) Max. number of recursive document/folder count This is the maximum number of documents or folders that will be checked for access rights, when recursively counting objects. If this number is exceeded, the number of documents and folders in the folder view will be estimated. (default: 0) Enable Language Selector Allows the user to change the language after login. If disabled, users cannot change the language. (default: Enabled) Enable Help If set, the link to the help page will be shown in the main menu. (default: Disabled) Theme selection Enables or disables the theme selector at login. (default: Disabled) Sort users in list Define if the user list should be sorted by login or full name. (default: Sort by login) Default sort method Sets the sort method of documents and folders in the folder view. (default: by sequence) Position of document when created: This is the default position of a document after uploaded. It can be either the beginning or end within a folder. (default: end) Replace document when saving If set, a new document version of a document uploaded by webdav will replace the current version instead of creating a new version. (default: false) Enable Calendar Enable or disable the integrated calendar. (default: Enabled) Calendar Default View Define the view used when opening the calendar. (default: Year View) First day of the week Define the day which should be shown as first day of the week. (default: Sunday) System settings ---------------- Root Directory Path to where the SeedDMS application files are located. (default: None) Http Root The relative path in the URL, after the domain part. Do not include the http:// prefix. If your URL is http://www.domain.com/seeddms you should set /seeddms/ (default: None) Content directory Path where the files uploaded to the DMS are stored. Best is to choose a directory which is not directly accessible through your web-server. (default: None) Backup directory Path where all backup files are stored. Make sure to select a directory not directly accessible through your web-server. Though, even recent versions of SeedDMS still provide the backup utility it is highly recommended to **not** use it anymore. Better backup your data directory and make a dump of your database (if mysql is used). (default: none) Cache directory Path where the preview images are stored. Best is to choose a directory which is not directly accessible through your web-server. (default: None) Directory for partial uploads Path where jumploader stores parts of a file upload before it's being put together. (default: None) Directory for full text index Path to where the fulltext index information is stored. (default: None) Directory for drop folder The path defined here can be used to drop files on the server's file system instead of uploading them via browser. The directory must contain a subdirectory for each user who is allowed to upload files this way. (default: None) URL of repository SeedDMS extension can be put into an external repository. This is for setting the url of it. (default: none) URL of proxy: User name used for proxy: Password for proxy Log File Enable Enables or disables the log file. (default: Enabled) Log File Rotation Choose how often a new log file will be created. Possible values are Hourly, Daily and Weekly. (default: Daily) Enable large file upload If enabled, file upload is also available through a java applet called jumploader without a file size limit set by the browser. It also allows to upload several files at once. If this setting has been enabled, http-only cookies are disabled. The java applet has been abanndoned in version 4.3.33, 5.0.10 and 5.1.0 and will no longer be supported. (default: Enabled) Partial filesize Size of partial files uploaded by the jumploader in bytes. Do not set a value larger than the maximum upload size configured on the server. (default: 2000000) Maximum size for uploaded files Maximum size for an uploaded file. This should be lower than the max_upload_size set in php's configuration. If not set the file size is only restricted by max_upload_size The parameter is currently only used if 'Large file upload' is enabled. Use apache xsendfile module SeedDMS can make use of apache's xsendfile module if installed. This may accelerates downloads. (default: false) Enable Guest Login Enables or disables the login of anybody as guest. Should only be used in a trusted environment. (default: Disabled) Enable auto login for guest If set, a user not explicity calling the login page will automatically logged in as guest user (default: Disabled) Restricted access If enabled, only users having an entry in the local database (irrespective of successful LDAP authentication) can login. (default: Enabled) Enable User Image Enables or disables user profile images (Avatars). (default: Disabled) Disable Self Edit If enabled, users can't edit their profiles. (default: Disabled) Enable Password forgotten If enabled, users can set and email a new password for their account. (default: Disabled) Min. password strength Set the minimum password length required. Values can be between 0 and 100. If set to 0, checking of the minimum password length is disabled (default: 0) Algorithm for password strength If set to simple, only the length of the password is being validated. If set to advanced, the password is checked if it contains a lowercase letter, a uppercase letter, a number and a special character. (default: simple) Password expiration Number of days after which a password expires and must be reset. A value of 0 turns the password expiration off. (default: 0) Password history The number of passwords a user must have used before a password can be reused. A value of 0 turns the password history off. (default: 0) Login failure Define the number of failed logins after which an account will be disabled. A value of 0 disables this feature. (default: 0) Automatic login Set the user which is used for automatic login. (default: none) User's quota The maximum number of bytes a user may use on disk. Set this to 0 for unlimited disk space. The value here can be overwritten by setting a quota in each user's profile. (default: 0) Undeletable User Ids Comma separated list of user ids which cannot be deleted. (default: None) Encryption key The string is being used to create a unique identifier that is being added as a hidden field to a form in order to prevent CSRF attacks. Cookie Life time The life time of the DMS' cookie in seconds. If set to 0 the cookie will be removed when the browser is closed. (default: 0) Default access for new documents Set the default access for new documents. (default: read) Database Type This field is populated during the installation process. Do not change it unless you have to migrate to a different type of database. For supported database types see adodb-readme. Server name The name of the host where your database is running on. Do not change unless you have to migrate or transfer the database to a new host. Database name The name of the database entered during the installation process. Do not edit this field unless necessary, e.g. if the database has been moved. Username The username used to access the database entered during the installation process. Do not edit this filed unless necessary, e.g. if the database has been transferred to a new host. Password The password of the database user entered during the installation process. SMTP Server hostname The hostname of the SMTP server used to send email notifications. SMTP Server port The port used to connect to the SMTP server. Common ports are 25 and 587. (default: 25) Send from The email address to be used as sender address. (default: seeddms@localhost) SMTP server user The user name used to authenticate with the SMTP server. SMTP server password The password to authenticate with the SMTP server. Advanced settings ------------------ Site Default Page Default page on login. Defaults to out/out.ViewFolder.php if empty. Root Folder ID The ID of the root folder. Mostly no need to change. (default: 1) Use home folder as root folder If set, the home folder set for a user will replace the root folder. This can be used to hide most parts of the folder tree from regular users. (default: false) Title Display Hack Workaround for page titles using more than 2 lines (not used anymore). (default: Enabled) Show missing translations Lists all missing translation on a page at the bottom of the page. The user logged on will be able to submit a proposal for the missing translations. The proposals will be saved in a CSV file. Do not enable this in a productive environment. (default: Disabled) Guest ID ID of guest-user used when logged in as guest. Mostly no need to change. (default: 2) Admin IP If set, admin can only login from| Empty specified IP. Use only if you have a static IP or control over the network, leave empty to avoid losing control. Authentication key for rest api Instead of using a user's own credetials this key can be used instead. (default: none) User for rest api Once an authentication key for the rest api is set, this user will be used when accessing the api. Allowed origin of api calls Set a list of domains which are allowed to acces the rest api. If none is set the api may be used from every domain. (default: none) Workflow mode The advanced workflow mode allows to specify your own release workflow for document versions. (default: traditional) Versioning File Name The name of the versioning info file created by the backup tool. (default: versioning_info.txt) Preset expiration date If set, all new uploaded documents will have an expiration date set to this value. The date specified can be entered as understood by PHP's strotime() function, e.g. +5 weeks. Allow to set reviewer only If set, a reviewer without an approver may be set. (default: Disabled) Allow review/approval for admins Enable this if you want administrators to be listed as reviewers/approvers and for workflow transitions. (default: Disabled) Allow review/approval for owner Enable this if you want the owner of a document to be listed as reviewer/approvers and for workflow transition. (default: Disabled) Allow review/approval for logged in user Enable this if you want the currently logged in user to be listed as reviewers/approvers and for workflow transition. (default: traditional) Allow editing of exting review/approval If set, the reviewers/approvers may be edited after the workflow has started. (default: Disabled) Enable deletion of previous versions Enable this if you want to allow regular users to delete previous document versions. Admins may always delete old versions. (default: Enabled) Enable modification of versions Enable this if you want to allow regular users to modify a document after a version was uploaded. Admin may always modify the version after upload. (default: Enabled) Allow duplicate document names If enabled, duplicate document names in a folder are allowed. (default: Disabled) Allow duplicat subfolder names If enabled, duplicate subfolder names in a folder are allowed. (default: Disabled) Override MimeType Override the MimeType submitted by the browser. The new MimeType is determined by SeedDMS itself. (default: Disabled) Remove file from drop folder after successful upload If set, a file which was uploaded from the drop folder will be deleted afterwards (default: Disabled) Enable owner notification by default Enable this if you want to automatically add a notification for the owner to the document. (default: Disabled) Enable reviewer/approver notification If enabled, reviewers/approvers are being notified if a new document has been added or updated. (default: Enabled) Send notification to users in the next workflow transition If enabled, users and groups which need to take action in the next workflow transition will be notified. Notification will be sent even if they not added a notification for the document. (default: Disabled) Core SeedDMS directory Path to SeedDMS_Core (optional). Leave this empty if your SeedDMS_Core directory is located at a place where it can be found by PHP (e.g. Extra PHP include-path). Lucene SeedDMS directory Path to SeedDMS_Lucene (optional). Leave this empty if your SeedDMS_Lucene directory is located at a place where it can be found by PHP (e.g. Extra PHP include-path). Extra PHP include Path Path to additional software. This is the directory containing e.g. the adodb directory or additional pear packages. This path will be added to any already existing PHP include-paths. Content Offset Directory To work around limitations in the underlying file system, a new directory structure has been devised that exists within the content directory. This requires a base directory from which to begin. Usually leave this to the default setting, 1048576, but can be any number or string that does not already exist. (default: 1048576) Max Directory ID Maximum number of sub-directories per parent. (default: 32700) Update Notify Time Users are notified about document changes that took place within the last 'Update notify time' seconds. (default: 86400) Max Execution time (s) This sets the maximum time in seconds a script is allowed to run before it's being terminated by the parser. (default: 240) Timeout for external commands This duration in seconds determines when an external command (e.g. for creating the full text index) will be terminated. (default: 0) Debug mode If set, debugging is on (default: Disabled) Commands for extracting text from files ---------------------------------------- SeedDMS depends on the help of external commands which are used to extract the text from a file with a given mimetype for feeding it into the full text search engine. The commands are usually predefined in the configuration shipped with SeedDMS but can all be changed or removed. Each command must be able to read the document file and write a textual representation in utf-8 format to stdout. That output data can be the content of the file, meta data extracted from the document, the result of a character or speech recognition process. The input file is represented by the placeholder '%s'. Only the text of the latest document version will be fed into the full text search engine. The two empty fields at the end of the list are for defining commands for further mimetypes. Deleting a command will remove the complete definition from the list. The string for the mimetype may either be the exact name of the mimetype, or just the part of the mimetype left to the `/` suffixed with `/*` (e.g. `image/*`), or just a `*`. The `*` stands for any string. Mimetypes are checked from top to bottom and the command of the first matching mimetype will be used. Hence, place mimetypes with wildcards at the end of the list. The section `Fulltext indexing`_ contains a list of commonly used commands for indexing various file formats. Commands for creating preview images ---------------------------------------- SeedDMS cannot create preview images by itself but calls external programs which create a png image from the document, which is cached by SeedDMS. Preview images are currently created in two sizes. One size for document lists and another size for the document details page. Usually the preview for the document details page is larger than for the document list, but this does not have to be so. The width of each preview image can be set in the settings as well. The command for creating the preview contains three mandatory placeholders and one optional placeholder which are filled out by SeedDMS before the command is executed. :%w: The desired width of the preview image in pixel :%m: The mimetype of the document. This is useful for a generic conversion program which needs to take the mimetype of the document into account (optional). :%f: The name of the document file for which a preview images is to be created :%o: The name of the created preview image The mimetype may contain a wildcard `*` which has the same meaning as already described in the section `Commands for extracting text from files`_. Commands for creating pdf previews ---------------------------------------- SeedDMS can use external programs to convert a document into pdf and show the result on the document's details page, if `Convert document to pdf for preview` is turned on. The resulting pdf document is cached just like preview images. The overall process is similar to the creation of preview images, except for the output format (which is pdf) and the placeholder `%w`, which is not available. Propperly configuring email ------------------------------- SeedDMS uses email mostly for notifying the users about changes of documents and the folder structure. Setting up email can be done in various ways depending on your email infrastructure. Access to the mail server can either be established by SMTP or using PHP's mail function, which itself can be configured in PHP's configuration file `php.ini`. For using PHP's mail function the server host name must not be filled. The port, username and password may be given, but will not be used. If PHP's mail function is to be used, it is up to your PHP configuration to set propper mail settings. If the hostname is set, SeedDMS will not use PHP's mail function but deliver the mail by itself over SMTP to the configured host. Without specifying a port the default port 25 will be used. Sending mail by SMTP quite often requires authentication with the SMTP server. Just fill in the username and password into the designated fields, if authentication is needed. If the SMTP server supports TLS it will be used, though SeedDMS does not check the validity of the certificate and the name of the peer. A crucial point when sending mails is the Return-Path also called envelope from. This is the email address where the mail server sends a notification mail, when the message cannot be delivered. Most mail servers are very picky on this address and will not allow to set an address which is not within the domain they are responsible for. If the configuration value for 'Send from' is not set, the SeedDMS user's address will be used. If this is not allowed by the SMTP server the Return-Path can be set in the 'Send from' field. Mostly it is advisable to put in a address of a person in charge for SeedDMS. Keep in mind that if PHP's mail function is used, the envelope from can also be set by `sendmail_path` or `mail.force_extra_parameters` in PHP's configuration which again replaces the value in `Return-Path`. Running a mail server on localhost ``````````````````````````````````` On Linux it is quite easy to set up a local mail server which is relaying its mail to a smart host. In this case the server hostname can be left empty which tells SeedDMS to use PHP's mail function. On Linux PHP's mail function queues the mail by default with the locally installed sendmail command. There is also no need for a username and password, because this method doesn't require any authentication with the mail server. Sending mail to a local mail server is very reliable and fast and should be used whenever possible, though using SMTP is also on Linux an option. Using SMTP ``````````` On systems without a local mail server, SMTP is the only option for SeedDMS to send mails. SMTP is turned on, if the hostname is set. In some rare cases this is already sufficient for a running configuration. SMTP servers receive mail on various ports. Very common are port 25 (which is the default in SeedDMS), 465 and 587. It is up to email provider which port is actually used. Nowadays SMTP connections are usually secured by STARTTLS or TLS, which is both supported by SeedDMS. In case of a pure TLS connection the hostname must start with `ssl://` and the port is usually 465. A TLS connection starts encryption from the very beginning just like a https connection. Prefixing the hostname with `ssl://` tells SeedDMS to use TLS. If the SMTP server supports STARTTLS (usually on port 587), the connection starts unencrypted and switches to a TLS encrypted connection when both peers agree on it. SMTP does not allow anybody to send emails, without any kind of authentication (unless you find an open mail relay). Authentication can be checked by access from a certain IP address or an IP address range or a username/password combination. In case of a username/password combination the two designated fields must be filled out.