R2 Docuo documentation
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Advanced settings

Index


1  "Advanced" R2 Docuo Settings tab

2  Ordering folders and categories

3  Establishing the way of opening the details window

4  Adding the company name and legal notice to automatic emails

5  Publishing options

6  Communication sequences

7  Document codes

8  Drop down lists

9  Integration with third party applications



"Advanced" R2 Docuo Settings tab


In this tab you can modify common settings used in R2 Docuo. Each configuration option is divided into a separate group. The parameters you set here will be the same for all users.




1

Ordering folders and categories


R2 Docuo gives you the option to select the order in which folders and categories are viewed in the trees. You can check whether to sort folders and categories alphabetically.

If you uncheck the box, you can customize the order in which folders and categories will appear on the tree, from the folder and category managers.




1

Establishing the way of opening the details window


By default when you double-click on a document, it will open the attached file in editing mode. If the main use to be given to R2 Docuo is to consult data in the details window you can configure the details window to open when you double-click instead of the document file.

For this change to become effective you will need to close the R2 Docuo desktop application and reopen it again.




1

Adding the company name and legal notice to automatic emails


R2 Docuo sends the company name and legal notice in automatic emails. Both the company name and the text of this legal notice can be customized.

In the case of the company name, enter the name of your organization in the text box.

To customize the legal notice or disclaimer, modify the text respecting always the codes that appear at the start and end of the disclaimer text.




1

Publishing options


Publishing options allow you to select how R2 Docuo will behave when publishing a document when the date in the properties field is other than today.




Change date to today and publish

Selecting this option will automatically change the date to today when the document is published.


Publish with original document date

This option will maintain the document's original date.


Ask user

If you select this option, when the document is published with a date other than today a dialog box will appear asking whether to change or maintain the date.



1

Communication sequences


Communication sequences allow you to identify emails that have been sent at the same time in a group with a numerical code. These sequences are only useful for emails forwarded in group.


These sequences are added in the "Emails" step of the categories wizard by adding the label <@ComunicaciónId>  to the email subject line.



The "Open" button will show all the replacement tags created and allow you to define the next number assigned to the identifier.



1

Document codes


In R2 Docuo all document codes consist of 6 digits by default. This option allows you to customize the number of digits that make up the document code.




1

Drop down lists


Drop down lists with a search must have an associated drop down list to serve as the data source.




Creating a new list

Clicking "Open" will open the drop down list manager from which you can create new lists, add values to existing lists, or establish security settings in relation to creating and modifying list values or deleting created lists.



The "+ New" button will open the window where you can create a new drop down list. The "Name" field establishes the name to be given to the list.




Creating new list values

From the drop down list window, click "+ New" to add values to the list.



Once you have added all the values you want to the list save changes by clicking OK.




Establishing security settings for creating and editing values in drop down lists

The "Security" tab in the drop down list window can be used to define users or user groups that are allowed to create or modify the values in the lists from the document's details window.


The list permissions manager is split into two sections, the top one where you can add users or user groups who can create new values in the drop down lists and the bottom one where you can add users or user groups who can modify drop down values.

If the security tab is left empty, any user will be able to create or modify drop down values.




Deleting lists or list values

To delete a drop down list or list value you will need to select the registry to be deleted and click the delete button on the button bar.

A message will appear for you to confirm that you want to delete the registry, and after clicking OK the selected registry will be deleted.



1

Integration with third party applications


If your company has its own programmers, they will be able to integrate R2 Docuo with accounting applications, an ERP, corporate intranet or any other software thanks to the R2 Docuo API.


You can view process information on the corporate web page, upload or download documents, automatically generate accounting entries or import a list of clients. The possibilities are endless.

With the R2 Docuo API you can warn other programs when a document reaches a particular state in a process or exchange information with them in any number of ways.


For more information you can request R2 Docuo's API information through the client area of the R2 Docuo web site by means of a support ticket.


If you will be using the R2 Docuo API here you can generate permissions and authorize users for third party application integration.


First steps - R2 Docuo documentation

R2 Docuo documentation
Back to the R2 Docuo website

First steps

Index


1  Help organization

2  What you need to get started

3  How to download the R2 Docuo desktop application

4  How to upload documents

5  How to create additional users and collaborators

6  How to login to the R2 Docuo web portal

7  How to customize the R2 Docuo web portal

8  How to create a document category and its workflow

9  How to obtain support


Help organization


Getting started

This section introduces you to the first steps to using R2 Docuo. It is a quick start guide so you can start working with the tool in just a few minutes.

The desktop application

In this section you will find detailed information on how to use the R2 docuo desktop application in order to share, edit or delete documents, to assign categories to documents, or to move documents through the different states of a process.

The web portal

This section provides detailed information on how to use the R2 Docuo web portal with all its functionalities.

Administrator guide

This section shows you how to create new folders, categories, users or collaborators, setup user permissions and the main options available for configuring the tool.


What you need to get started


To start using R2 Docuo you need a repository identifier, a user and a password.

If this data is not yet available, the service operator can register in the customer area of the R2 Docuo web site and follow the steps indicated to obtain login details.

Users or collaborators of an existing repository can request this information from the application's administrator.


How to download the R2 Docuo desktop application


  1. Download R2 Docuo from the R2 Docuo web site.
  2. Run the program.
  3. Once the installation process has started, accept all default settings by clicking "Next".
  4. When installation ends double-click on the R2 Docuo icon that will have appeared on the desktop.
  5. Enter the user name and password used to register to start the trial period.


How to upload documents


From the R2 Docuo desktop application select the folder to which the documents will be uploaded and drag them from the PC to the list of results.

For more information click here.


How to create additional users and collaborators


Users / collaborators are created from the R2 Docuo desktop application in three simple steps:

  1. From the main window of the R2 Docuo desktop application open click on the spanner to open the user or collaborator administrator as applicable.
  2. Click "New user".
  3. Fill in the requested details and click Ok.

For more information click here.


How to login to the R2 Docuo web portal


  1. Enter the address https://portal.r2docuo.com/repositoryname
  2. Enter the user and password and login.

For more information click here.


How to customize the R2 Docuo web portal


  1. From "My account" in the customer space of the R2 Docuo web site click "Configure".
  2. In the Appearance section click "Change appearance" .
  3. Make the required changes and save.


How to create a document category and its workflow.


  1. From the categories tree in the R2 Docuo desktop application (purple folder) open the category manager by clicking on the cog icon.
  2. Click "New category".
  3. Enter the name and required code.
  4. If necessary, create fields and attributes.
  5. In the process step check "Define a process for this category".
  6. Change the name of the states and transitions by double-clicking on them and Finish.

For more information click here.


How to obtain support


Under the 'My account' heading of the customer area in the R2 Docuo web site use the "Support" section to report incidents with the application or to query open tickets.