If you are the owner of a collection, you have access to the collection settings.
You can find these via the "cogwheel icon" in the menu bar
Overview of available settings
You can configure the following options in the collection settings:
Log views and downloads
Mark the collection as a public collection
Mark the collection as a unique collection
Shared folders show inherited shares
Shared folders show full path
Set folder structure as immutable
Log views and downloads
This option allows you to keep track of
Who has viewed documents in the collection
Who has downloaded documents
To activate the logging:
Select the collection
Open the collection settings (cogwheel icon)
Activate the option "Log views and downloads"
Public collection
What is a public collection?
Unlike normal collections, you do not have to share public collections with other users.
Administrators and internal users can join public collections independently
They do not need to be actively added
Who can create public collections?
Note: Only administrators and internal users can create or join public collections.
How to make a collection public
Prerequisite: You must be the owner of the collection.
Select the collection
Click on the "cogwheel" icon
Activate the "Public collection" option
As soon as a collection is public, the icon displayed changes.
To remove the public status
You can remove the public status of a collection at any time:
Select the public collection
Select the "cogwheel" symbol
Remove the tick from the "Public collection" box
Important: All users who have access to the collection at the time of deactivation automatically receive a release and retain access.
Unique collection
What is this function for?
This function prevents users from recreating an existing collection.
Note: This function is only available for administrators and internal users.
Basic behaviour without this option
Collection names can be assigned multiple times
Each user can create new collections and freely choose the name
What happens if the "Unique collection" option is active?
No user can create further collections with the same name as the collection for which this option is active.
What happens if a user tries to create a collection?
If a user attempts to create a collection with the same name:
The collection is not created
Instead, a message appears in the bottom right-hand corner of the screen
What happens to existing collections with the same name?
These remain in place
The function only prevents further collections with the same name from being created
To activate the "Unique collection" option
Select the collection
Open the collection settings
Activate the option
Note: The "Configure collection" item only appears for the owner of the collection.
Shared folders show "inherited shares"
What is this function for?
Do you want to see which users or groups can see a specific location (collection/subfolder)?
Note:
This function is only available to administrators and internal users
You must be the owner of the collection
This option is not available to archivers
What are inherited shares?
A distinction is made between direct and inherited shares:
Direct sharing
The location (collection/subfolder) has been explicitly shared with other users or groups
Inherited sharing
All locations that are visible to these users or groups due to direct sharing
These locations do not have a direct share themselves
Explanation: The waterfall principle
In SV Documents DMS, approvals are based on the waterfall principle:
If a collection or a subfolder is shared directly with a user (or a group)
All underlying folders are also automatically visible
Basic behaviour without this option
Users have the option to see via the "Shares" menu item:
Which users or groups have direct access to the selected location
Inherited shares are not displayed here
What happens if this option is activated?
If a collection is equipped with this option:
Other users can also see inherited shares via the "Shares" menu item
Note: Inherited shares are only displayed to administrators and internal users.
To activate the option
Select the collection
Open the collection settings
Activate the option "Show shared folders with inherited shares"
Shared folders show full path
What is this function for?
Users who should only see a specific area are shown the full folder path.
Note:
This function is only available to administrators and internal users
You must be the owner of the collection
This option is not available to archivers
Basic behaviour without this option
In SV Documents DMS, the currently open path is displayed at the top of the centre area:
By clicking on the previous folders, you can "jump" directly there
For users with restricted access:
The path is only displayed up to the topmost visible folder
This also applies to the path displayed in the preview view via the "Shares" tab
What happens if this option is active?
Users who should only see a certain area will still see the full path
will still be displayed.
Important: However, you can only "jump" back into the path as far as your share allows by clicking the mouse.
To activate the option
Select the collection
Open the collection settings
Activate the option "Show shared folders full path"
Folder structure unchangeable
This option allows you to protect the folder structure of a collection:
Users can no longer change the folder structure
The existing structure is retained
To activate this option:
Select the collection
Open the collection settings (cogwheel icon)
Activate the "Folder structure unchangeable" option