The Site Setup is a collection of administrative pages available to users with the Site Manager or Manager role site-wide. It is used to control the overall functioning of the DMS and KMS. This is available from the Site Setup link on the upper right of most pages. The collection of tools is somewhat different in Local and Hosted Solutions, but is similar.

Error Log - both

Mail Settings - Local only

Keyword Manager - both

Navigation Settings - both

Portal Settings - both

Search Settings - both

Users and Groups Administration - both

Zope Management Interface (ZMI) - Local only

OpenEngagement DMS configuration - both

 

Setting the date format is done in the ZMI and so is only directly available in Local Solutions. Users of Hosted Solutions may contact OpenEngagement to set the date format.

The date format is set in portal_properties, site_properties in the ZMI. The date format is specified in a format such as: %Y-%m-%d.  The date format should, therefore, be one of the following:

%Y-%m-%d

%Y-%d-%m

%m-%Y-%d

%m-%d-%Y

%d-%Y-%m

%d-%m-%Y

The actual dates shown in the Open Engagement, for the most part, are taken from the server's clock; others are extracted from the uploaded Working Papers client files. These dates are used for the Engagement histories, object creation times, last accessed times and so on. Users cannot set this clock through the DMS; they can only change the date format.

The error log tracks all errors that occur in the OpenEngagement DMS. The error log is rotated nightly, so will not grow large. For the most part, viewing the Error Log will not be useful to the user. However, if the error log shows errors, it will be useful to copy this when posting any bugs with OpenEngagement.

The Keyword Manager can be used to ensure the keywords used on the site are well-defined. Keywords are only useful if they are applied in a consistent manner. This tool allows users to rename or merge keywords. For example, if a site has the keywords, tax and taxation, these may be redundant, and so can reduce the usefulness of keywords. They can then be combined into a single keyword.

The user interface for the Keyword Manager lists all the keywords currently used on the site. Users may check whichever of these they wish. Below is a field where the user should enter the new name. For example, if a site has the keywords:

• Agriculture
• Retail Firm
• Wholesale
• Manufacturing
• Retailing
• Retail Business

The firm may wish to combine Retail Firm, Retailing and Retail Business into a single keyword. They should check these three keywords and enter the new name, possibly Retail in the field at the bottom. After performing the merge, any item that had a keyword of either Retail Firm, Retailing or Retail Business will now have a keyword of Retail and not Retail Firm, Retailing or Retail Business.

 

This is available on the Preferences page.

The mail settings need only be set once and are unlikely to change afterward. To test they are set correctly, firms can test using the Contact page to send an email.

This is accessible from the Site Setup page.

This page provides a couple ways to configure the navigation portlet, site map and role map. It also provides a tool to create links on your toolbar for folders you create at the root level. This may add a convenient way to navigate your site. If checked, though, it will add links to all folders in your site root to your main toolbar.

The page also lets you set the content types which are displayed in the navigation tree. The set of object types selected here by default in the OpenEngagement DMS should be fine, but some firms may wish to add or remove some types. Some object types (File, Image, Link and Page) appear twice each in this page. This is because a distinction is made between these types inside and outside of Areas, and it is possible to check one and not the other here.

The page also allows you to specify that only objects in certain states should be shown in the navigation portlet and site map. For example, users may select to have Inactive Entities not appear. If firms choose to show Engagements in the Navigation portlet, they may wish to not show Archived Engagements.

These settings will only affect the Navigation Portlet, Site Map and Role Map. They will not affect the ability of users to otherwise navigate to any given object.

This is accessible in the Preferences page.

Most of this is self-explanatory other than a couple fields, which are described here.

The External Editor feature allows users to edit some files types, such as Microsoft Word and Excel, without explicitly downloading and then uploading the files. This is disabled by default, since there are several issues with the External Editor functionality. Only a few file types are supported, so users may frequently get errors if they attempt to use the External Editor feature with other content types. The External Editor works by launching the application, say Excel, then, behind the scenes, downloading the, in this example, .xls file to the local computer, in a temporary Internet folder. As users hit Save, the changes are copied up to the DMS. It is very difficult to find where on the local computer the file is saved, though this is rarely necessary, and most users will not be aware that the file is actually on their local computer in any case. In order to use the External Editor, users must install client-side software. The External Editor can be a useful feature, and users may wish to enable it. Once enabled, a pencil icon will appear next to objects that can potentially be edited.

Users are encouraged not to select the Show "Short Name" on Content checkbox.

This is accessible from the Preferences page.

Most of these options are self-explanatory, but a few will be described here.

Default Entity Sections

This defines which Sections will be created automatically whenever an Entity is created. If this field is empty, no Sections will be created automatically. Users with sufficient permissions will still be able to create additional Sections in Entities. This feature can help ensure a consistent site organization, by having each Entity contain the same set of Sections.

Archive Notification and Days Until Archive

It is possible for users with sufficient permissions to explicitly move Documents from the Completed state to the Archived state. However, the OpenEngagement DMS will also do this automatically for all Documents that are not explicitly moved. Users specify here the number of days after the Document reaches the Completed state before the DMS will automatically transition them to Archived. Users can also specify to be sent a notification email a certain number of days before this date. This gives users a chance to do whatever work is necessary before the Document is essentially frozen.