Setting up Xtendis 8

Xtendis contains various settings that can be configured based on your personal preference. These include setting the language in which Xtendis is shown, the number of results per page that you want to see when performing a search, whether or not you want to receive notification e-mails, changing your password, and so on.

How to set up Xtendis to your personal liking is described in this article.

Avatar

The avatar is an image that represents you as a user in Xtendis.

It is shown for yourself on the left side on the Dashboard, and for other users when creating a note or when a notification is sent.

To set or change your avatar, do the following:

Step 1. Make sure that you are on the Dashboard and that the Dashboard is not collapsed to a toolbar.

Step 2. Click the avatar, browse to the image that you want to use and click Open.

Note: This should be an image in JPG, JPEG, or PNG format.

General settings

Settings that are typically set only once are set on the Settings page.

To access the settings, choose in the bottom left corner of the screen Settings in the avatar menu or click on the Settings icon (the cog wheel) in the toolbar:

The page is divided into the following sections:

• General. This contains the settings that are generally used.
• Change password. For changing your password.
• Flow replacement. Used for defining who should replace you in your absence.
• Manage layouts. (Only available for functional managers) For managing the properties that are shown in various areas of Xtendis.

General

This section contains various general settings for working with Xtendis.

The following table provides information about each setting.

Defining default settings for users or user groups

Functional managers can set the following options in the General settings tab as the default setting for all users or for specific groups:

• Results per page. The maximum number of results that are shown on a page when performing a search.
• Search documents archive. The archive that is selected by default in the Archive list when searching for documents.
• Receive notification e-mails. Defines if the user should be notified by e-mail when mentioned in a notification.
• Open links in new tab. Defines if hyperlinks should be opened in a new Web browser tab.

Step 1. Set the settings that need to be set as the default for multiple users and select the check box of these settings.

Step 2. Click Save for... .

The 'Save for' panel appears.

Step 3. At the top of the panel, do one of the following:

• Select All users and click OK to save the settings as the default for all users.
• Select Specific groups, in the list that appears select the groups to target and click OK to save the settings as default for all users in the selected groups.

Change password

Logging in to Xtendis requires a user name and password. This password needs to be set up when accessing Xtendis for the first time.

Note: This is not required when logging in using Single Sign-On (SSO). When using SSO, a central login account is used such as the user account with which you sign in on Active Directory (Windows). Creating and changing the password is then done through the system in which this account is managed. Check with your system administrator for details.

You can also add a new password when you have forgotten the original one or update your existing password.

This is done in the Change password section. For details, see Managing passwords in Xtendis 8.

Flow replacement

When you are absent from work for a relatively long period of time such as during a holiday, you can set up Xtendis so that anything that is assigned to you is automatically assigned to another user.

This feature is known as the 'flow replacement', because the other person replaces you in the workflow.

Which user should replace you and for how long is defined in the Flow replacement section.

To set up a new replacement, click Add new, fill out the options (see the table below) and click Save.

Note: Multiple replacements can be set up.

To change an existing replacement, click its label, change the options (see the table below) and click Save.

To remove an existing replacement, hover the mouse pointer over the label, click the trash can icon that appears, and confirm that you want to delete the replacement.

Manage layouts

Info: This tab is only available for functional managers.

The options in the Manage layouts tab is used by functional managers for managing the properties that are shown in various areas of Xtendis.

It is described in detail in Managing the display of properties in search results, folders, and panels in Xtendis 8.

Other settings

Apart from the settings found in the settings section as described above, there are several other areas throughout the application which you can set to your personal liking. This includes setting the following:

• The color of favorite folders on the dashboard and the columns that are shown in a folder. For details, see Working with folders in Xtendis 8.
• The columns shown in search results. For details, see Searching for documents in Xtendis 8.
• The columns shown when uploading a file. For details, see Uploading documents in Xtendis 8.