Surogate DMS FAQ
Answers to the questions the DMS’s messages and empty screens raise.
Signing in and seeing documents
Section titled “Signing in and seeing documents”I signed in and I see no folder
Section titled “I signed in and I see no folder”Your account exists but nobody has given you a role yet, or the role does not reach the folder. Ask your administrator for a grant. See Roles and permissions.
Why is Upload missing?
Section titled “Why is Upload missing?”The Upload button shows only in folders where you may file documents, and not in a closed dosar. Import under Documents shows only to people who may file documents.
Why is a page missing from my sidebar?
Section titled “Why is a page missing from my sidebar?”The sidebar lists only the pages your roles allow. See Sign in and find your way.
The sign-in page says my account is deactivated
Section titled “The sign-in page says my account is deactivated”An administrator deactivated it. Ask them to reactivate it. The other sign-in messages are in Sign in and find your way.
Working with documents
Section titled “Working with documents”Why can I not validate this document?
Section titled “Why can I not validate this document?”A document needs a type and its required fields before it can be validated. The page says what is missing.
Why can I not edit or add a version?
Section titled “Why can I not edit or add a version?”A document can be edited only while it is a draft or validated, and not while someone else has it checked out. See The life of a document.
Why can I not archive this document?
Section titled “Why can I not archive this document?”Archiving needs the permission to archive, and the document’s file must have passed its reception. A document that failed shows Not accepted and its Archive tab says why; an electronic archivist can accept it into the archive with a written reason.
Why does a document ask me for a reason?
Section titled “Why does a document ask me for a reason?”It holds a category of personal data that asks for a reason for access. The reason goes into the audit log. See Personal data.
Why do I not see a document in a search or a collection?
Section titled “Why do I not see a document in a search or a collection?”You see only documents you may read. Documents with personal data need the permission Access to documents with personal data.
The registry
Section titled “The registry”I do not see the Registry section
Section titled “I do not see the Registry section”The section shows when you hold at least one of the permissions Sees registrations, Registers documents, Cancels registrations or Manages the registers. Ask your administrator for a grant. See Registers and address lists.
Can I change a registration number?
Section titled “Can I change a registration number?”No. A number never changes and is never given to another registration, even when the registration is cancelled. When the kind, the register or the type is wrong, cancel the registration and register it again. See Registering documents.
Why does Download with the number give a message?
Section titled “Why does Download with the number give a message?”Only a PDF that is not encrypted and has no signatures gets a numbered copy, because the stamp on the first page would break a signature. Download the original and the receipt instead.
Where do I see what is addressed to my unit?
Section titled “Where do I see what is addressed to my unit?”In Registry › For my unit. It lists the registrations addressed to the units where you hold a position in the org chart. See Finding registrations.
Capture
Section titled “Capture”I do not see the Capture section
Section titled “I do not see the Capture section”New capture and My captures show when you hold Uploads documents somewhere, or Process captures. To process, To validate and Separator sheets show when you hold Process captures. Ask your administrator for a grant. See Capturing documents.
Why is To process empty or missing?
Section titled “Why is To process empty or missing?”It lists the captures of the channels of the units where you hold Process captures and Access to documents with personal data both. Ask your administrator for both in the unit of the channel. To process also lists the captures you sent or printed yourself, and My captures lists only those.
Why did my scan not split?
Section titled “Why did my scan not split?”A PDF that carries a signature or is password protected is never cut. A sheet of a profile that was switched off stops the capture and says so. A channel with Separators off reads the sheets and cuts nothing. See Separator sheets and registration labels.
Why does a capture wait?
Section titled “Why does a capture wait?”A sentence on the capture says what is wrong and what to do. See Processing captures.
Where are the captures of my printer?
Section titled “Where are the captures of my printer?”In Capture › My captures. A unit’s printer sends its captures to To process instead.
What the DMS does not do
Section titled “What the DMS does not do”The DMS does not offer these:
- editing the older Office formats (
.doc,.xls,.ppt,.odt) in the browser, two people editing one file at once, and printing from the viewer; - deleting a single document: a document can be archived, and dosare are deleted together after a selection;
- following a document, and sending or sharing a document by link or by e-mail;
- approval workflows of its own (a flow that spans people and systems runs in Keel: see Workflows and cases with Keel);
- scanning from the program of a scanner on your computer (TWAIN and WIA), printing labels in the language of a label printer (the DMS makes PDFs), and printing to the DMS printer from a phone (photograph the pages with New capture instead);
- creating accounts, setting passwords or a second factor: sign-in belongs to your institution’s sign-in service.
Pages for IT teams
Section titled “Pages for IT teams”The page API integration under Administration is for the IT team that connects other systems to the DMS. It is not described in this guide. The page Keel integration is: see Keel integration.