PAT_DMS_SETTINGS Configuration

If set to TRUE the email will be saved to the DMS directly, independently of auto-save. If FALSE the casebrowser relies on the standard auto-save function for the outgoing email to be saved to a case.

If auto-save is enabled and this setting is set to TRUE, emails may be duplicated in cases; such situation should be avoided. This setting is meant to be used in environments that are not making use of the auto-save function of the DMS.

When LDAP-Authentication is active (sso.mode.enabled = TRUE and sso.static.pass = <passwordValue> set in pi-nuxeo.xml) this value will be used to replace password returned by Patricia in GET authentication method for CaseBrowser.

This value must match value set in <SSO_STATIC_PASS> key in the "dms.conf" file of the auto-deploy.

/default-domain/workspaces/Patricia

Firm root directory in Nuxeo

/default-domain/workspaces/Patricia/Settings

CaseBrowser settings directory in Nuxeo

Enable/disable sync listener to add pat_doc_log entries for documents added to a case through nuxeo drive or WebDAV.

-- Default value changed to TRUE as of version 1.9.8.2+

doc.properties.synccache.ttl

A list of permitted old case id regular expressions, formatted as a json string.

This is used when searching for valid old case ids in emails or free-form text such as OCR.

Sample usage of old.case.id.reg.ex.conf that can scan for three types of old case number patterns:

{"version":1,"regExList":["([0-9]+-[A-Z0-9]+-[A-Z0-9]+)","([0-9]+-[A-Z0-9]+-[A-Z0-9]+-[A-Z0-9]+)","(\\b[0-9]{3}[A-Z]{4}-[0-9]{1,4})"]}

[DNS]

This key prefixing the subject line will make sure the email is not saved to the DMS despite a case ref. being in the subject line.

Note: The inserted value is case sensitive

Comma separated list of all to:email addresses for which only the attachment should be saved to the case but not the email message. All pdf attachments will be OCRed immediately, ie. on saving, except when do.not.ocr.attachment.onsave = TRUE (see next key).

If OCRing is set to occur on saving, any case references found in the OCRed text will be used to define to which cases the attachments are saved. Accordingly, only case references found in the text of pdf documents will be used for auto-saving.

Note: Given the immediate OCRing of pdf attachments to find cases to which to save to, the saving to the cases is delayed until the OCR finishes.

Format: email1@email.address,email2@email.address,...

This setting defines a list of 'to:' or 'cc:' addresses for which an email will be saved directly to the specified case. Any case reference in the subject line of the email or the body is ignored; the email will only be saved to the case specified here.

This setting is strict, meaning that, even if only one 'to:'or 'cc:' address in the email header matches, also if multiple 'to:'/'cc:' addresses are supplied, this setting will apply and the email be saved to the specified case.

Note: If a 'to;'/'cc:' address specified here is also specified in 'ocr.email.scan.list.config.key', only the attachments of the email are saved to the specified case and the email itself be discarded; an email without attachments will thus not show

Format:

{"email1@email.address":"P12345WO00",
"email2@email.address":"TM98765AU00"}

1.9.8.2.4-2+ supplemented in 1.9.8.2.8-2+ by addition of parsing of 'cc:' address field

This setting defines a list of 'from:' addresses for which an email will be saved directly to the specified case. Any case reference in the subject line of the email or the body is ignored; the email will only be saved to the case specified here.

This setting has less priority than any matching definition in email.target.case.

Format:

{"fromemail1@email.address":"P12345WO00",
"fromemail2@email.address":"TM98765AU00"}

This setting defines a list of 'from:' domains for which an email will be saved directly to the specified case. Any case reference in the subject line of the email or the body is ignored; the email will only be saved to the case specified here.

This setting has less priority than any matching definition in email.target.case or email.from.target.case.

Format:

{"from.domain1":"P12345WO00",
"from.domain2":"TM98765AU00"}

This setting will eliminate OCR being run on attachments in emails sent to an address in the ocr.email.scan.list.config.key setting on saving. OCR will, however, run with next sweep run (depending on is.ocr.office.hours setting).

Note: If the email subject line does not include a valid case reference, nothing will be saved!

[advanced setting] This setting will suppress OCR being run on case updates. Case update events happen, for example, when documents are uploaded or when emails are saved. Accordingly, this setting, if set to TRUE will essentially disable OCR operations from happening, with three main exceptions:

• Users clicking "view as text" will trigger an OCR operation;
• emails sent to an address set in ocr.email.scan.list.config.key will have their pdf attachments OCRed unless disabled by do.not.ocr.attachment.onsave;
• OCR sweep runner will run as normal (depending on is.ocr.office.hours setting).

Note: This setting should be set TRUE only for the period of the first email-analysis sweep run after an import of a client repo.

This setting should under normal circumstances be set to FALSE after the initial email analysis sweep processing and during production use of the DMS to warrant for correct functioning of the DMS.

[advanced setting] This setting, if set to TRUE, will suppress all case update (housekeeping)-events when, for example, documents are added or otherwise processed. Case update events happen, in particular, during the background processing of email attachments, metadata extraction and preview generation.

Note: This setting should be set TRUE for the period of the initial email-analysis, metadata extraction, and preview generation sweep run after an import of a client repo.

This setting must be set to FALSE after the initial sweep processing and during production use of the DMS to warrant for correct functioning of the DMS.

Allows custom configuration of the command to use for performing ocr. Note that only set engines are supported: 'tesseract' (default), 'ocrkitmac', 'piocr'.

The default will make use of the tesseract package internal to the nuxeo container. To make user of the external tesseract container solution, please refer to: Configuring external dockerized tesseract appliance for DMS

ocrkitmac: Configuring OCR appliance for DMS using OCRKit
piocr: Configuring OCR appliance for DMS

Since 1.9.8.2.10 OCRKit can be enabled by providing OCRKit script to the worker container. piocr option is removed since this version.

This value sets the trigger period for the periodic search and clean up "old" (= older than timeout period) NuxeoDrive roots. These "old" folders are unregistered so as to make sure the shared NuxeoDrive roots are not cluttering the client systems and eventually causing unwanted and unneeded system load through NuxeoDrive compare processes.

Under normal circumstances no change is necessary.

This settings affects the behaviour of the DMS import during a re-import (aka re-sync). When set to TRUE, the DMS importer will perform a byte-by-byte check of the source files (from the filesystem) against the destination files (inside the DMS) to find documents that have been modified/changed. If FALSE, only a byte-size check will be performed to determine if a document had been modified/changed.

The re-sync can be run directly after an import as a verify run to make sure all documents have been correctly imported into the DMS (generally not necessary given each transaction is acknowledged).

With byte-size check (FALSE) and depending on general system performance parameters the re-sync time is ~10-15% of the original import time; with byte-by-byte check the re-sync time is ~20-25%.

Whilst this setting remains FALSE, new files added to the system will not be subject to preview generation, email analysis, text extraction or metadata syncing. For production use this setting must be set to TRUE after the import.

This is an internal setting used by the DMS to indicate that, after the upgrade to version 1.9.8.2.4-2, the DMS' index has been migrated to a new index format. The new index format will be necessary to warrant full functionality of the DMS starting version 1.9.8.2.4-2. This setting will be maintained automatically by the DMS and should not be changed if set to TRUE.

If set to FALSE (or not present), on startup of the DMS in version 1.9.8.2.4-2+, the DMS will automatically start migrating the index to a new format. After the migration is finished, the setting is set to TRUE, indicating the index format is latest.

Please refrain from manually changing this setting except when advised so.

Since 1.9.8.2.10 the setting is removed from the system and considered as TRUE

1.9.8.2.4-2 - 1.9.8.2.9-2

Default category for all email addresses. The category ID specified here will be applied to all in- and outbound email communication unless there is a more specific hit by email.category.set or subject.category.set. Order of priority is: email.category.set → subject.category.set → email.category.default (highest to lowest).

Specific email category configuration, which is a JSON string of a category definition per 'to:' or 'cc:' address. This value overrides the email.category.default setting based on the 'to:'/'cc:' address. While it could be used for outbound email addresses, it is only recommended to be used for email addresses that are under your own control.

Format:

[{"email":"email1@email.address","categoryId":1},{"email":"email2@email.address","categoryId":2}]

Specific email category configuration, which is a JSON string of a category definition per 'from:' address. This value overrides the email.category.default setting based on the 'from:' address.

This setting has less priority than any matching definition in email.category.set.

Format:

[{"email":"fromemail1@email.address","categoryId":1},{"email":"fromemail2@email.address","categoryId":2}]

Specific email category configuration, which is a JSON string of a category definition per 'from:' domain. This value overrides the email.category.default setting based on the 'from:' address.

This setting has less priority than any matching definition in email.category.set or email.from.category.set.

Format:

[{"domain":"from.domain1","categoryId":1},{"domain":"from.domain2","categoryId":2}]

Specific "Document description" description configuration, which is a JSON string of a description definition per 'to:' or 'cc:' address. While it could be used for outbound email addresses, it is only recommended to be used for email addresses that are under your own control.

Format:

[{"email":"email1@email.address","description":"Email 1"},{"email":"email2@email.address","description":"Email alternative"}]

Specific "Document description" description configuration, which is a JSON string of a description definition per 'from:' address.

This setting has less priority than any matching definition in email.description.set.

Format:

[{"email":"fromemail1@email.address","description":"Email 1"},{"email":"fromemail2@email.address","description":"Email alternative"}]

Specific "Document description" description configuration, which is a JSON string of a description definition per 'from:' domain.

This setting has less priority than any matching definition in email.description.set or email.from.description.set.

Format:

[{"domain":"from.domain1","description":"domain 1"},{"domain":"from.domain2","description":"domain alternative"}]

Specific subject line keywords as a JSON string of a category definition per keyword. This value is overridden by a definition in email.category.set, ie. if a keyword defined in subject.category.set hits as well as a 'to:' address defined in email.category.set, the latter definition wins. If multiple defined keywords are present in the subject, the first hit wins.

This setting can be used for outbound email communication as well as inbound one.

Format:

[{"keyword":"subjectString1","categoryId":1},{"keyword":"subjectString2","categoryId":2}]

Specific subject line keywords as a JSON string of a "Document description" definition per keyword. This value is overridden by a definition in email.description.set, ie. if a keyword defined in subject.description.set hits as well as a 'to:' address defined in email.description.set, the latter definition wins. If multiple defined keywords are present in the subject, the first hit wins.

This setting can be used for outbound email communication as well as inbound one.

Format:

[{"keyword":"subjectString1","description":"Email 1"},{"keyword":"subjectString2","description":"Email alternative"}]

Attachments which match this patterns will not be saved. Attachment names that are to be omitted should be listed each by their own entry in the value area.

Format:

["smime.p7s","image001.jpg","image002.jpg"]

Checksum will not be added to case ref in subject if set to TRUE.

Starting version 1.9.8.2.3, the checksum will also be omitted on creation of a draft email or a forward/reply message.

If set to TRUE, auto reply emails will not be saved as per the following pattern matches. By default, auto reply emails are saved to the case.

1.9.4+

This should prevent an email from being saved to multiple cases based on possible case references in the attachments of the email. The email should be saved to the case specified in the subject line or the body (depending on the setting). Text extraction should later happen on the document as normal on the sweeper schedule.
 
so, in the end, in both cases the document should have it’s content indexed, but the email not saved to the cases specified in the attachments only.

List of auto reply headers that will invoke DMS not to save message to repo.

List of auto reply strings that will invoke DMS not to save message to repo.

If set to FALSE, the text extraction logic will not attempt getting pdf text layers before running OCR of the pdf.

Since 1.9.8.2.10 this settings is removed from the system and considered as TRUE

[advanced setting] This sets the system resource consumption for sweep processing, ie. email attachment extraction, metadata extraction, preview generation, and - until version 1.9.8.2.4 inclusive - text extraction. Per integer count, an additional parallel thread is started for each currently active sweeper.

Note: Starting version 1.9.8.2.4-1 the key no.of.ocr.processing.cpus sets the thread count for the text extraction individually.

If this value is set beyond the number of available physical CPU cores, the system performance may deteriorate significantly, in particular if tesseract OCR engine is used. It is advised that, specifically during production use, this value should not exceed 50% of the available physical CPU core count.

Attention: Setting this value too high for your environment may affect the correct functioning of your DMS system negatively.

[advanced setting] Starting version 1.9.8.2.4-1, the text extraction sweep process has been given an individual setting to set the system resource consumption during text extraction (including OCR). Per integer count, an additional parallel OCR thread is started.

The no.of.processing.cpus (see above) is no longer relevant for text extraction but, going forward, only affects the CPU consumption during email attachment extraction, metadata extraction, preview generation.

The above warnings with regard to system performance apply.

If set to TRUE, the system will eliminate all filename and document name changes on files when being viewed/edited through DMS (ie. no timestamp is prefixed and no case ref or invoice no. postfixed).

new.doc.renaming.period

This settings allows you to set the length of the period in full hrs. from the moment of creation of a document during which the document name will be renamed by prepending a timestamp (if not disabled by skip.adding.timestamps) or appending a case reference if the document is opened for editing during that period.

Note: if dont.modify.filename.onopen is set to TRUE, no renaming will happen at any time

[advanced setting] This sets the size limit for opening files using the view/edit command. The value is determining the file size in MB. It is recommended to not set the size limit to values >>50MB to warrant for correct function of the DMS, specifically if WAN connections are used to connect to the server.

Attention: Setting this value too high for your environment may affect the correct functioning of your DMS system negatively.

By default, the EDMS allows concurrent editing of a document by two users upon explicit decision by user B to concurrently edit the document that is also edited by user A. EDMS's versioning will make sure non data is lost, however, a previous version may need to be restored from the nuxeo console, which is an admin task.

If this setting is set to FALSE, user B will receive a note that a document cannot be concurrently edited and will only be given the option of opening the document read-only.

If set to TRUE, a specific user will not receive a lock warning when opening a document a second time that is already opened by the same specific user him-/herself.

Important: This function only works correctly with DocIntegrate version 2.0.10+. Please ensure your DocIntegrate version matches at least version 2.0.10 before you enable this feature otherwise changes made to a document may be inadvertently lost.

When set to TRUE, the EDMS will not create new versions as documents are edited or uploaded as new versions but instead only updates the respective latest version of a document by replacing it with the newer version.

This means, that no document edit history is being maintained by the DMS and you will not be able to recover a previous version of a document. Depending on the legal framework you are in, your document repository may be considered non-compliant if this setting is set to TRUE.

Attention: In order for this feature to work correctly, DocIntegrate version 2.0.9 or newer must be installed on the client computers.

Note: In order to remove already existing versions of documents from your DMS repository, please follow this link.

[advanced setting] This sets the system behavior of email sweep runner (ie. attachment extraction and email metadata extraction and syncing):

• If TRUE, System is set to always office hours: Sweep runner will never run (only for testing).
• If FALSE, System is set to never office hours: Sweep runner will always run (only advisable to use after import and full indexing concluded). Each specific sweep runner process will start every 15 minutes (3 different processes fired in a circle every 5 minutes).
• If left empty (default), office times (06:00 to 20:00 Mo to Fr) will apply, ie. during office hours sweep runner will not run, otherwise will run.

Same as is.email.office.hours but for metadata sweep runner (ie. document metadata extraction and syncing).

Same as is.email.office.hours but for OCR sweep runner (ie. text extraction of both electronically readable documents and image pdfs).

[advanced setting] This setting allows you to modify the batch size in which the weep runners process documents. For lower-power environments (CPU/RAM constraints), setting this value smaller may provide some strain relive on the system if it is continuously running at maximum levels (which is not recommended). Conversely, systems with strong resource configuration can be tuned to make better us of such resource during the initial processing by setting this value bigger.

Attention: Setting this value too high for your environment may affect the correct functioning of your DMS system and lead to user lockout (in particular if the value is set too high during production use.

Sets default behavior of the copy tick box in the move/copy document command.

Starting version 1.9.8.2.4-2, the DMS can be enabled to use https security in all server/client communications. When this key is set to TRUE, the DMS will communicate with client computers through the https protocol.

Note: Setting the DMS up to use https security requires additional setup and configuration at the server as well as the client computers. Please see this page for further detail.

If set to TRUE, CaseBrowser will display the matterID next to the case ref. in the header line of the CaseBrowser window. Similarly, starting from DocIntegrateOutlook version 1.2.8, the matterID will also be displayed in the plugin section of Outlook next to the case ref.

If set to TRUE the default "Filename" of a newly created pdf will be build from the "Document description" as follows:

"<timestamp>-<docdescr>.pdf" if skip.adding.timestamp = FALSE
"<docdescr>.pdf" if skip.adding.timestamp = TRUE

If set to FALSE the default "Filename" of a newly created pdf will be build from the "Document name" as follows:

"<timestamp>-<docname>.pdf" if skip.adding.timestamp = FALSE
"<docnamer>.pdf" if skip.adding.timestamp = TRUE

If set to TRUE the "Document description" of the duplicate is set to match the "Filename" thereof in a duplication action:

set.description.to.filename.onduplicate = FALSE:
"document description" (destination) = "document description" (source)

set.description.to.filename.onduplicate = TRUE:
"document description" (destination) = "document filename" (destination)

This sets the default state of the "Mark-ups in Black/White" tick box in the pdf generation dialogs.

This sets the default state of the "Show sidebars for mark-ups" tick box in the pdf generation dialogs.

If set to TRUE, family documents will be listed only in cases belonging to the same family number and case type. If FALSE, family documents will be listed in cases of same family number (irrespective of case type).

If set to TRUE, previews and pdfs of .doc/.docx/.rtf documents will be generated with hyphenated text in the major languages, provided that the document setting for hyphenation is set to true. Hyphenation cannot be activated on a paragraph by paragraph basis.

Note: A preview or text will only be hyphenated if the current setting is TRUE at the time the preview or the pdf is generated.

A list of google fonts can be defined and is then loaded on opening of the editor to become available to the email editor in drafting emails.

This setting is accepting a JSON object of format {<key1>:<value1>,<key2>:<value2>, ... ,<keyN>:<valueN>}. In this format, the following applies:

• <key> is a string of font name - in case insensitive format: e.g. "Lobster", "shadows into light", "robots",
• <value> is a string font options (without the font name) available for the font, e.g. "regular", "bold", "italic". <value> can be an empty string ("") to specify default font format

Example: {"Indie Flower":"cursive","gloria Hallelujah":"","Dancing Script":"bold"}

A list of fonts installed locally at the DMS server (in /storage/nuxeo/fonts/) that are loaded on opening of the editor to become available to the email editor in drafting emails.

Format: [<FontFileName1>,<FontFileName2>,<FontFileName3>,...]

Example: ["SourceSansPro-Regular.ttf","SourceSansPro-Italic.ttf","SourceSansPro-Bold.ttf","SourceSansPro-BoldItalic.ttf"]

Note: After fonts are added to /storage/nuxeo/fonts/ it is necessary to restart the DMS so as to make them available to the email editor.

Important: Local fonts used in emails will only be rendered by either the recipient email client or by the CaseBrowser email preview function if this font is also installed local at the respective client computer.

A list of font style definitions provided in JSON or JavaScript Object Literal that will be displayed in the "Formats" menu. If the value is <empty> the "Formats" menu will be hidden and instead the "Paragraphs" menu with the default html style definitions shown.

Example: [{"title":"Boldtext","inline":"strong"},{"title":"Redtext","inline":"span","styles":{"color":"#ff0000"}},{"title":"Redheader","block":"h1","styles":{"color":"#ff0000"}},{"title":"Badge","inline":"span","styles":{"display":"inline-block","border":"1pxsolid#2276d2","border-radius":"5px","padding":"2px5px","margin":"02px","color":"#2276d2"}},{"title":"Tablerow1","selector":"tr","classes":"tablerow1"}]

Please check https://www.tinymce.com/docs/demo/format-custom/ to see the resulting "Formats" menu.

If set to FALSE, the EDMS will replace .rtf email documents in Patricia by the finally sent email (after it's processing). This way, a .rtf document (representing the source email and which is modifiable) will be replaced by the corresponding sent email when processed by the autosaving mechanism so as to have an immutable copy of the email message as sent.

Note: If the EDMS does not receive the outbound email for processing or cannot identify the case this email refers to (because of a missing subject line), the .rtf email document in Patricia remains unchanged.

Additionally, please note that for this feature to work, the EDMS server needs to have a correctly setup timezone and that the time between the clients and the DMS server must not deviate significantly (other than for deviations caused by time-zone settings). It is suggested to use NTP in all places (preinstalled in EDMS) and it is mandatory to setup the time zone correctly also at the client machines.

[preview feature] A list of Patricia usernames for which inline-editing is enabled. When view/edit is invoked by the user, rather than downloading a document to a user's workstation via DocIntegrate, a browser page is opened that allows inline editing of the document. For users that are not specified in this setting invoking view/edit will cause the documents to download and open via DocIntegrate in the standard way.

Note: File types that are handled by the inline editing method can be specified by setting inline.editing.extensions.

Format: [<PatriciaUserName1>,<PatriciaUserName2>,<PatriciaUserName3>,...]

Example: ["PPT","LLN","ABC"]

Important: This feature is a preview feature that uses a third party component "OnlyOffice" (https://www.onlyoffice.com/) for wich support cannot be provided by Pace-IP. The feature is provided as is and while we strive to improve inline editing, unexpected results (e.g. differences in rendering vs. rendering in Microsoft Office) may still occur and may not be resolvable. Generally, however, our experience shows that compatibility with Microsoft Office document types is good.

Unless certain functional limitations and/or unexpected results can be accepted, this feature is not recommended fro production use.

List of file types that are handled by the inline-editing method, if activated for a specific user in enable.inline.editing, when the user invokes the view/edit function.

To allow editing in OnlyOffice, the file type must also be specified in the list of <editableFileTypes> in the settings.xml file (see Configuring your letterhead and other system options#2.4<editableFileTypes> for further information).

Notes:

1. "ppt" editing does not work correctly at the time of release of version 1.9.8.2.4-2 given "ppt" will be converted to "pptx" by OnlyOffice in an incorrect way. This will be revisited for future versions of OnlyOffice.
2. while "pdf" can be read by OnlyOffice editing does not work in OnlyOffice at the time of release of version 1.9.8.2.4-2. This will be revisited for future versions of OnlyOffice.

This is for the built-in Tesseract OCR Engine.

format is json array.

Available values are: eng, deu, fra, dan, swe, ita, nld, spa.

Note: While the built-in OCR Engine is already resource-intensive, adding more languages will increase the demand for processing-resources significantly. Our recommendation is to add languages in moderation.

This sets the batch size for the Global Compare endpoint (Diagnosis servlets#25.GlobalCompare1.9.8.2.5-1+).

For larger installations with ample heap assignment to the DMS containers batch sizes of 10- to 20-fold dimension are possible.

The smaller the batch size the more progress feedback in the log will be written.

A list of file type extensions for which the system will not generate previews to be displayed in the preview panel upon upload, generation, etc. The preview sweeper will also ignore these file types from processing.

Format: [<fileTypeExtension1>,<fileTypeExtension2>,<fileTypeExtension3>,...]

Example: ["ppt","pptx","odp"]

FALSE

starting version 1.9.8.2.10, default is TRUE

If set to TRUE (restart needed), the DMS will keep a detailed user access/action log in the Patricia db table PAT_ACCESS_TRAIL. The following actions will be logged:

• when user selects a document (which show the preview on page 1)
• when user uploads a document
• when user changes the page of a preview for multipage documents
• when user invokes inline-opening of a pdf
• when user downloads a document
• when user opens a document for editing (via Patricia documents tab or case browser)
• when user saves a new version of a document
• when user creates a duplicate of a document
• when user changes document properties
• when user deletes a document
• when user creates a pdf (with or without signature)
• when user adds/removes a term connection
• when user moves/copies a document to a different case
• when user adds/removes a tag to/from a document
• when user runs a search (added separately in version 1.9.8.2.10)

The following information will be logged:

• timestamp
• user_id
• operation (see above)
• case_number
• document on which the operation was run (if applicable)
• search parameters (if applicable)

Note: The audit logging may have negative impact on the overall system performance.

If set to TRUE, the nuxeo drive button is visible and accessible.

If set to FALSE, the nuxeo drive button is visible and therefore accidental usage can be prevented.