Administrator role

Administrators manage the user accounts of company employees with access to PSIsafe Desktop. Common tasks include granting specific program permissions to users, resetting their passwords for them, and adding or removing user accounts.

See User settings.

As an Administrator of the PSIsafe Desktop server and client infrastructure, it's important to know what will be required in the long term maintenance of your installation. Review these procedures and determine how best to apply them to you unique situation.

• SQL Transaction Log maintenance: Truncating the SQL Transaction log to increase SQL server performance is a standard task of a PSIsafe Administrator. Contact Tungsten Automation support for detailed steps in trimming and maintaining this aspect of your PSIsafe Desktop server.

• Repository file storage: Repositories will grow over time as more content is imported. Administrators must note the growth rate of the company repository, and take steps to ensure that storage space is always available on the corresponding physical mediums that host the content. Repository paths are listed File Structure > Repositories. See Add or edit repository.

• User bandwidth and SQL Server version: Over time, as more users are added to your PSIsafe installation, and user count exceeds twenty, you may begin to suffer performance issues when using PSIsafe Desktop with SQL Server Express edition. This is because the Express edition of SQL Server caps the maximum RAM usage at 1.4 GB. If you notice that your SQL Express instance is regularly maxing out with 1.4GB of RAM usage, and performance issues manifest, it may be necessary to upgrade your SQL Server version. See Upgrade SQL Express in the Tungsten PSIsafe Installation Guide.

The file access timeout tag allows you to customize the time period that PSIsafe Desktop waits to access a file from the server before presenting an error to your users.

To set the timeout value in seconds, please add this line to the CNGServer.xml configuration file and configure the value according to your preferences:

<WaitForTheFileToExistTimeout>20</WaitForTheFileToExistTimeout>

If this line is missing from the CNGServer.xml configuration file, the default timeout before an error message is displayed is 10 seconds.

The user search experience and the relevance of search results is determined by the careful setup and maintenance of an administrator. Proper configuration of folder and document indexes is an integral aspect of how users import, file, and later search for content. The setup of folder and document indexes directly affects the kinds of metadata that can be attached to imported content. In other words, the index fields that users see when importing content and selecting a template are configured and managed by an administrator.

Aside from the effects on importing content and available metadata fields, folder searches are based on folder indexes configured during your Cabinets setup. Folder indexes are set up identically for each folder within a given cabinet. Users can enter folder index values manually, or administrators can populate them automatically from another application such as PSIsafe Synchronizer. It's important to set up these searches based on the most common folder searching practices of your users. For example, if your business stores information based on individuals, adding folder indexes for personally identifiable information such as phone numbers or addresses will allow a user to quickly locate the folder in question.

Document searches are heavily affected by their document-level indexes, which include line items, as well as keywords and storage locations. Structural searches are a quick way to find a document by finding the folder, selecting the tab, and then viewing the descriptions of documents listed. A keyword search is used to find documents that contain specific text within the document description or within the attached keywords. PSIsafe Desktop also enables you to create filters that can contain a specific combination of search criteria. You can save and use these filters in the future for repetitive searches. For example, if a user regularly references client files based on a unique ID, such as a vendor number, setting up this unique ID appropriately is the role of an administrator.

See Templates.

Administrators will often need to grant or restrict user access to certain Repositories and Cabinets. This is crucial in keeping confidential documentation under restricted access, as well as maintaining corresponding business policies.

Users can be assigned a variety of access levels depending on your unique needs. To understand these access levels, see Rights management.

To add, edit, or remove access for users, see Access rights.

Users can route folders, documents, and bundles of documents between other users and groups manually or based on preconfigured rules. Workflow rules are configured in PSIsafe Management, and are the responsibility of an administrator to update and maintain as needed. Workflow management heavily affects the flow of content between users within your organization.

To understand how Workflow affects users, you must understand the basic functions of this feature within PSIsafe Desktop. Users can select a folder, document, or bundle of documents and route them into the workflow by selecting a rule, user, or group to receive the content. Users who receive content get a notification that they have a document in their Workflow inbox. All users have a Workflow inbox that they can access to see a list of items to process. Users can approve or reject items in their Workflow inbox, which then reroutes the content accordingly. If users have edit rights, they can make edits to the document before approving or rejecting.

If an item is routed manually to a user, that user can manually select another user to approve and route to or file the document out of the Workflow. If an item is routed using a rule, the item follows the defined process as users approve or reject the item. Rules can also be configured to execute pre-determined escalations or alerts based on the time passed in any given user's inbox.

Configuring all aspects of these rules, and the automatic processes therein, are the responsibilities on an administrator. See Workflow management.