Teamwork Weblogin is your DMS in the browser.

You can find the Teamwork Weblogin at https://auth.teamwork.scopevisio.com/weblogin.

You will find your profile in the top right-hand area. Here you can make general settings (profile picture, language, password) and activate e-mail notifications, change the view and switch between different accounts (only if you have several accounts). (1)

Next to the settings is the import tab, which you can use to upload files and view the current upload status of your documents. (2)

The search function, which allows you to find all files at lightning speed, is in the centre of the screen. (3) You can narrow down your search using various filters. You can filter by keyword, file type, file extension or time period.

On the left-hand side, you can choose between your personal collections (4) and collections shared with you (5).

On the right-hand side in the upper area (6) you can see all groups and all users (7) of the instance. The group "All internal users" is created by default.

In the centre you will find all documents (your own documents and those shared with you). (8)

By clicking on the logo in the top left-hand corner, you can always return to the overview of your documents.

In the top right-hand corner you will find the settings menu, which you can access by clicking on the Settings tab. You can make your customisations via Account settings.

Name

Select the name for your account here. This name will appear in the notification and invitation emails.

Logo

Upload your company logo here. It will appear in place of the TEAMWORK logo at the top left of your application.

The logo must be a graphic file (JPG, PNG) and should be at least 160x50 pixels in size.

You can upload your own profile picture and change the language in your personal settings.

If you use several clients, you can define a default client. TEAMWORK starts with this client when you log in (the setting only appears if a client is not yet the default client).

You can also select which collection should be displayed when you log in.

Rules allow you to set up document processes. A rule has three elements:

Open the Settings tab and select Set up rules > Create new rule.

The wizard will guide you through the creation of a new rule with which you can automatically assign keywords to newly uploaded documents.

Select which activities you would like to be informed about directly by e-mail. You can change these settings at any time.

A group is a combination of several users. You can use groups to represent company units or map your company structure ("Management", "Marketing", "Sales").

The group All internal users, which is already created by default, contains all administrators and the internal users of your instance.

Create groups

Groups can only be created by administrators.

To create a new group, click on the NEW GROUP button in the grey column on the right and assign a name (you may need to drag the grey column slightly to the left to enlarge the area until the NEW GROUP button becomes visible).

Confirm with Enter.

By clicking on the group, you can add and delete members, change the group name and select a group colour.

If you delete user groups, they lose access to documents that are shared with the group.

You can also delete the entire group.

Please note: If you have shared documents with this group and delete the group, all users in the group will lose access to the documents.

Favouring groups and users

If you share your account with many users, it is helpful to mark frequently used contacts or groups as favourites.

To do this, simply click on the star behind the respective name or group name. Your favourites will then appear at the top of the list.

The activities of all users in the account are documented in the log view. Click on the Change view button below the settings menu and select the clock icon to switch to the log view.

The log view remains set until you switch to another view.

The following activities are recorded in the log view:

A document has been...

A...

Log for individual files

The log view is also available for individual documents.

Select a document and click on LOG in the preview window that opens. Here you have an overview of all activities that have been carried out on the log.

Under certain conditions, the log function can also be used to monitor performance and behaviour. If the log function is to be used to monitor the performance and behaviour of employees, please refer to the statutory provisions of the Works Constitution Act and the relevant provisions of the Basic Law and the Federal Data Protection Act. In addition, other legal standards may also be affected. It is the user's duty of care to check these for the respective application and to ensure use only in accordance with these provisions. From a data protection point of view, the use is subject to prior checking in accordance with Section 4d (5) BDSG.

The more storage sources are used, the more time-consuming it is to search for documents. Centralised storage in TEAMWORK sets an innovative logic in motion: TEAMWORK does not require traditional folder structures. This means that everyone can work intuitively and immediately with the application. Documents are shared through access authorisations and are not duplicated. Each document is saved once, and the processing status and history are unique.

You have various options for importing files into TEAMWORK, which are described below.

Upload individual files

Click on the Import tab and then on Add file. Then select the desired file. It will be uploaded to the application.

Select the desired file(s) on your computer and drag them onto the TEAMWORK interface. As soon as you release the files in the display field, they will be uploaded (limited function available in Internet Explorer). If you have previously selected a collection on the left-hand side, the files are saved directly to the collection and shared with authorised users if necessary.

If you hold down the Shift key when uploading via drag & drop, further options are available once the documents have been stored.

For example, you can add documents directly to a collection and/or assign keywords. You can also create collections during the upload process.

If you drag a file archive, such as a zip file, onto the interface, you can also select whether the archive should be unpacked directly.

Click on the Import tab to get an overview of the current status and file size of your documents. The percentage shows the progress of the upload.

Once the upload is complete, processing begins. Once this is complete, you can continue to edit and use the documents.

Click on the file name to go directly to your uploaded document. All documents undergo automatic full-text OCR recognition during upload. This may take a few seconds for larger documents.

You can import documents from your Dropbox into your TEAMWORK. Select the Dropbox menu item under Import sources .

The first time you access the programme, you will be asked to allow access to your Dropbox. Click on the Continue to Dropbox button .

Enter the access data for your Dropbox account and click on Log in. A dialogue window will open and you will be asked to allow TEAMWORK access to your Dropbox.

If you are already logged into your Dropbox account, you will automatically be taken to the Dropbox import. Now select which folder or which files you would like to import. Tick the AutoUpdate box if you want the selected files and folders to be automatically searched for new versions and files. You can also adjust or change this setting later.

Click on Next.

You can also add keywords to files and documents. To do this, click on the plus symbol, enter the desired keyword and confirm with the Enter key. Now click on "Start import" to import the documents. Click on Upload status on the left-hand side to access the overview and view your uploads.

If you want to import more files from your Dropbox, click on the Dropbox button below Already connected sources and select Import more documents.

People who are not users in your account can also easily provide you with files via the upload link. Registration is not necessary for this.

To set up an upload link, click on the Import tab and select Upload link in the menu on the left. Assign a name and optionally select whether the documents should be automatically added to a collection after the upload and/or tagged with keywords.

Click on Create new upload link.

You can find details about your link in the overview. This allows you to see at any time how much data has already been uploaded, how much storage space has been used and how long the upload link is still valid.

Note: The validity of the upload link is limited to one week, the file size of all files to 2 GB per upload link and the number of files to 50.

Copy the upload link to the clipboard and send it to the desired person. They can now simply drag and drop files into the application. These are automatically uploaded to your account. Once the upload has been successfully completed, a message appears and the browser window can be closed. Alternatively, further documents can be uploaded.

By clicking on the full-screen icon or double-clicking on a document, you can view the file in full-screen mode. Clicking on a file opens the quick preview. If you select several documents, you will see all selected files in the preview on the right.

Use this view for presentations, for example. You can click through the documents using the arrows displayed in the full-screen view. The order corresponds to the selected view in the document overview.

If you right-click on a document, you can access all document actions in context.

Would you like to present or edit files offline?

Select one or more files that you would like to download and click on the download icon in the preview window. If you have selected several files, they will be downloaded as a zip archive.

Enter a search term in the search field. The search starts with the first letter.

A list of all documents containing your search terms appears in the display overview. Matching terms are displayed in the suggestions. This makes your search even faster.

Full text recognition allows you to easily search for text content in all your files.

Select a collection on the left-hand side to search for documents only within this collection.

If the overview of search results is too long for you, you can refine the query with additional search terms. You can narrow down your search using the filter symbol. You can filter by file type, file extension, time period or keyword.

To rename a document, select the document and click on the file name in the preview window. You can now change the name of the document. After saving, a new version of your file is automatically created.

You have the option of protecting your own documents from being edited by other users. Users with whom the documents are shared can then still access them (comment and assign keywords), but can no longer upload a new version.

Protected documents are labelled with a lock symbol next to the file name. You can unprotect a document at any time by clicking on the lock symbol in the menu bar of the preview window.

You can delete your files using the recycle bin icon. After clicking on this button, you have 30 seconds to undo the deletion process before the document is irrevocably deleted.

You can only delete documents of which you are the owner. If you delete a document without being its owner, you are simply cancelling your own approval of the document, i.e. it will no longer be displayed to you.

To find files even faster, you can assign keywords to them.

Select a document and click on "KEYWORDS". Click on the blue "plus" and use the small arrow to select a keyword from the list or assign a new one. If you want to remove a keyword, click on the X.

You can assign any number of keywords to a file. In the selection list, you will only see your own keywords and keywords for the files that have been released for you.

Note: You can also use the search function to search for the assigned keywords. This makes it even easier to find your documents!

You can summarise several documents with the same subject reference in a collection. You can share collections with people or groups of people. Depending on the rights assigned, your co-users can edit or only read the files.

To create a collection, click on the New collection button on the left-hand side. Enter a name for your new collection and confirm with Enter.

Select the documents you want to add to a collection and click on the Shares tab. Select the desired collection from the drop-down menu.

Alternatively: select the documents you want to add to a collection and drag them to a collection. The selected collection is highlighted in orange for better visibility.

You can undo this action for 30 seconds. To do this, click on the black info field above the search window.

To remove a document from a collection, click on the document and select Shares in the preview menu bar.

All collections containing your document are listed under Collections. Click on the X to remove a document from a collection.

Open a collection and download all the files in the collection to your PC to make them available offline.

Collections can be public, i.e. visible to all internal users and administrators of an account.

To make a collection public, open it, click on the cogwheel icon in the top right-hand corner and tick the Public collection box. If it is a private collection, it will change from the private to the shared collections in your view.

Users can join public collections, i.e. share the documents in the collection themselves.

To join a public collection, click on "... and (NUMBER) more"(1) in the bottom left-hand corner of your application. Select the collection you wish to join and click on Join (2).

You will now find the collection in your view under Shared collections.

Note: Only internal users and administrators can join public collections.

To delete a collection, select the collection and click on the cogwheel icon in the top right-hand corner.

Click on Delete collection. You will see a message that you must confirm again to permanently delete your collection.

The documents in the collection will not be deleted. Only the access of other users or groups to whom you had shared the collection will be prevented.

Use smart collections to automatically assign newly added documents that meet certain criteria to the collection.

Enter any term or keyword in the search field (1) and click on the bookmark icon to the left of it (2). Click on it to open a menu. Enter the name for your saved search there. (3)

Your search is now saved as a "smart collection" under your collections. You can recognise saved searches by the bookmark symbol in the list of your private collections.

Your term and the selected filter are now saved as filter criteria in the smart collection. Newly added/newly shared documents that contain your term and match your filter will be automatically added to the smart collection from now on. If you want to adjust the parameters of the collection, open the search and make the changes in the search field. Then click on the bookmark and select Update collection - done!

Smart collections are only visible to you. You cannot share them with others.

If you have made changes to a document, you can simply upload a new version of your file. You can access the previous versions at any time, but always keep track of the latest version.

Click on a document and then select VERSIONS in the preview window. A version overview of the selected file opens.

Use the comment function to communicate quickly and easily with other users.

Click on a document and then select COMMENTS in the preview window.

Write your notes or comments in the comment field and click on Send. All authorised users will now see the comments on the document. In the comment history, you can see which version the comments were added to.

In your e-mail settings, you can specify whether you would like to be informed about new comments.

You can also edit or delete your comments at a later date.

To do this, click on the comment you wish to edit or delete. Then use the pencil icon to edit and the trash can icon to delete your comment.

Persons who have access to the collection must explicitly agree to auditing. As long as this has not been done, or if the auditing has been rejected, they will not have access to the documents in the collection via the audited collection!

If your employees access TEAMWORK via the Scopevisio application and you activate the audit log, the employees must first give their consent via the web login. Otherwise, access remains blocked in the application.

The audit log allows you to record and, if necessary, analyse actions that take place within a collection. The audit log provides a clear overview of the actions carried out within a collection.

To activate the audit function, create a new collection or select an existing collection.

Then click on Log views and downloads of documents in the collection settings .

Click Audit collection now in the following dialogue.

The collection is now labelled with a cassette symbol, which shows you that all events in this collection are "recorded". Only the creator of the collection has access to this log.

The following events in the collection are recorded:

In addition, all documents that are in audited collections are labelled with the cassette symbol. This allows you to see directly in the file overview for which documents actions are recorded The log can be called up via View > Log. The following actions are audited:

By clicking on the triangle next to Events, you can easily filter the list so that only data according to certain criteria is displayed. You can also narrow down all events in terms of time. You can also view a selection of different actions for each document in the log.