Getting Started with Xinco Document Management System
Getting Started Tutorial
Getting Started
Xinco is a full featured Document Management System. Because of that it can become a bit complex, this Getting Started guide will help you focus on a basic use of the Xinco DMS application.
The Xinco system can be used in a number of ways:
- As an Internal Document Versioning System - This allows you to maintain a history of documents keeping old versions available if needed at a later time.
- As a secure Document web access system - Users must login and connect to your document repository. Each user belongs to a group that has permissions on what documents they can view, and whether they can upload materials as well. This permissions system is extensive and requires some setup.
- As a public accessible repository of documents - With the right permissions, all materials can be accessed via a specific link by the general public. This makes Xinco a great system for placing documents for the public on your website.
Start the first time, by going to the Main Xinco screen at the URL:
Which will open the main startup screen
The default language is English so click Submit.
Which leads you to the main menu. On a deployed system the needed links can be placed on your website so that it appears integrated to your system.
Generally The "Start XincoExplorer" and the "Get Java" links should be available on your site. Most new computers will have Java already installed but it is important to have the link available for those that do not.
Clicking "Start XincoExplorer" then download and installs "Java Webstart" and the XincoExplorer application. A link to the Explorer is placed on the desktop if the user requests this during the first upload. Otherwise they can always start the Explorer from the website.
Once the Explorer is downloaded the first time (after the first time it will already be install on that machine) The Trust Certificate will come up:
For now, it is self-signed by Xinco, but if you need a system that uses SSL (Secure Socket Layer) your certificate would be placed here. (An SSL certificate will add cost to your system as well as require a dedicated IP address/Domain. This is because there can only be "one" certificate per IP Address. Obviously this is also an extra expense.)
Once you click Trust the next screen confirms your language
If you have clients that require other languages they will see all of the menu and connections choices in their language of choice.
Once the language is selected, the opening screen for XincoExplorer is opened.
Generally this opening window will cover your entire screen. It can be re-sized to meet your needs.
Logging Into Your Repository
At this point you are not viewing your document repository. You need to "Connect" to your repository to view your documents. Start by clicking the "Connection | Connect" menu on the menu bar. This brings up the Connection Dialog:
Note: You will see a different list of "sample" Profiles
- xinco Demo User
- xinco Demo Admin
- Template Profile
- Admin (localhost)
- User (localhost)
Use any of these and rename them for this demo similar to what is shown below:
The system uses a profile for each type of user. This will make logging in easier as they don't need to remember the Server URL. The default profiles will be different than displayed above. For this demo you will need the following profiles. Feel free to change or edit the provided example profiles.
Create the following Profiles
Profile: DemoAdmin
Server Endpoint: http://xinco.sonicdms.com/xinco/services/Xinco
Username: DemoAdmin
Password: 123456
Profile: DemoCustomer
Server Endpoint: http://xinco.sonicdms.com/xinco/services/Xinco
Username: DemoCustomer01
Password: 123456
Profile: DemoEmployee
Server Endpoint: http://xinco.sonicdms.com/xinco/services/Xinco
Username: DemoEmployee01
Password: 123456
Once you have finished the DemoAdmin profile, continue with this tutorial (You can come back later and test the other profiles.)
Note: Some of the URLs (Server Endpoint or "Connected to") on the screen shots to follow are NOT correct and have been changed for the demo. Refer to the list above at all times.
Click the "DemoAdmin" profile:
Enter your password. (You can now click the "Save PW" if you want for this machine. Do this only if you are the only user of this machine.)
Click "Connect". The repository is now open, with a status dialog that outlines your login status and the status of the repository:
Similarly a customer would see slightly different settings
Showing that they do not have Admin permissions.
Next the main repository is displayed.
Your company will be a root folder on the repository system, similar to the "DemoCompany" in the example being used for this tutorial. All other folders will NOT be accessible except by the "super user" which is SonicSpider's technical staff.
Tour of the Repository
Highlight the DemoCompany root folder and you will see your permissions to this folder:
The above screen shot shows the basic "tree" structure of a repository. Files can be placed in folder groupings to help organize the material. (As a more advanced topic, files can be moved to different folders at any time)
How to navigate a "Tree" folder structure.
Like Windows Explorer, Xinco uses a "tree" structure to organize your repository folders. When a folder has contents or subfolders a small [+] will appear to the left of the folder name. Clicking the [+] will open the tree so that you can see the list of contents of that folder
Folder Properties and Permissions (Access Rights)
Highlighting any folder or file will display it's properties or attributes.
Notice the Access Rights: "RWXA" This means "Read, Write, eXecute, Admin". Contrast this with the same attributes for a common user:
where only the [R---] Read setting is active.
Every folder and file will show these settings in the Access Rights line of the Attributes box.
The File Attributes will be more extensive, in that they will contain all of the information and history of this file. Generally this is of interest to an administrator of the repository and not to the average user.
Downloading Files
To download a file, first highlight that file in the repository and "right click" (Mac: Control Click) that file for the menu:
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The above is the Admin version of the Right Click Menu. The average user would have less choices:
Because they have less permissions.
Click "Download File" and your local system will open a file browser (Mac: Finder) window to determine where you want to place this file. Clicking "OK" will download that file to that location.
There is all there is to downloading a file.
Public Access To The Repository Files
Any of your files or resources in your repository can be set for public access (By adding the "public" group to that file, or setting the 'Publish" attribute)
Xinco does not have a default view for a specific repository, but does have a view that will help you place your files on your website. Following is an example of that listing:
All you need to do is copy each line and place it on your website. Any user of your website can now download that file directly from your document repository.
Hopefully this quick "Getting Started" article gave you a good feel for how the Xinco DMS application works. If you have any further questions or need more detailed instructions you can refer to the main Administators User Guide:
www.sonicweblog.com/pebble/UserFiles/File/main/xinco-DMS-UserAdminGuide.pdf