Organisations and departments

One DocView Capture installation can serve several organisations: departments of one company, or different customers when you host DocView Capture in the cloud. Each organisation works as if it had DocView Capture to itself.

What each organisation has of its own

Users and their roles. The same person can work in several organisations, with different roles in each.
Batch Setups, scan profiles, import sources, lookups and dictionaries.
Batches, with their documents, pages, fields and history, and search over them.
Reports, saved reports and schedules; the dashboard counts only its own work.
Bookings, clients and couriers.
API keys, Windows group mappings, setup imports, secrets and the audit log.

Nobody sees another organisation's data, not even by typing the address of one of its batches.

Site-level settings are the same for everyone and only site administrators change them:

system settings, the search index and the e-mail server (Settings);
the licence;
DocView Workers, DocView OmniRead and Downloads;
security: who is signed in, sign-in history, IP access rules and session limits;
booking label settings;
roles and what each role may do. You give people roles in each organisation; the roles themselves are the same everywhere.

The secrets used by the site (the e-mail server password, DocView OmniRead and cloud OCR keys) are site-wide. Other secrets, such as an export database password, belong to the organisation that saves them. If an organisation saves a secret with the same name as a site-wide one, its own is used.

The Default organisation

Every installation starts with an organisation called Default. When you upgrade, everything you already have moves into it, and your administrators become site administrators. If you only ever need one organisation, nothing else changes: the organisation menu appears only when someone can work in more than one.

Create an organisation

You need to be a site administrator.

Go to Administration › System › Organisations.
Under New organisation, type a name, for example Finance department. The code is made from the name if you leave it empty.
Optionally type the user name of an administrator for it, an existing user who will manage its users and Batch Setups.
Leave Add the sample Batch Setup ticked if you want something to try straight away.
Click Create organisation.

The new organisation starts with the default scan profiles. To reuse a Batch Setup from another organisation, export it there and import it here (see Importing and exporting Batch Setups).

Give people access

On the organisation's page, under People and their roles here:

Add an existing user: choose the user and tick their roles, then click Add.
Change roles: tick or untick roles on the person's row and click Save.
Remove: takes the person out of this organisation. Their account stays, and any other organisations they work in are not affected.

An organisation's own administrators can also add people: on Users & roles, while working in that organisation, new users are created in it, and Remove from this organisation (the person icon) takes someone out. If a person works in several organisations, only a site administrator can change their name, password or whether they are active, because the account is shared.

Switch between organisations

If you work in more than one organisation, its name shows in the top bar. Click it and choose another organisation. Everything you see then belongs to that organisation, and DocView Capture opens it again the next time you sign in.

Someone who has not been given a role in any organisation cannot sign in. They see a message asking them to contact their administrator.

Deactivate an organisation

On the organisation's page, untick Active and click Save. Nobody can open it any more, and its data is kept. Tick Active again to bring it back. The Default organisation cannot be deactivated.