System settings, secrets and licence

The Settings page holds the options an administrator changes while DocView Capture is running. They are stored in the database, so every web server and DocView Worker uses the same values. Settings that are needed to start the programs, such as the database connection and the storage location, are in the configuration files instead. See the configuration reference.

Go to Administration › System › Settings & setup status. You need the permission Admin.Settings.

The administration pages are grouped in the menu: Batch Settings (lookups, dictionaries, scan profiles, import sources), Users & security (users and roles, security) and System (settings, DocView Workers, DocView OmniRead, downloads, audit log).

Settings has a page for each part, listed on the left: Setup status & system (the overview and the system settings), Search, E-mail, Secrets and Licence, so no page holds everything at once. DocView Workers, DocView OmniRead, downloads, users and security each have one page of their own, in the menu.

Setup status

The first part shows at a glance what is set up and what is missing, with the areas that need attention first:

Each area is marked Set up, Needs attention or Optional, with a short explanation. Click it to go to where it is changed.

System settings

Settings › System settings has a card for each area: Site, Security & sessions, Processing & files, Data retention, Notifications and Operator performance (and Demo on the demo site). Each setting is edited the way it is used: on/off settings are switches, numbers show their unit (minutes, days, MB) and the range allowed, and the time zone is chosen from a list.

1. Change what you need; Find a setting narrows the list as you type. Changed settings are marked, and settings that are not at their default say so.
2. Click Save settings in the bar at the bottom, which shows how many changes are not saved yet (Undo changes puts them back).

Default puts a setting back to its default. A setting at its default follows new defaults of later versions. A value outside the allowed range is refused with the reason, and nothing is saved. Only the settings that changed are saved and recorded in the audit log.

Folder paths can use environment variables such as %ProgramData%. On Linux containers the default folders are under /var/lib/docviewcapture.

Tip: On SQL Server Express the database is limited to 10 GB. Shorter audit and history retention keeps it small. Page images are never stored in the database.

The retention periods are applied by the DocView Workers' maintenance job, which runs about every 10 minutes. At least one DocView Worker must be running for old data to be removed. See Archive and retention.

Storage locations

The Storage card shows two read-only values:

• Image storage: where page images and outputs are kept;
• Work folder: where temporary files are written.

These come from the Storage section of the configuration files, because the web app and every DocView Worker must agree on them. See the configuration reference.

Secrets

Secrets are passwords, keys and connection strings. DocView Capture stores them encrypted and never shows a value again after you save it. Other settings refer to a secret by its name, so the value never appears in a Batch Setup, an import source or an exported Batch Setup file.

Secrets are used by, for example:

• mailbox import sources (Password (secret));
• export destinations such as SFTP, SQL and REST;
• database lookups (connection strings);
• cloud OCR engines.

Add or replace a secret

1. On the Secrets page, type a name, for example email.invoices.password.
2. Type the value.
3. Optionally, add a description, for example "Invoices mailbox, renewed yearly".
4. Click Save.

Saving a secret with an existing name replaces its value. The list shows the name and description of every secret, never the value.

To delete a secret, click the bin icon next to it and confirm. Anything that refers to it stops working until you add it again.

Names the product uses

The name box suggests the names the cloud OCR engines look for:

Other names are up to you. Choose clear names, because administrators pick them from a list in other forms.

Important: The encryption keys are kept in the database and protected by Windows for the server. With several servers, every server must use the same key ring certificate, or secrets saved on one server cannot be read on another. The error is "The key … was not found in the key ring". See Install on IIS.

Adding and deleting secrets is recorded in the audit log as SecretSet and SecretDeleted, without the value.

Search

The Search card controls how Search finds the words on pages.

Search index

DocView Capture keeps the text read from every page (OCR) in the database so it can be searched. Pages are added as they are read. Pages read before Search was installed are added by the DocView Worker in the background, a few hundred at a time; the bar shows how many pages are indexed. At least one DocView Worker must be running.

Click Rebuild search index to read the text of every page again from its OCR result, for example after restoring files from a backup. The DocView Worker does it in the background and searches keep working meanwhile.

Tip: Page text is small (a few kilobytes per page), but on SQL Server Express (10 GB per database) keep an eye on the database size when you keep many archived batches.

Full-text search

Without anything extra, page text is searched with the standard search. It finds the same pages on any SQL Server but gets slower as the number of pages grows into the hundreds of thousands.

SQL Server Full-Text Search makes page text searches much faster and also finds words by their start (invoic finds invoice). It is part of SQL Server Standard and Enterprise, and of SQL Server Express with Advanced Services; it is an optional feature you may have to add in the SQL Server installer.

The card shows:

To switch it on:

1. Install Full-Text Search on the SQL Server if it is not there (SQL Server setup › Add features › Full-Text and Semantic Extractions for Search), then reload this page.
2. Click Turn full-text search on. DocView Capture creates the full-text catalog DocViewSearch and a full-text index on the page text, then uses it for searches.
3. SQL Server fills the index in the background. Until it is ready some pages may not be found.

Click Turn full-text search off to go back to the standard search; the index stays and can be used again later. If full-text search stops working (for example the feature was removed from the server), searches automatically use the standard search and the result list says so.

E-mail

DocView Capture sends e-mail through your own mail server (SMTP), for example the scheduled reports. Until the E-mail page is filled in, schedules cannot send and say so.

1. Fill in the boxes and click Save e-mail settings.
2. Type your own address under the form and click Send test e-mail. If the test fails, the message says why, for example a wrong password or a blocked port.

The password is stored as the encrypted secret email.smtp.password. It is never shown again: leave the box empty to keep it, or tick Remove the stored password. Changes are recorded in the audit log as SettingChanged (and SecretSet for the password, without its value); test e-mails as EmailTestSent.

Tip: With Microsoft 365, use an account with a mailbox and "Authenticated SMTP" turned on, or an SMTP relay connector. With Gmail, use an app password.

Licence

Licence opens the licence page, where the installation ID and the licence are shown and a licence is installed. See Licence and activation.

Other places with settings

Some options live next to the feature they control:

Every change on this page is written to the audit log as SettingChanged, with the old and new value.

Related pages

• Archive and retention
• OCR engines and languages
• Security
• Configuration reference