Docufree Terminology

Here are a few terms used in Docufree. They are referred to throughout the documentation so you should become familiar with them when using Docufree.

User - A user is an entity that can login to Docufree. A user can be one or more of these types:

Primary Administrator - represents a Docufree Corporation personnel that builds and supports your site.

Site Administrator - has access to all Docufree functions and most administration tools.

Group Administrator - has access to specific Docufree functions and the administration tools for the groups to which they are a member.

Normal User - has access to specific Docufree functions and limited administration tools such as editing profile and building his/her own cabinet structure.

Group - A group is a collection of users that share the exact same access, document types, and permissions to a folder.

Permission - Permissions provide a Docufree user access to specific functions. The use of groups simplifies permission set up. Instead of setting permissions for every user, you can add the user to a group and set the permissions for the group once.

Best Practice

Permissions should be set for a group. Any user assigned to the group will have the same permissions. User Permissions are for special case scenarios and will always override group permissions, best practice is to establish group permissions.

Doctype - This is a special meta data that can be attached to each file in Docufree and does not refer to the actual file type (e.g. Word files or tiff files). Documents types can be used to categorize files and control a user's access to specific documents. A doctype can be assigned to a group, and members of a group can only view the doctypes assigned to that group.

File Link - A file link is a reference to another file in Docufree. Usually the file icon will show a small arrow to indicate that it's a link. The link file can be moved/deleted without affecting the target file. Opening the link will open the target file. A link is created when you send a link in Docufree.

Note

Although similar, this is different from Linking files (below).

Linking Files - If you have access, you can build links between files from any folder in your file structure. Link individual files together to loosely associate the files. Once linked, the files remain linked until you remove the linking.

Note

• If you move one of the linked files the system maintains the link but does not move all the other files it is linked to.
• If you copy a linked file, it copies only the selected file and no link is present in the new file.

Binding Files - If you have access, you can bind individual files to tightly associate the files into a set. Bound files must exist in the same folder. Once bound, the files act as one file until you remove the binding.

Note

• If you move one of the bound files, all files in the bonud set move together.
• If you copy a bound file, the entire bound set is copied (creating a new bound set).