The link "Documents", which leads to the Document Management System (DMS), is a so-called Application Link and can be modified at any time:
Tools & Administration > Design & Layout > Applikation Links/Overview > Tab DMS > Documents. You can translate the link in all available languages at once.

You can import the entire folder structure from your DMS - to do so go to a folder in the Media Pool, click the blue "Actions" button and select "Import". In the "DMS" area you can select the folder(s) that you want to import. If activated, the "Check" option checks for existing files in the entire Media Pool in order to avoid duplicates.

You can import DMS folders into the backend Media Pool as well as into a group Media Pool.

To copy or to move several files into another folder at the same time, please click the command Mass Action:

1. Mark all desired files.
2. Select the target folder below the table.
3. Click either the button Move to folder or Copy to folder.

With the integration of a form you can provide additional fields (like version number, last modification date, author, etc.) in the Document Management System (DMS) when uploading a document/file, which the user hast to fill out. The data are visible when viewing the document/file.

Add a form (Marketing & CRM > Forms/Add) which contains the desired fields and assign this form in the settings (Marketing & CRM > Forms/Settings) to the DMS. You can only assign one form to the DMS.

With the help of the WYSIWYG editor it is very easy to link inside a story to a document (or any other element), which was uploaded in the DMS:

1. Markthe word from which you want to start the link.
2. Click in the WYSIWYG editor the icon insert/edit Link (Globe with chain). A new window opens up.
3. Click in the new window the button Browse Server.
4. Choose from the selection box the link type, here Link to Document (DMS).
5. Choose from the selection box the Folder, in which the desired document was uploaded.
6. Choose from the selection box the desired Document.
7. Click the button Create. A placeholder gets created with which you call the desired document up. You can use the placeholder manually in the source code, if you have HTML skills.
8. Click the link Copy to FCK editor. The second window closes.
9. In the first window click the button Ok.

And done.

DMS is short for Document Management System, which is a system for the administration of public-accessiible files.

The File System (Tools & Administration > Files) is for an internal administration of files of all kinds, e.g. the portal stores neccessary SEO files (Search Engine Optimization) automatically. Images needed for the layout of the portal or placed in stories are saved in the files system as well.

The Document Management System is for public provision of documents or files. That means that your employees, partners or customers can - depending on their access rights - access the DMS on the portal surface with its folders and files and download and save the files.

In the Document Management System several files can coexist with the same file name, not like in a usual file oder folder structure. Therewith when moving or copying these files with the same name don't get overwritten in the target folder.

To every user, who got the role "Document Manager", the folder(s) and subfolder(s) have to be assigned, which he/she is allowed to edit.

1. Go to the overview of the Document Managers (Intranet & Backoffice > Documents (DMS) > Document Managers)
2. Select the corresponding Document Manager.
3. Click the icon Assign.
4. Activate the desired folder(s) and subfolder(s).
5. Click the button Save.