Administration

When Manager An administrative role responsible for managing workflows, feedback, and document assignments. first opens, it displays at the Document Management window. From the top toolbar, click Admin to open the Administration window.

Note: Only users assigned to the 'administrators' role (or a custom role that has 'administrators' assigned) can access the Admin tab. If you do not see the Admin tab, see your Panviva administrator for access.

Most settings are "once and done." However, your Panviva support team can assist you with best practices when changing any of these settings.

Administration settings

These settings control general features such as setting a custom welcome message for new users, account management, locking and unlocking of documents, and adjusting search settings. Primary functions you will do here are:

Setting	Description
Account activation	Allows you to add a custom message to the welcome email a new user receives when they are added to Panviva.
Document Cache Exemption	Panviva stores copies of pages you have visited recently to allow them to load faster. Documents that are not displaying updates that you have made can be added to the Exemption list, thereby clearing them from cache.
Document locks	Allows you to remove a lock on a document. When a document is edited, it is locked so that others cannot edit the document at the same time. The lock remains for a few minutes after the author saves and closes. A document can also become locked if it is accidentally closed improperly. This can happen if Panviva Manager closes while you have a document open for editing, an author opens a document for editing while another author has it open, or when property changes are attempted from the Details & Actions > Properties pane while the document is open for editing.
Search settings	You can assign weighting to your search results here. Searches are done on five filters. You can assign an importance of which search result displays first, second, and so on. in the Viewer A user role with read-only access to Panviva documents who can also submit feedback. search results. You can also disable elastic search stemming here but it is not advised. By default, it is turned on turned on which means that if a user searches for a word that is not found, the system will provide suggestions.
Workflow A structured sequence of steps or approvals that guide users through a process in Panviva. settings	By default, your Panviva Workflow is turned on. This feature allows you to have an electronic review/approve applied to documents. Note: This does not automatically apply review/approve to your documents, only the options to do so. You can also set defaults for your workflows to save you time when you create the actual workflows.

See Manage Administration settings for instructions.

Client configurations

Setting the default Welcome Pages folder, turn printing on or off, enabling printing, Manager defaults and more are done here.

Setting	Description
Viewer	Allows you to: Set a default welcome folder or document; Set an online learning folder name. If no name is given the user sees 'My training' as the folder name. This folder is where users access the online learning documents that have been assigned to them Enable or disable online learning and document printing
Manager	Allows you to: Set a default template and template folder; Set a default stock text folder; Set a default reusable content folder; and Enable or disable purging of training results. Note: This feature does NOT allow authors to purge training results for users. Rather, it allows authors to remove their own training results. This is useful when they are creating online learning documents and want to try out their training documents without logging their training history in reports.
Panviva via internet browser	Allows you to change settings and options for accessing Panviva via a browser.

Setting

Description

Viewer

Allows you to:

Set a default welcome folder or document;
Set an online learning folder name. If no name is given the user sees 'My training' as the folder name. This folder is where users access the online learning documents that have been assigned to them
Enable or disable online learning and document printing

Manager

Allows you to:

Set a default template and template folder;
Set a default stock text folder;
Set a default reusable content folder; and
Enable or disable purging of training results.

Note: This feature does NOT allow authors to purge training results for users. Rather, it allows authors to remove their own training results. This is useful when they are creating online learning documents and want to try out their training documents without logging their training history in reports.

Panviva via internet browser

Allows you to change settings and options for accessing Panviva via a browser.

See Manage Client configurations settings for instructions.

Custom properties

You can create additional content or folder "tags" via custom properties. These tags can then be applied when users search for content.

Setting	Description
Import custom properties	This was once useful when customers had multiple databases and they could easily recreate settings from one database to another. Note: This feature is no longer functional as custom properties can no longer be exported.
Manage custom properties	Custom properties can be created for documents, document folders, images, or users/roles. Custom properties are useful in searches. When you set up Search> Search result settings, the custom property displays to the user as a Fields matched on result.

Setting

Description

Import custom properties

This was once useful when customers had multiple databases and they could easily recreate settings from one database to another.

Note: This feature is no longer functional as custom properties can no longer be exported.

Manage custom properties

Custom properties can be created for documents, document folders, images, or users/roles.

Custom properties are useful in searches. When you set up Search> Search result settings, the custom property displays to the user as a Fields matched on result.

See Manage Custom properties for instructions.

Feedback

The Feedback settings allow you to enable or disable the ability for users to send Feedback via the icon in Viewer. You can also create custom fields for users to complete as part of submitting feedback.

Setting	Description
Document feedback	This allows you to enable or disable feedback as well as enable or disable feedback notifications to automatically be sent to the document owner.
Manage custom fields	You can create custom fields that users can complete when submitting feedback. This can be useful in helping you identify which department or work group a user is from. The fields can be free form text, a list of selections, numbers or dates. They can also be required fields.

See Manage Feedback settings for instructions.

License information

You can easily see how many Panviva licenses were purchased and how many are currently being used.

Setting	Description
Current license usage	Displays the total licensed purchased and how many are being used and how many are available. This is shown in the 'Allocated Licenses' column.
Third party license information	This feature is not currently in use.

Search

You can set all of your search filters for the Viewer window here.

Setting	Description
Document types for search	One of the search filters available for users is to search by document type. While authors are familiar with the document types as referenced in Manager, users wouldn't have that same frame of reference. Thus, you can change the search filter display to be something more meaningful such as 'procedure document', etc.
Search filter settings	This allows you to select which search filters are available for your users.
Search result settings	This allows you to choose which information displays in the search result.
System saved search	If you want users to be able to apply specific filters to search specific information, you can create the search with the filters applied. Then the user can select it from their search filter in Viewer.

See Manage Search settings for instructions.