EDMS/docs/DMS_SETTINGS.md

DMS Settings System - Comprehensive Guide

Overview

The Document Management System (DMS) Settings provides administrators with complete control over all aspects of the document management system. This comprehensive configuration system allows customization of user access, document handling, metadata management, workflows, upload settings, and system behavior through an intuitive web interface.

Table of Contents

1. Access & Navigation
2. Settings Categories
3. User & Access Management
4. Document & Folder Settings
5. Metadata & Tagging
6. Workflow & Automation
7. Upload & Storage Settings
8. System Settings
9. Settings Management
10. Import/Export Functionality
11. API Integration
12. Configuration Best Practices
13. Troubleshooting

Access & Navigation

Prerequisites

• Administrative Privileges: Only users with admin roles can access DMS settings
• Browser Requirements: Modern browser with JavaScript enabled
• Network Access: Stable connection to the EDMS server

Accessing DMS Settings

1. Navigate to Settings:

   • Click DMS in the main navigation menu
   • Select Settings from the dropdown or navigate to /dms/settings
   • Wait for the settings interface to load

2. Settings Interface Layout:

   • Left Navigation Panel: Six main categories with color-coded icons
   • Main Content Area: Forms and configuration options for selected category
   • Action Buttons: Save, Export, Import, and Reset options in the header

3. Permission Verification:

   • System automatically verifies admin permissions
   • Unauthorized users are redirected to main DMS interface
   • Error messages displayed for access issues

Settings Categories

The DMS settings are organized into six main categories, each with a distinct icon and color scheme:

1. User & Access Management 🔐

• Icon: Lock symbol (security theme)
• Color: Blue scheme
• Purpose: Configure user roles, permissions, and authentication
• Key Features: RBAC, SSO, MFA, session management

2. Document & Folder Settings 📁

• Icon: Folder symbol
• Color: Green scheme
• Purpose: Configure document organization and folder structure
• Key Features: Naming conventions, version control, retention policies

3. Metadata & Tagging 📝

• Icon: Document with pen
• Color: Yellow scheme
• Purpose: Configure custom fields, tags, and classification
• Key Features: Custom metadata fields, predefined tags, auto-classification

4. Workflow & Automation 🔄

• Icon: Circular arrows (workflow symbol)
• Color: Purple scheme
• Purpose: Configure approval flows and automation
• Key Features: Approval workflows, notifications, automation triggers

5. Upload & Storage Settings 📤

• Icon: Upload arrow
• Color: Orange scheme
• Purpose: Configure file handling and storage
• Key Features: File type restrictions, size limits, storage quotas

6. System Settings 📅

• Icon: Calendar/gear symbol
• Color: Gray scheme
• Purpose: Configure system-wide settings
• Key Features: Timezone, backups, monitoring, maintenance mode

User & Access Management

User Roles Configuration

Default Roles

The system comes with four default user roles:

• Admin: Full system access and administrative privileges
• Editor: Create, edit, and manage documents with approval capabilities
• Viewer: Read-only access to assigned documents
• Uploader: Upload documents with basic editing capabilities

Adding Custom Roles

1. Navigate to User Roles section
2. Click "Add Role" button
3. Enter role name in the prompt dialog
4. Role automatically added to the list
5. Save settings to persist changes

Removing Roles

1. Locate role in the roles list
2. Click delete button (trash icon) next to role name
3. Confirm deletion (role removed from all users)
4. Save settings to persist changes

Permission Configuration

Granular Permissions

Configure specific permissions for different user levels:

• View Documents:

  • Default: Enabled for all roles
  • Purpose: Basic read access to documents
  • Impact: Controls document visibility

• Edit Documents:

  • Default: Enabled for Admin/Editor roles
  • Purpose: Modify document content and metadata
  • Impact: Affects document modification capabilities

• Delete Documents:

  • Default: Disabled (Admin only)
  • Purpose: Remove documents from system
  • Impact: Permanent document removal access

• Download Documents:

  • Default: Enabled for most roles
  • Purpose: Save documents locally
  • Impact: Controls offline document access

• Share Documents:

  • Default: Enabled for Admin/Editor roles
  • Purpose: Share documents with other users
  • Impact: Affects collaboration capabilities

Authentication Configuration

Single Sign-On (SSO)

• Purpose: Integrate with organizational authentication systems
• Supported Providers: LDAP, Active Directory, OAuth providers
• Configuration: Enable/disable SSO functionality
• Impact: Streamlines user authentication process

Multi-Factor Authentication (MFA)

• Purpose: Enhanced security for sensitive environments
• Methods: SMS, email, authenticator apps
• Configuration: Require MFA for all users or specific roles
• Impact: Significantly improves account security

LDAP Integration

• Purpose: Synchronize with enterprise directory services
• Features: User import, group synchronization, automatic provisioning
• Configuration: Enable/disable LDAP authentication
• Impact: Centralizes user management

Session Management

• Session Timeout: Configure automatic logout (1-24 hours)
• Default: 8 hours
• Security Impact: Balances security with user convenience
• Compliance: Helps meet organizational security policies

Document & Folder Settings

Naming Conventions

Automatic Name Generation

• Purpose: Standardize document naming across organization
• Configuration: Enable/disable automatic naming
• Benefits: Consistency, searchability, organization

Naming Patterns

• Default Pattern: {department}_{title}_{date}
• Available Variables:
  • {department}: Document department/category
  • {title}: Document title
  • {date}: Creation date (YYYY-MM-DD format)
  • {user}: Document creator username
  • {category}: Document category
  • {counter}: Auto-incrementing number

Custom Pattern Examples

• {department}_{category}_{date}_{title}
• {user}_{department}_{date}_{title}
• DOC_{counter}_{department}_{date}

Mandatory Fields

Configure which metadata fields are required for document upload:

• Title: Document title (recommended)
• Department: Organizational unit
• Date: Creation or effective date
• Category: Document type/classification
• Custom Fields: Organization-specific requirements

Version Control

Version Control Features

• Enable/Disable: Toggle document versioning system-wide
• Benefits: Track changes, prevent data loss, maintain history
• Storage Impact: Increased storage requirements

Version Limits

• Maximum Versions: Configure how many versions to retain (1-50)
• Default: 10 versions per document
• Storage Optimization: Automatic cleanup of old versions
• Performance Impact: More versions = more storage/processing

Automatic Versioning

• Auto-versioning: Create new version on every document modification
• Manual Versioning: Users manually create versions
• Hybrid Approach: Combine automatic and manual versioning
• Configuration: Enable/disable automatic version creation

Document Retention

Retention Policies

• Purpose: Comply with legal and organizational requirements
• Default Period: 2,555 days (approximately 7 years)
• Customization: Configure per document type or category
• Legal Compliance: Meets common retention requirements

Archive Before Delete

• Purpose: Create archive copy before permanent deletion
• Benefits: Data recovery, compliance, audit trail
• Storage Impact: Requires additional archive storage
• Configuration: Enable/disable archive creation

Metadata & Tagging

Custom Metadata Fields

Field Types

The system supports multiple field types for custom metadata:

• Text: Single-line text input

  • Use Cases: Names, IDs, short descriptions
  • Validation: Length limits, format requirements
  • Examples: Employee ID, Project Code, Reference Number

• Dropdown: Single selection from predefined options

  • Use Cases: Categories, departments, status values
  • Configuration: Define available options
  • Examples: Department (HR, Finance, IT), Priority (High, Medium, Low)

• Date: Date picker with validation

  • Use Cases: Effective dates, expiration dates, deadlines
  • Format: System-standard date format
  • Examples: Contract Expiry, Review Date, Effective Date

• Number: Numeric input with validation

  • Use Cases: Amounts, quantities, scores
  • Validation: Min/max values, decimal places
  • Examples: Budget Amount, Quantity, Rating

• Multi-select: Multiple selections from predefined options

  • Use Cases: Tags, categories, multiple assignments
  • Configuration: Define available options
  • Examples: Skills, Keywords, Applicable Departments

Managing Custom Fields

Adding New Fields

1. Navigate to Custom Fields section
2. Click "Add Custom Field" button
3. Configure field properties:
   • Field Name: Descriptive name for the field
   • Field Type: Select from available types
   • Required: Mark as mandatory for document upload
4. Save changes to apply new field

Editing Existing Fields

1. Locate field in the custom fields list
2. Modify field properties as needed
3. Required status can be changed for existing fields
4. Save changes to apply modifications

Removing Fields

1. Click delete button (trash icon) next to field
2. Confirm deletion (data loss warning)
3. Field removed from all future uploads
4. Existing data preserved but field no longer editable

Default Custom Fields

The system includes several pre-configured custom fields:

• Department (Dropdown, Required)

  • Purpose: Organizational categorization
  • Options: Configurable per organization

• Priority (Multi-select, Optional)

  • Purpose: Document priority level
  • Options: High, Medium, Low, Critical

• Project Code (Text, Required)

  • Purpose: Project association
  • Validation: Alphanumeric format

• Review Date (Date, Optional)

  • Purpose: Scheduled review timeline
  • Format: Standard date picker

Tagging System

Predefined Tags

• Purpose: Standardize document categorization
• Configuration: Comma-separated list of tags
• Default Tags: urgent, confidential, public, draft, final
• Benefits: Consistency, searchability, filtering

Custom Tag Examples

• By Priority: urgent, high-priority, normal, low-priority
• By Status: draft, review, approved, published, archived
• By Confidentiality: public, internal, confidential, restricted
• By Department: hr, finance, legal, marketing, operations

User-Generated Tags

• Configuration: Enable/disable user-created tags
• Benefits: Flexibility, user adoption, comprehensive tagging
• Drawbacks: Potential inconsistency, tag proliferation
• Best Practice: Combine with predefined tags for optimal results

Tag Suggestions

• Auto-complete: Suggest existing tags as users type
• Machine Learning: Learn from user behavior (future feature)
• Performance: Improves tagging consistency and speed
• Configuration: Enable/disable intelligent suggestions

Auto-Classification

Classification Rules

Configure automatic document classification based on:

• Content Keywords: Analyze document content for specific terms
• File Type: Classify based on file extension or format
• Department: Auto-assign based on uploader's department
• Naming Patterns: Extract classification from filename
• Metadata: Use existing metadata for classification

Classification Benefits

• Consistency: Automated classification reduces human error
• Efficiency: Saves time during document upload
• Compliance: Ensures proper categorization for regulations
• Searchability: Improves document discoverability

Workflow & Automation

Approval Workflows

Default Approval Flow

• Standard Flow: "department-head-approval"
• Process: Document → Department Head → Approved/Rejected
• Notification: Automatic notifications to stakeholders
• Timeline: Configurable approval timeframes

Custom Approval Flows

The system supports multiple pre-configured approval workflows:

• Legal Review:

  • Process: Document → Legal Department → Approval
  • Use Cases: Contracts, policies, compliance documents
  • Timeline: Extended review period for thorough analysis

• Finance Approval:

  • Process: Document → Finance Department → Approval
  • Use Cases: Budgets, expenses, financial reports
  • Requirements: Financial analysis and verification

• Director Sign-off:

  • Process: Document → Director Level → Final Approval
  • Use Cases: Strategic documents, major policies
  • Authority: Highest level organizational approval

Workflow Configuration

• Enable/Disable: Toggle approval workflows system-wide
• Default Assignment: Set primary approval flow
• Custom Rules: Configure workflow triggers based on:
  • Document type or category
  • File size or sensitivity
  • Department or user role
  • Document metadata values

Notification System

Email Notifications

• Purpose: Keep stakeholders informed of document activities
• Triggers: Upload, approval, rejection, deadline approaching
• Configuration: Enable/disable email notifications
• Templates: Customizable email templates for different events

In-App Notifications

• Real-time: Instant notifications within the application
• Persistence: Notifications remain until acknowledged
• Categories: Document activities, system events, approval requests
• Benefits: Immediate awareness without email dependency

Upload Alerts

• New Documents: Notify relevant parties of new uploads
• Large Files: Alert administrators of significant uploads
• Restricted Areas: Notifications for uploads to sensitive folders
• Batch Uploads: Summarized notifications for multiple uploads

Deadline Reminders

• Review Deadlines: Remind users of pending document reviews
• Expiration Dates: Alert before document expiration
• Approval Timeouts: Notify about pending approval requests
• Custom Deadlines: Configurable reminder schedules

Automation Features

Automation Triggers

Configure automatic actions based on specific events:

• Document Uploaded: Trigger actions when new documents are added
• Approval Completed: Actions after document approval process
• Deadline Reached: Time-based triggers for scheduled actions
• Status Changed: Trigger on document status modifications
• User Action: Custom triggers based on user activities

Automation Actions

Define actions to execute automatically:

• Move to Folder: Automatically organize documents
• Send Notification: Alert specific users or groups
• Create Task: Generate workflow tasks for users
• Update Metadata: Automatically modify document properties
• Generate Report: Create summary reports of activities

Upload & Storage Settings

File Type Management

Allowed File Types

Configure which file formats can be uploaded to the system:

Default Allowed Types:

• Documents: pdf, doc, docx, txt, rtf
• Spreadsheets: xls, xlsx, csv
• Presentations: ppt, pptx
• Images: jpg, jpeg, png, gif, bmp
• Archives: zip, rar (if configured)

Configuration Format:

• Comma-separated list of extensions
• Case-insensitive matching
• No dots required (system adds automatically)
• Example: pdf, doc, docx, xls, xlsx, jpg, png

Blocked File Types

Prevent upload of potentially dangerous or inappropriate files:

Default Blocked Types:

• Executables: exe, bat, cmd, scr
• Scripts: js, vbs, ps1, sh
• System Files: dll, sys, ini
• Malware-prone: com, pif, reg

Security Benefits:

• Prevents malware upload
• Reduces security vulnerabilities
• Maintains system integrity
• Protects user devices

MIME Type Validation

• Purpose: Verify file content matches extension
• Security: Prevents file extension spoofing
• Implementation: Server-side content verification
• Benefits: Enhanced security and file integrity

Storage Quotas

File Size Limits

• Maximum File Size: Configure per-file upload limit
• Default: 100 MB per file
• Range: 1 MB to 2 GB (depending on server configuration)
• Impact: Affects upload performance and storage usage

User Quotas

• Per-User Limit: Total storage allocated per user
• Default: 5,000 MB (5 GB) per user
• Monitoring: Track individual user storage consumption
• Enforcement: Prevent uploads when quota exceeded

Group Quotas

• Per-Group Limit: Storage allocated to user groups/departments
• Default: 50,000 MB (50 GB) per group
• Shared Storage: Group members share allocation
• Management: Administrative oversight of group usage

Project Quotas

• Per-Project Limit: Storage for specific projects or initiatives
• Default: 100,000 MB (100 GB) per project
• Isolation: Separate storage allocation for different projects
• Tracking: Monitor project-specific storage usage

Storage Configuration

Storage Type

• Local Storage: Files stored on server filesystem
• Cloud Storage: Integration with cloud providers (future feature)
• Hybrid: Combination of local and cloud storage
• Configuration: Select appropriate storage backend

Storage Path

• Default Path: /var/uploads/edms
• Customization: Configure custom storage directory
• Permissions: Ensure proper filesystem permissions
• Backup Access: Consider backup system access requirements

Backup Settings

• Automatic Backup: Enable scheduled backup of uploaded files
• Backup Frequency: Configure backup schedule
• Retention: How long to keep backup copies
• Storage Location: Separate backup storage location

Compression Settings

• File Compression: Reduce storage requirements
• Performance Impact: CPU usage vs. storage savings
• File Types: Configure which files to compress
• Compression Level: Balance between size and processing time

System Settings

General Configuration

System Timezone

• Purpose: Standardize timestamps across the system
• Default: Asia/Kuala_Lumpur
• Options: All standard timezone identifiers
• Impact: Affects all date/time displays and logging

Common Timezone Options:

• Asia/Kuala_Lumpur: Malaysia Standard Time (UTC+8)
• UTC: Coordinated Universal Time
• America/New_York: Eastern Time (UTC-5/-4)
• Europe/London: British Time (UTC+0/+1)
• Asia/Singapore: Singapore Time (UTC+8)

Backup Schedule

Configure automated system backups:

• Hourly: Maximum data protection, high resource usage
• Daily: Recommended for most organizations
• Weekly: Suitable for low-activity systems
• Monthly: Minimal backup frequency

System Logging

• Debug: Detailed logging for troubleshooting
• Info: Standard operational logging
• Warning: Log potential issues and warnings
• Error: Log only errors and critical issues

System Maintenance

Maintenance Mode

• Purpose: Disable system access during maintenance
• Impact: Users cannot access the system
• Notification: Display maintenance message to users
• Use Cases: System updates, database maintenance, security patches

Automatic Updates

• System Updates: Automatically apply system updates
• Security Patches: Automatic security patch installation
• Feature Updates: Include new feature releases
• Configuration: Enable/disable automatic updates

System Monitoring

• Performance Metrics: Track system performance
• Resource Usage: Monitor CPU, memory, and storage
• User Activity: Track user behavior and system usage
• Alerts: Automatic alerts for system issues

Performance Metrics

• Response Times: Monitor API and page load times
• Database Performance: Track query execution times
• File Operations: Monitor upload/download performance
• User Experience: Track user interaction metrics

Settings Management

Save & Load Operations

Automatic Saving

• Real-time Updates: Changes saved immediately when modified
• Background Process: Saves occur without interrupting user workflow
• Error Handling: Graceful handling of save failures
• Visual Feedback: Loading indicators during save operations

Loading States

• Initial Load: Display loading spinner when page loads
• Save Operations: Show saving indicator during updates
• Error States: Clear error messages if operations fail
• Success Confirmation: Green confirmation messages on successful saves

Data Validation

• Client-side: Immediate validation feedback
• Server-side: Comprehensive validation on save
• Error Messages: Clear, actionable error descriptions
• Required Fields: Validation of mandatory settings

Error Handling

Common Error Scenarios

• Network Issues: Connection problems during save
• Validation Errors: Invalid configuration values
• Permission Errors: Insufficient privileges for changes
• Server Errors: Backend processing issues

Error Recovery

• Retry Mechanisms: Automatic retry for transient failures
• Fallback Values: Default settings if load fails
• User Guidance: Clear instructions for error resolution
• Support Contact: Escalation path for persistent issues

Success Feedback

Confirmation Messages

• Save Success: "Settings saved successfully!"
• Auto-dismiss: Messages disappear after 3 seconds
• Visual Design: Green background with checkmark icon
• Non-intrusive: Don't block user workflow

Visual Indicators

• Active Tab: Highlighted current settings category
• Modified Fields: Visual indication of unsaved changes
• Loading States: Spinners and progress indicators
• Status Icons: Success, error, and warning indicators

Import/Export Functionality

Export Settings

Export Process

1. Click Export Button: Located in settings header
2. Generate JSON: System creates comprehensive settings export
3. Download File: Browser downloads dms-settings.json
4. Backup Storage: Store export file securely

Export Content

The exported JSON includes:

• Complete settings configuration
• All custom fields and their definitions
• User roles and permission settings
• Predefined tags and classification rules
• System configuration options
• Timestamp of export creation

Export Benefits

• Backup: Protect against configuration loss
• Migration: Transfer settings between environments
• Version Control: Track configuration changes over time
• Rollback: Restore previous configurations if needed

Import Settings

Import Process

1. Select JSON File: Click import button and choose file
2. File Validation: System validates JSON format and content
3. Preview Changes: Display what will be imported (future feature)
4. Apply Settings: Import settings and update database
5. Confirmation: Success message with change summary

Import Validation

• JSON Format: Verify file is valid JSON
• Schema Validation: Ensure settings structure is correct
• Value Validation: Check individual setting values
• Compatibility: Verify settings are compatible with current version

Import Safety

• Backup Creation: Automatic backup before import
• Rollback Option: Ability to revert to previous settings
• Merge Strategy: How to handle existing vs. imported settings
• Conflict Resolution: Handle conflicting configuration values

Settings Migration

Environment Transfer

• Development to Production: Deploy tested configurations
• Staging Environment: Test settings before production
• Multi-tenant: Share configurations across tenants
• Branch Environments: Maintain different configurations

Version Compatibility

• Forward Compatibility: Newer exports work with older systems
• Backward Compatibility: Older exports work with newer systems
• Migration Scripts: Automatic schema updates when needed
• Deprecation Handling: Graceful handling of removed settings

API Integration

Settings API Endpoints

GET /api/dms/settings

Purpose: Retrieve current DMS settings

Response Format:

{
  "statusCode": 200,
  "message": "Success",
  "data": {
    "access": { /* access management settings */ },
    "documents": { /* document settings */ },
    "metadata": { /* metadata configuration */ },
    "workflow": { /* workflow settings */ },
    "upload": { /* upload configuration */ },
    "system": { /* system settings */ }
  }
}

Features:

• Returns complete settings structure
• Provides default values if settings don't exist
• Handles database connection errors gracefully
• Transforms database format to frontend structure

POST /api/dms/settings

Purpose: Update DMS settings

Request Format:

{
  "access": {
    "userRoles": ["Admin", "Editor", "Viewer"],
    "rbacEnabled": true,
    "permissions": {
      "view": true,
      "edit": true,
      "delete": false
    }
  },
  /* other setting categories */
}

Response Format:

{
  "statusCode": 200,
  "message": "Settings updated successfully",
  "data": { /* updated settings */ }
}

Features:

• Accepts partial or complete settings updates
• Validates all input data
• Transforms frontend format to database structure
• Creates settings record if none exists

Data Transformation

Frontend to Database

The API handles complex data transformations:

Array to String Conversion:

• userRoles: ["Admin", "Editor"] → userRoles: "Admin,Editor"
• predefinedTags: ["urgent", "public"] → taggingPredefinedTags: "urgent,public"

Nested Object Flattening:

• access.permissions.view: true → permissionView: true
• upload.quotas.perUser: 5000 → uploadQuotaPerUser: 5000

JSON Serialization:

• customFields: [{}] → metadataCustomFields: JSON.stringify([{}])

Database to Frontend

Reverse transformations for data retrieval:

String to Array Conversion:

• userRoles: "Admin,Editor" → userRoles: ["Admin", "Editor"]

Object Restructuring:

• permissionView: true → access.permissions.view: true

JSON Parsing:

• metadataCustomFields: "{}" → customFields: JSON.parse("{}")

Error Handling

Validation Errors

• Required Fields: Missing mandatory settings
• Data Types: Invalid data type for setting value
• Range Validation: Values outside acceptable ranges
• Format Validation: Invalid format for specific settings

Database Errors

• Connection Issues: Database connectivity problems
• Query Failures: SQL execution errors
• Transaction Rollback: Ensure data consistency
• Constraint Violations: Database constraint errors

Response Errors

{
  "statusCode": 400,
  "message": "Validation error",
  "errors": [
    {
      "field": "uploadFileSizeLimit",
      "message": "File size limit must be between 1 and 2000 MB"
    }
  ]
}

Configuration Best Practices

Security Configuration

Access Control

• Principle of Least Privilege: Grant minimum necessary permissions
• Role-Based Access: Use roles rather than individual permissions
• Regular Review: Periodically audit user roles and permissions
• Documentation: Maintain documentation of role definitions

Authentication Settings

• Strong Passwords: Enforce password complexity requirements
• Session Timeouts: Balance security with user convenience
• Multi-Factor Authentication: Enable for sensitive environments
• Regular Updates: Keep authentication systems updated

File Security

• File Type Restrictions: Block potentially dangerous file types
• Size Limits: Prevent resource exhaustion attacks
• Virus Scanning: Implement file scanning (external integration)
• Content Validation: Verify file content matches extension

Performance Optimization

Storage Management

• Quota Planning: Set realistic quotas based on usage patterns
• File Compression: Enable for appropriate file types
• Archive Policies: Implement automated archiving
• Cleanup Procedures: Regular cleanup of temporary files

Database Optimization

• Index Management: Ensure proper database indexing
• Query Optimization: Monitor and optimize slow queries
• Connection Pooling: Configure database connection pools
• Backup Strategy: Regular database backups and testing

System Resources

• Memory Management: Monitor system memory usage
• CPU Utilization: Track processing requirements
• Disk Space: Monitor storage usage and growth
• Network Bandwidth: Consider file transfer requirements

Operational Excellence

Monitoring & Alerting

• Performance Metrics: Track key system metrics
• Error Monitoring: Alert on system errors and failures
• Usage Analytics: Monitor user activity and system usage
• Capacity Planning: Predict future resource requirements

Backup & Recovery

• Regular Backups: Implement comprehensive backup strategy
• Recovery Testing: Regularly test backup recovery procedures
• Disaster Recovery: Plan for disaster recovery scenarios
• Documentation: Maintain recovery procedure documentation

Change Management

• Testing Environment: Test configuration changes before production
• Change Documentation: Document all configuration changes
• Rollback Procedures: Maintain ability to rollback changes
• Version Control: Track configuration versions over time

Compliance & Governance

Data Retention

• Legal Requirements: Comply with legal retention requirements
• Industry Standards: Follow industry-specific guidelines
• Data Classification: Classify data based on sensitivity
• Audit Trail: Maintain comprehensive audit logs

Privacy Protection

• Data Minimization: Collect only necessary metadata
• Access Logging: Log all data access activities
• Anonymization: Remove personal data when appropriate
• Consent Management: Track user consent for data processing

Troubleshooting

Common Issues

Settings Not Saving

Symptoms:

• Changes appear but revert after page refresh
• Error messages during save operations
• Loading indicators that never complete

Troubleshooting Steps:

1. Check Network Connection: Verify stable internet connectivity
2. Browser Console: Check for JavaScript errors
3. Clear Cache: Clear browser cache and reload page
4. Try Different Browser: Test with alternative browser
5. Check Permissions: Verify administrative access
6. Server Status: Confirm server is operational

Common Causes:

• Network connectivity issues
• Server-side validation errors
• Database connection problems
• Insufficient user permissions
• Browser compatibility issues

Settings Not Loading

Symptoms:

• Blank settings page or loading indefinitely
• Error messages on page load
• Missing configuration options

Troubleshooting Steps:

1. Refresh Page: Simple page refresh may resolve issue
2. Check URL: Verify correct settings page URL
3. Clear Browser Data: Clear cache, cookies, and storage
4. Disable Extensions: Temporarily disable browser extensions
5. Check Server Logs: Review server error logs
6. Database Connectivity: Verify database is accessible

Import/Export Failures

Symptoms:

• Export downloads empty or corrupted files
• Import fails with validation errors
• Settings don't apply after import

Troubleshooting Steps:

1. File Format: Verify JSON file format is correct
2. File Size: Check if file exceeds browser limits
3. Content Validation: Validate JSON structure manually
4. Backup First: Always backup before importing
5. Partial Import: Try importing smaller setting sections
6. Contact Support: Escalate persistent issues

Performance Issues

Slow Loading

Symptoms:

• Settings page takes long time to load
• Slow response to setting changes
• Timeouts during save operations

Optimization Steps:

1. Network Speed: Check internet connection speed
2. Server Performance: Monitor server resource usage
3. Database Optimization: Check database performance
4. Browser Performance: Close unnecessary tabs/applications
5. Clear Cache: Regular cache clearing
6. Update Browser: Use latest browser version

Memory Issues

Symptoms:

• Browser becomes unresponsive
• Out of memory errors
• System slowdown during settings operations

Resolution Steps:

1. Close Tabs: Reduce browser tab count
2. Restart Browser: Fresh browser session
3. Check RAM: Monitor system memory usage
4. Reduce Complexity: Simplify configuration changes
5. Browser Update: Ensure browser is updated
6. System Restart: Restart computer if necessary

Error Resolution

Validation Errors

Common Validation Issues:

• Invalid file size limits (outside 1-2000 MB range)
• Malformed email addresses for notifications
• Invalid timezone identifiers
• Empty required fields

Resolution:

1. Read Error Messages: Carefully review validation messages
2. Check Ranges: Verify values are within acceptable ranges
3. Format Validation: Ensure proper format for fields
4. Required Fields: Complete all mandatory fields
5. Save Incrementally: Save settings in smaller sections

Permission Errors

Symptoms:

• "Access Denied" messages
• Settings page redirect to main interface
• Missing administrative options

Resolution:

1. Verify Role: Confirm administrative privileges
2. Contact Admin: Request permission elevation
3. Role Assignment: Check role assignment accuracy
4. System Restart: Logout and login again
5. Cache Clear: Clear browser authentication cache

Support & Escalation

Documentation Resources

• Technical Guide: Comprehensive system documentation
• User Guide: End-user documentation
• API Documentation: Developer integration guides
• Change Log: System update and change history

Contact Procedures

• System Administrator: Internal IT support contact
• Help Desk: Organizational support procedures
• Vendor Support: External support if applicable
• Community Forums: User community resources

Information to Provide

When seeking support, include:

• Error Messages: Exact text of error messages
• Steps to Reproduce: Detailed reproduction steps
• Browser Information: Browser type and version
• System Configuration: Relevant system details
• Screenshots: Visual documentation of issues
• Log Files: Relevant system or browser logs

This comprehensive guide covers all aspects of the DMS Settings system, providing administrators with the knowledge needed to effectively configure and manage the document management system.