What is Ishtar.DMS?
Ishtar.DMS is the central place for managing all documents in your organization. Each user can navigate to specific documents from a dashboard of tiles. The tile structure should reflect your organization, allowing users to quickly and easily find the documents they are looking for. Each user also has a personal dashboard with all their favorite tiles, which they work with the most. Not sure where to start looking for a specific document right away? By applying some filters you can find files faster.
How do I start Ishtar.DMS?
Ishtar.DMS can be opened via a tile in your organisation's Ishtar.365 environment. If there is still no link to this application, contact your Ishtar.365 administrator.
Home page
After starting the application, or by clicking on the 'home' button, you will be taken to the Ishtar.DMS home page. This page is the general dashboard with tiles configured by your organization's administrator. Clicking on a tile displays the appropriate documents or intermediate page. In a tooltip (after hovering your mouse over a tile), you can also find its name and description.
Only the tiles you have access to are clickable. If you need access somewhere, contact your administrator.
Filters
If you are not sure where you saved a particular file, you can quickly find it by applying filters to specific metadata. On the home page, the filter menu allows you to apply 1 or more filters.
You start on the left side by selecting the desired column, after which a 2nd dropdown or input field becomes visible. In a dropdown you can select the desired value, in the input field you must enter a value on which you wish to search. To activate the filter press Enter key or click on the search button. You have the option of entering a value for each metadata parameter. The more parameters you enter, the more targeted your search will be. If no results are found, 
you should modify or delete the selected filters. You can still change an active filter by selecting it, changing it in the menu and reactivating it via the search button. To delete an active filter, click on the delete button by the desired filter.
Document management
After entering a search in the filter menu or via a documents tile, you get an overview of all existing documents. In this overview you only see documents to which you have rights. Your colleague may see several documents and additional metadata, as specific rights may be set on metadata.
There are several ways to open and edit a document.
- Double-click on a document: an office document will thereby be opened in the relevant office application on your PC. Other files such as pdf files, photos and videos will open in a new tab.
- Right-click on a document and select "Open." Only for Office documents do you have the option to open the file in the Office application on your PC. For all other files you only have the option to open the file in your browser. This will open the file in a new browser tab.
Some file types that cannot be opened will automatically download to your computer. In that case, edit the file in a compatible program on your PC and reload the document, where you can overwrite the existing version.
Before opening a file, you can also preview it. By clicking once on a file, a preview of the file opens on the right. Although this preview is not supported for all file types. A preview can only be displayed for office documents, pdf, text, images and small video files, but not for files like e.g. Adobe, AutoCAD, ...
Above the preview, all metadata assigned to the selected document is displayed. You can change this metadata immediately if necessary. After making the desired changes, you must save them by clicking the "Update" button.
While editing an office document, all changes are automatically saved. The file can also be edited by multiple users at the same time. You can see in the upper right corner, which users have opened the document at the same time and also where they are typing.
Versioning is also done for each file, so you can always revert to a previous version. Although, at the moment, it is not yet possible through the app, to restore the previous version.
All possible actions on files (depending on your permissions), can be found in the action menus. When you right-click on a particular file, an action menu appears that applies specifically to the selected file. When you select 1 or more files, an action menu is also displayed above the overview of all documents. This menu allows you to perform actions on multiple documents simultaneously.
Only those actions to which you have rights will be displayed. If you have selected multiple files, some of which you only have read access to, all actions will still be displayed. In a pop up for the selected action, you will then see an overview of all files to which you can perform the action and those to which you do not have sufficient rights. If you continue with this action, it is only applied to the documents to which you have sufficient permissions.
If you wish to download a document, select the desired document and click on "Download" in the action menu. You can also download several documents at once, although you should be aware that your browser may still ask for permission. After you have clicked allow, your browser will remember your choice and will not ask for it again.
If you want to move on from a particular file for a new version (or other reason), you can save a copy of it. From the action menu, select the "Copy" action. Then you change the name for the copy and confirm the action by clicking the "Copy" button. The file is copied immediately afterwards.
If you or a colleague have saved a file in a wrong place, you can move the file. Via the action menu and the "Move" option, select the library to which you wish to move the file. Once you have selected a library, you will be asked for confirmation before the file is moved.
When a file no longer needs to be kept, you can delete it. You can do this via the "Delete" button above the preview, or via "Delete" in the action menu. The file is not completely deleted until you confirm your action in the delete popup, by clicking "Delete" again.
The use of metadata also has a very important role. There are different types of metadata types, namely: text, number, date, persons list, choice list, ... . These help you later when you are looking for a certain document, to find it faster. Your administrator manages all these metadata. Contact this person if additional metadata or tiles are required. Your administrator can also set permissions for each metadata. These permissions will determine which documents, metadata or choices in metadata dropdowns, you can or cannot access.
If you wish to change a file's metadata, select the desired file. Above the preview, all metadata will be displayed. After making the desired changes, you should save them by clicking the "Update" button. You can also update metadata for several documents at once. 
Select the desired files, paying close attention to what is already filled in. Click "Edit" at the top of the action menu.
Then you can change 1 or more metadata parameters. Select the desired metadata parameter(s), depending on the type you need to enter or select a value. You can also leave the value blank if you wish to empty a metadata parameter. Additional parameters can be added using the "+" button. When you have finished adding the desired changes, click "Update". After this, the updated metadata will be changed for all selected documents.
File sharing can only be done on a file-by-file basis. To do this, select the desired file (right click) and click on "Share". Then you have 2 possibilities to share a file:
- Select "Share with" to share the file internally. Then select the desired user or user group. After this, the file is immediately shared with the selected user. The user(s) with whom you have shared the file can now find it under "Shared Items" (see navigation menu).
Note: When you share a file this way with your colleagues, it can also be edited by them. If your colleagues should only have read permissions, share the file with them in the way below.
- If you wish to share a file with externals, click "Share Link". When the file is shared via a link, permissions can also be set. You can determine whether the file can only be read or also edited and downloaded. Optionally, you can also determine via a date until when the file may be accessed. Next, you can copy the link or send it via email. In the email field, enter the desired contacts. As soon as you click the send button, your outlook email program will open with the link to share the file.
External persons will not have access to Ishar.DMS. They will only be able to access the file through the link you share with them.
You can easily upload new files by dragging and dropping a selection of 1 or more files from your Windows or MacOS Explorer into Ishtar.DMS. In addition to this drag and drop functionality, you can also upload 1 or more files via the "Add" button, in the top right corner.
Then in a pop-up, an overview of all selected files will be displayed. For each file, in this pop-up, you can start determining the metadata (depending on your permissions) that is applicable. All required metadata should always be specified. As soon as you have specified the metadata of the first file, you can copy it via the "Copy metadata to all files" button. For the other files, you can choose to copy the metadata from another file by selecting the desired file in the dropdown "Copy metadata from" and clicking the "Copy" button.
If you have selected files that have already been loaded in the past, you will have the choice of overwriting the existing version or adding a new one. A red exclamation mark will alert you to each document, that it already exists. These files will have all the metadata (that has already been saved previously) filled in automatically.
As soon as all the necessary metadata has been entered correctly you can save it using the Save button.
When the file is an email with attachments these will be saved as separate files, with a link to the email itself. Linked files can be recognized by the following symbol: 
Shared files
Via de knop "Shared" in het navigatiemenu, navigeerd u naar de "Shared Items" pagina. In dit overzicht kan u zien welke documenten met u gedeeld zijn, door één van uw collega's.