Organizing a (More Sophisticated) Network
Written by Service Desk
Updated at September 28th, 2022
Sometimes customers can get a bit carried away over-reaching for sophistication on their networks. Here are some general guidelines derived from thousands of experiences with the various document management systems (DMS) by our customers.
The essential point is that DMS is for organizing and storing documents. Not forms, not our programs' internal files. While we're pleased with the terrific flexibility our systems demonstrate, it just makes sense to stay away from forcing square pegs into round holes. So, here are three best practices to follow for safe, convenient use of our programs.
Store the finished documents wherever you like, without any restrictions, including in NetDocs, Worldox, iManage, Dropbox, PandaDoc, OpenText EIM, and more broadly Salesforce, SAP, and their competitors. Anywhere, in any arrangement.
Store Forms in folders on a server where they are accessible to all. For safety, file them as Word Templates, Read Only. Make sure to keep a super-secure backup. As your usage increases, the value can get pretty significant quickly and it would be a real shame to have to re-create them after some kind of accident. If keeping people away from your main server is a priority for some reason, create a server or server segment just for them
DO NOT ever mess with the contents of theformtool folder. It contains only the program's internal files and the program does all the managing necessary. Do not remove anything. Do not add anything. Do not change anything. Put theformtool folder on a server where it is accessible as a Path destination to all instances of our programs. (You might want to review https://service.theformtool.com/hc/en-us/articles/212276326-TLC-3-On-the-Right-Path for a discussion of the critical role Paths play.) If you like, create a server segment just for theformtool folder if keeping people away from your main server is a priority. If you like, make theformtool folder a Hidden folder. Your Users will not be browsing to or through the folder, as there is neither need nor benefit for them to do so.