Manual
Archivista 2025/III
© March 25, 2025 by Archivista GmbH, CH-3132 Egg
Web pages:
archivista.ch
Contents
I. Basics
1. Introduction
1.
1 Welcome to Archivista
1.
2 Notes on the manual
1.
3 Our address
1.
4 Previous versions
1.
5 Licensing
1.
5.
1 Sources, offers free of cost and ArchivistaBox
1.
5.
2 Copyright note
1.
5.
3 Support for the ArchivistaBox
1.
5.
4 Guarantee
2. ArchivistaBox: First Steps
2.
1 Physical ArchivistaBox
2.
2 Virtualized ArchivistaBox
2.
3 Starting ArchivistaBox
2.
4 Access Web Applications
2.
5 Update ArchivistaBox
2.
6 Ten steps towards success
2.
6.
1 Step 1: Starting it up
2.
6.
2 Step 2: Accessing the web interface
2.
6.
3 Step 3: Upload document
2.
6.
4 Step 4: Share FTP/SMB directory
2.
6.
5 Step 5: Printing documents to the archive
2.
6.
6 Step 6: Multimedia databases
2.
6.
7 Step 7: Scanning with WebDMS (KeyPad)
2.
6.
8 Step 8: Setting up a backup facility
2.
6.
9 Step 9: Restart ArchivistaBox
2.
6.
10 Step 10: fields and forms in WebAdmin
II. ArchivistaBox
3. Good to Know
3.
1 Advantages at a glance
3.
2 Notes on Box Models
3.
2.
1 Virtualized ArchivistaBoxes
3.
2.
2 ArchivistaBox Dolder
3.
2.
3 ArchivistaBox Rigi
3.
2.
4 ArchivistaBox Saentis
3.
2.
5 ArchivistaBox Pilatus
3.
2.
6 ArchivistaBox Titlis
3.
2.
7 ArchivistaBox Eiger
3.
2.
8 ArchivistaBox Matterhorn
3.
2.
9 ArchivistaBox Dom
3.
2.
10 ArchivistaBox K2
3.
2.
11 ArchivistaBox Everest
3.
2.
12 Scan-Station Albis (optional)
3.
3 Choosing the right ArchivistaBox
4. Concepts
4.
1 ArchivistaBox
4.
2 ArchivistaVM
4.
3 ArchivistaDMS
4.
4 ArchivistaERP
4.
5 ArchivistaCloud
4.
6 Operating System (OS)
4.
7 Virtualization
4.
8 RAM mode and ISO file
4.
9 archivista and root users
4.
10 What is a DMS?
4.
11 Databases and documents
4.
11.
1 Database, Server and Client
4.
11.
2 Tables, records and fields
4.
11.
3 Archives, pages and documents
4.
11.
4 Archivista Document
4.
12 Efficiency without Folders
4.
12.
1 Folders are inefficient
4.
12.
2 From Information to Documents
4.
12.
3 Capture, search and save
III. WebDMS
5. WebDMS
5.
1 Login
5.
2 Views
5.
2.
1 Main view
5.
2.
2 Page view
6. Navigation and Actions
6.
1 Main view
6.
2 Determine Height of Table
6.
3 Reload Documents
6.
4 Change Column Width
6.
5 Sorting
6.
6 Page view
7. View, Search and Edit
7.
1 View (Ctrl+F5)
7.
2 Search (F5)
7.
2.
1 Full text search
7.
2.
2 Extending results or narrowing them down, new selection
7.
2.
3 Date range
7.
2.
4 Entering ranges for number fields
7.
2.
5 Searching with larger/smaller
7.
2.
6 Searching text fields for unequal
7.
2.
7 Joker
7.
3 Edit mode (Shift+F5)
7.
3.
1 Normal fields
7.
3.
2 Field types: number field and date field
7.
3.
3 Definition fields
7.
3.
4 Field type '1:N'
7.
3.
5 Field type 'Multi'
7.
3.
6 Field type 'Linked'
7.
3.
7 Navigation
7.
3.
8 Document scanning
7.
3.
9 Delete
7.
3.
10 Publish and Unpublish
8. Extended functions
8.
1 Uploading Files
8.
2 Copy document template
8.
3 Create PDF file
8.
4 Creating and Scanning Documents
8.
5 Combine documents
8.
6 Export files
8.
7 Export of source files
8.
8 Editing and Deleting Pages
8.
9 OCR Parameters
8.
10 Notes
8.
11 Text recognition for page (with notes)
8.
12 Download
8.
12.
1 PDF
8.
12.
2 Img
8.
12.
3 Pic
8.
12.
4 Zip
8.
12.
5 Mail
8.
12.
6 File
8.
12.
7 Video
8.
12.
8 Audio
8.
13 Print Pages
8.
14 Barcode processing
8.
15 Versioning
8.
16 Keywording of movies
8.
17 Long field values
8.
18 Attributing keywords with Shift+F7 and F8
8.
19 Search terms of previous search
8.
20 Replace
8.
21 Scanning with scan station (Keypad)
IV. WebAdmin
9. WebAdmin
9.
1 Login
9.
2 Logout
10. User
10.
1 Administration (in general)
10.
1.
1 Host
10.
1.
2 User
10.
1.
3 Password
10.
1.
4 Login
10.
1.
5 Delete password
10.
1.
6 Access
10.
1.
7 Create/delete documents
10.
1.
8 New documents with owner
10.
1.
9 Group(s)
10.
1.
10 Mask definition
10.
1.
11 SQL Definition
10.
1.
12 E-mail account, additional field and additional notes
10.
1.
13 Additional field
10.
2 User administration (external)
10.
2.
1 Administration
10.
2.
2 Template
10.
3 Forms for users
11. Field definition
11.
1 Field name
11.
2 Field type
11.
3 Length
11.
4 Position after
12. Mask definition
12.
1 Mask
12.
2 Field name
12.
3 Field type
12.
3.
1 Normal
12.
3.
2 Text code
12.
3.
3 Definition
12.
3.
4 1:N
12.
3.
5 Number code
12.
3.
6 Multi
12.
4 Link with field
12.
5 Label
12.
6 Position
12.
7 Width
12.
8 User(s) allowed new entries
12.
9 User(s) allowed changes
13. Archive administration
13.
1 Fields in Archive
13.
1.
1 Primary Archive Usage
13.
1.
2 layout (theme)
13.
1.
3 Hide extended icons
13.
1.
4 Number of columns for fields (1,2,3)
13.
1.
5 Start with reduced table
13.
1.
6 Hide internal fields in reduced table
13.
1.
7 Suppress field 'Title' in main view
13.
1.
8 Width of field 'Title' in table
13.
1.
9 Field for publishing
13.
1.
10 Versioning
13.
1.
11 Elements in combobox fields (0-x)
13.
1.
12 Show note field
13.
2 Text recognition and PDF files
13.
2.
1 OCR recognition
13.
2.
2 OCR cluster (Host1, Host2, ...)
13.
2.
3 Create PDF files
13.
2.
4 Image compression in PDF files
13.
2.
5 Whole document in one PDF file
13.
2.
6 Alternative barcode recognition
13.
2.
7 View fulltext field (search form)
13.
2.
8 Show page text in 'View mode'
13.
3 Options for page text and search
13.
3.
1 Copy fields to page text
13.
3.
2 Do not show owner
13.
3.
3 Show download link
13.
3.
4 Keep search values
13.
3.
5 Disable initial search in selection fields
13.
4 Options for archive
13.
4.
1 Quality factor JPEG (1-100%)
13.
4.
2 Compress JPEG files always
13.
4.
3 Scaling of preview (0, 10-100%)
13.
4.
4 External source files
13.
4.
5 Image extraction videos with high quality
13.
4.
6 ignore duplicate data
13.
4.
7 Save image files in source format
13.
4.
8 Conditions for archiving process (SQL)
13.
4.
9 size of swap folder (MByte)
13.
4.
10 maximum number of files per folder
13.
4.
11 size CD/DVD (MByte)
13.
4.
12 Log database access
13.
5 Enabling versioning
14. Scan definitions
14.
1 Introduction
14.
2 Settings
14.
2.
1 Name
14.
2.
2 Code
14.
2.
3 Not activated
14.
2.
4 Color information
14.
2.
5 Resolution (dpi)
14.
2.
6 Brightness
14.
2.
7 Contrast
14.
2.
8 Remove blank pages (0=deactivated)
14.
2.
9 Black/white optimization
14.
2.
10 Threshold (0, 128-255)
14.
2.
11 BW optimization number of pixels (1-x)
14.
2.
12 BW optimization output resolution (DPI)
14.
2.
13 JPEG compression (factor)
14.
2.
14 Doublefeed detection
14.
2.
15 Scan width (mm)
14.
2.
16 Scan height (mm)
14.
2.
17 Position left margin (mm)
14.
2.
18 Position upper margin (mm)
14.
3 Post editing
14.
3.
1 Default fields
14.
3.
2 Calling a program during scanning
14.
3.
3 Desired barcode definition
14.
3.
4 Rotation
14.
3.
5 Split page in middle
14.
3.
6 Several pages
14.
3.
7 Autopilot: number of pages
14.
3.
8 Autopilot: break in seconds
14.
3.
9 Break before scan (seconds)
14.
3.
10 Desired OCR definition
14.
3.
11 Create new documents / Number of pages between documents
14.
3.
12 Wait for text recognition (OCR) in minutes
14.
3.
13 Add pages to last record
14.
3.
14 Optimization with convert
14.
3.
15 Script for actions before processing
14.
3.
16 Options for PDF text extraction
15. Barcodes
15.
1 General
15.
1.
1 Barcode processing with Archivista
15.
2 Barcode technology
15.
2.
1 Barcode processing: why?
15.
2.
2 What is a barcode?
15.
2.
3 Which barcode types must be distinguished?
15.
2.
4 Which barcodes are supported by Archivista?
15.
3 Barcode entry
15.
3.
1 Barcodes exist on documents to be scanned
15.
3.
2 Applying the barcode stickers to the documents
15.
4 Barcode recognition
15.
5 Barcode processing
16. OCR definitions
16.
1 Name of OCR page definition
16.
2 Languages of definition
16.
3 Text quality of pages
16.
4 Further preparatory settings
16.
5 Options for table recognition
16.
6 Time for optical character recognition (OCR)
17. SQL definitions
18. Form Recognition
18.
1 Introduction
18.
2 Managing forms
18.
2.
1 Selecting a definition
18.
2.
2 Deleting a definition
18.
2.
3 Renaming a definition
18.
2.
4 Creating a definition
18.
2.
5 Allocating OCR
18.
3 Editing objects of currently active definition
Object name
Position
Width/Height
Type
Length
Field
Begin and end
Script name
Activate test
18.
4 Logo recognition
18.
4.
1 Creating a logo recognition definition
18.
4.
2 Creation of a new logo
18.
4.
3 Problematic logos from pre-printed letterheads
18.
5 Summary
19. Exporting documents
19.
1 Introduction
19.
2 Exporting files in WebAdmin
19.
3 Exporting files in WebDMS
20. Mail archiving
20.
1 Introduction
20.
2 Individual definitions
20.
3 Editing a definition
20.
4 Possible problems during setup
21. Administrating jobs
21.
1 Introduction
21.
2 Example
22. Database creation
22.
1 Option 'create'
22.
2 Option 'drop'
23. Speech recognition
23.
1 Batch Call
23.
1.
1 Program vosk2db.pl
23.
1.
2 program voskmulti.pl
V. WebConfig
24. Administration with WebConfig
24.
1 Introduction
24.
2 Login
24.
3 Current settings
24.
4 System settings
24.
4.
1 Mask connecting WebDMS
24.
4.
2 Setup scan button
24.
5 Backup
24.
5.
1 Perform now
24.
5.
2 Log messages
24.
6 Services (CUPS, FTP/SMB, remote access)
24.
7 Manage Jobs
24.
7.
1 Check external content
24.
7.
2 Clean up internal check values
24.
7.
3 Optimize video files
24.
7.
4 Create movie database (OMDB)
24.
8 Unlock documents
24.
9 Passwords ArchivistaBox
24.
10 View log files
24.
11 Text recognition (OCR)
24.
12 Turn off ArchivistaBox
VI. Desktop
25. Desktop of the ArchivistaBox
25.
1 Call system menu
25.
2 Information about ArchivistaBox desktop
25.
2.
1 Select keyboard layout
25.
2.
2 Turn off ArchivistaBox via desktop
25.
2.
3 Set larger font
25.
2.
4 Set larger mouse pointer
25.
3 Network tool
25.
4 Manage Printers (CUPS)
25.
4.
1 Printing to additional databases
25.
5 Archivista Printer under Windows
25.
6 Archivista printer with macOS
25.
7 Menu ArchivistaBox
25.
7.
1 Setup archiving
25.
7.
2 Archiving now
25.
7.
3 ArchivistaERP - Setup
25.
7.
4 ArchivistaERP - Activate system
25.
7.
5 Disable ArchivistaERP - System
25.
7.
6 Restore backup (Network)
25.
7.
7 Restore Backup (RSymc)
25.
7.
8 Restore Backup (USB)
25.
7.
9 Clear master binlog
25.
7.
10 Clear slave binlog
25.
7.
11 Configure WebConfig
25.
7.
12 Extende form to login
25.
7.
13 Define table structure for images
25.
7.
14 Setup database for multimedia content
25.
7.
15 Remove Documents or Folders
25.
7.
16 Clear log table
25.
7.
17 Configure SearX
25.
7.
18 Check backup (USB)
25.
8 Disk Setup (GParted)
25.
9 Burn folder (ISO files)
25.
10 Archivista modules
25.
10.
1 AccessLog
25.
10.
2 Field lists
25.
11 FTP and SMB servers
25.
11.
1 Upload documents via ArchivistaBox Desktop
25.
11.
2 Upload to folder
25.
11.
3 Processing outlook mails
25.
12 Archiving (Kdenlive/Shotcut)
26. Applications ArchivistaBox
26.
1 LibreOffice
26.
2 Onboard
26.
3 QPDFView
26.
4 Graphics
26.
5 Internet
26.
6 Sound and Video
26.
7 Other
26.
7.
1 MP3toCD
26.
7.
2 QMapShack
26.
8 Optional applications
VII. ArchivistaVM
27. Server virtualisation
27.
1 Introduction
27.
2 System requirements
27.
3 Login to ArchivistaVM
27.
3.
1 ArchivistaBox (WebDMS) login
27.
3.
2 Login to ArchivistaVM
27.
3.
3 External login
27.
4 System overview
27.
4.
1 Extended status report (software raid)
27.
5 VM Manager
27.
5.
1 Uploading ISO files
27.
5.
2 Virtual machines
27.
5.
3 Configure instances
27.
6 Configuration
27.
6.
1 System
27.
6.
2 Backup
27.
7 Administration
27.
7.
1 Server
27.
7.
2 Logs
27.
8 Cluster
27.
8.
1 Configuring a cluster with pveca
27.
8.
2 Create the master
27.
8.
3 Add nodes
27.
8.
4 Cluster Management in Web interface
27.
9 Working with the console
27.
9.
1 QM Manager
27.
9.
2 Data backup with vzdump
27.
9.
3 Cluster management with pveca
27.
10 Repairing hard disk networks
27.
10.
1 Recognising a broken disk
27.
10.
2 Identifying a defective hard drive
27.
10.
3 Restart server
27.
10.
4 Executing program mdadm-repair.pl
27.
11 ArchivistaVM server
27.
12 clusters for virtualization (DRBD)
VIII. ArchivistaERP
28. ArchivistaERP
28.
1 Introduction
28.
2 Activate ERP system
28.
3 First Steps
28.
3.
1 Company Setup
28.
3.
2 Taxes
28.
3.
3 Managing items
28.
3.
4 Adding a customer
28.
4 Creating an invoice
28.
5 Sales
28.
6 Purchases
28.
7 Items and Inventory
28.
8 Manufacturing
28.
9 Dimensions
28.
10 Banking and General Ledger
28.
11 Setup
IX. Publishing
29. Publishing Edition
29.
1 Long-term considerations on documents
29.
2 The Schneider adventure
29.
3 The XP adventure
29.
4 Why source formats are not suitable
29.
5 Preliminary note
29.
6 Publishing self-supporting archives
29.
6.
1 Enabling file export in WebAdmin
29.
6.
2 Provide ArchivistaBox Runtime
29.
6.
3 Uploading documents to WebDMS
29.
6.
4 Selecting the documents for publishing
29.
6.
5 Exporting files to WebDMS
29.
6.
6 Testing the published ArchivistaVM archive
29.
7 A few tips on working with documents
29.
7.
1 Working with paper documents
29.
7.
2 Working with electronic files
29.
7.
3 Working with PDF files
29.
7.
4 Working with web pages
X. Internals
30. External SQL calls (API - WebDMS)
30.
1 External login
30.
2 Extended access
30.
2.
1 Forms
30.
2.
2 Modes (statuses)
30.
2.
3 Logging in and logging out
30.
2.
4 Navigation within files
30.
2.
5 Navigation within pages
30.
2.
6 Search in archives
30.
2.
7 Editing files
30.
2.
8 Manipulating the display
30.
2.
9 Further commands (action)
30.
2.
10 Printing pages
30.
2.
11 Output format
30.
2.
12 Return values as an HTML form
30.
2.
13 Export structural data as ANSI file
30.
2.
14 Export first document as PDF file
30.
2.
15 Final example
30.
2.
16 Transferring files to the archive
30.
2.
17 Working with archived mail
30.
2.
18 Working with Office files
30.
2.
19 Determining the WebDMS version
30.
2.
20 Automatic logoff after login
30.
2.
21 Hide login information
30.
3 Automated upload
31. Database structures
31.
1 The most important Archivista tables
31.
2 Archiving concept
31.
2.
1 Tables and Fields
31.
2.
2 Archiving process
31.
2.
3 Differences in the archiving process
31.
2.
4 Archivista folders
31.
3 Clean login to Archivista databases
31.
4 File name of an external saved page
31.
5 Field names
32. Customize ArchivistaBox
32.
1 Starup program desktop.sh
32.
2 Startup program desktop2.sh
32.
3 Additional Programs with Synaptic
32.
4 Install programs via console
32.
5 Additional programs in AppImage format
32.
6 Additional programs with Flatpak
32.
7 Save ArchivistaBox settings
32.
8 Working as administrator with Caja
32.
9 Start online update on console
32.
10 Insert ISO file manually
XI. FAQs
33. ArchivistaBox
33.
1 Demo or free solutions?
33.
2 Switching on ArchivistaBox does not work
33.
3 How do I create a bootable USB stick?
33.
4 shutdown or restart ArchivistaBox
33.
5 Install/Update from CD/USB stick
33.
6 No sound on the ArchivistaBox
33.
7 Match slave archive and master archive
33.
8 Installation on virtual machines
33.
9 Data backup ArchivistaBox
34. Integration questions
34.
1 Is there mail archiving for the ArchivistaBox?
34.
2 How can I manage digital files?
34.
3 Can I manage music files?
34.
4 Can I archive videos?
34.
5 How do I scan to an ArchivistaBox?
34.
6 Can I scan books?
34.
7 Classifying documents (ERP interface)
34.
8 Is there an API for the ArchivistaBox?
34.
9 Import of images
35. Solutions for common problems
35.
1 Scanning is slow
35.
2 Scanning does not work
35.
3 Characters on keyboard do not work
35.
4 OCR does not work (anymore)
35.
5 ArchivistaBox no longer running
35.
6 User has forgotten his password
35.
7 Message ”File ... locked” appears
Index