Users or commissioners are crucial in the EBA DMS and are all those who can log in to the EBA DMS and work with documents in accordance with their authorisations. Each user is given a username , a password and a digital certificate that replaces his or her handwritten signature.
To be able to log in to the system, a user must be assigned to a workplace, and may be assigned to several workplaces.
Its authorisations are workplace-specific – two users who are on the same job have the same rights over the documents.
If a user is assigned to more than one workplace, his/her authorisations are the union of the rights of all the workplaces to which he/she is assigned.
Each user shall be responsible for his/her actions in the system. Actions performed on documents are recorded and may be used as evidence.
The Supreme administrator is the user who has the most authority and sets all the system parameters of the software, administers and manages the EBA DMS system.
He/she is also the only one who can manually activate the send-receive function, which is responsible for the exchange of documents – their receipt and sending.
This is usually the user with whom we have registered the company with the EBA. This user is therefore the authorised user of the company, who is also registered in the EBA and has the only possibility or right to manually trigger the send/receive function.
The Supreme administrator can be changed or an additional person can be defined to have the same rights if necessary.
This can only be done by users who have the right of administrator. The new Supreme administrator must use a qualified certificate and the change of Supreme administrator shall be registered with the EBA.
The Supreme administrator is also the only person authorised to communicate with EBA Ltd, unless another person is authorised.
As a top-level administrator, he/she has the power to set the system parameters of the programme, manage users and authorisations, etc
There can be several administrators, using internal certificates. The administrator also gets user, post room and general search rights. He can find any document in the system.
Unlike the Supreme Administrator, the Administrator can not modify the application for a change of the company’s membership in EBA and can not activate the Send/Receive function.
Typically, EBA DMS users have the role “User”, which means that they can only process documents in their virtual office for which they are authorised. They cannot manage the EBA DMS system settings.
The user who will work in the scanning room must have this role specifically marked.
With this role, the user has a special right that only allows access to the post room – it does not have its own virtual office. From the scanning room, this user can sort documents across the company and monitor and edit the log of received and issued documents.
Documents that arrives in the EBA DMS electronically, that is scanned or that is captured via the EBA Printer is automatically recorded in the logbook, while documents that has not been captured in the EBA DMS can be manually entered in the logbook.
The post room role allows a user to register a company in the internal addressbook.
This role allows the user to develop scripted projects within the EBA system. Scripts can be used to develop additional functionality within EBA.