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modules/microsite/docs/doc.md

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+---
+layout: docs
+position: 4
+title: Documentation
+---
+
+# {{page.title}}
+
+Docspell assists in organizing large amounts of PDF files that are
+typically scanned paper documents. You can associate tags, set
+correspondends, what a document is concerned with, a name, a date and
+some more. If your documents are associated with this meta data, you
+should be able to quickly find them later using the search
+feature. But adding this manually to each document is a tedious
+task. What if most of it could be attached automatically?
+
+## How it works
+
+Documents have two main properties: a correspondent (sender or
+receiver that is not you) and something the document is about. Usually
+it is about a person or some thing – maybe your car, or contracts
+concerning some familiy member, etc.
+
+1. You maintain a kind of address book. It should list all possible
+   correspondents and the concerning people/things. This grows
+   incrementally with each new unknown document.
+2. When docspell analyzes a document, it tries to find matches within
+   your address book. It can detect the correspondent and a concerning
+   person or thing. It will then associate this data to your
+   documents.
+3. You can inspect what docspell has done and correct it. If docspell
+   has found multiple suggestions, they will be shown for you to
+   select one. If it is not correctly associated, very often the
+   correct one is just one click away.
+
+The set of meta data that docspell uses to draw suggestions from, must
+be maintained manually. But usually, this data doesn't grow as fast as
+the documents. After a while there is a quite complete address book
+and only once in a while it has to be revisited.
+
+
+## Terms
+
+In order to better understand these pages, some terms should be
+explained first.
+
+### Item
+
+An **Item** is roughly your (pdf) document, only that an item may span
+multiple files, which are called **attachments**. And an item has
+**meta data** associated:
+
+- a **correspondent**: the other side of the communication. It can be
+  an organization or a person.
+- a **concerning person** or **equipment**: a person or thing that
+  this item is about. Maybe it is an insurance contract about your
+  car.
+- **tag**: an item can be tagged with custom tags. A tag can have a
+  *category*. This is intended for grouping tags, for example a
+  category `doctype` could be used to group tags like `bill`,
+  `contract`, `receipt` etc. Usually an item is not tagged with more
+  than one tag of a category.
+- a **item date**: this is the date of the document – if this is not
+  set, the created date of the item is used.
+- a **due date**: an optional date indicating that something has to be
+  done (e.g. paying a bill, submitting it) about this item until this
+  date
+- a **direction**: one of "incoming" or "outgoing"
+- a **name**: some item name, defaults to the file name of the
+  attachments
+- some **notes**: arbitraty descriptive text. You can use markdown
+  here, which is appropriately formatted in the web application.
+
+### Collective
+
+The users of the application are part of a **collective**. A
+**collective** is a group of users that share access to the same
+items. The account name is therefore comprised of a *collective name*
+and a *user name*.
+
+All users of a collective are equal; they have same permissions to
+access all items. The items don't belong to a user, but to the
+collective.
+
+That means, to identify yourself when signing in, you have to give the
+collective name and your user name. By default it is separated by a
+slash `/`, for example `smith/john`. If your user name is the same as
+the collective name, you can omit one; so `smith/smith` can be
+abbreviated to just `smith`.
+
+
+## Limitations
+
+* Docspell currently supports only PDF files.
+* The PDF view relies on the browsers capabilities. Sadly, not all
+  browsers can display PDF files. Some may require extra plugins. And
+  it's especially sad, that mobile browsers wont't display the
+  files. It works with the major desktop browsers (firefox, chromium),
+  though.