# Settings

Settings is where you configure the whole organization: the structures everyone works with, the rules that govern deletion, and the record of what has happened in your archive.

You find it under Administration → Settings. Everything here applies to the entire organization, so the page is available to administrators.

The page is a row of tabs. Each one is a section below:

Tab	What you do there
Organization	Rename the organization, and see the newest documents in the archive
Folder Settings	Build and manage reusable folder templates
Deletion Settings	Turn on the four-eye principle and choose the two approvers
Search Attributes	Define the custom fields your documents can carry
Tags	Manage the organization's tag list
swiDOC API	Your API key, on the same page as Integrations → swiDOC API
Chronicle	Who changed, viewed or archived what, and when

Which tabs you see depends on your permissions, so a tab described here may not appear for you.

These live in Administration too, but have their own pages

User Management, Access Management and Subscription.

# Organization

The Organization tab holds two things: the newest documents in your archive, and the organization's own details.

Recently Archived lists the last few documents that were saved, with who uploaded them and how long they are kept. It is the same table as Chronicle → Recently archived, repeated here as a landing view. The full list, with the CSV export, is on the Chronicle tab.

Under Organization Information you can change the Organization Name and save it with Update Profile. The name is what members and invitees see when they switch organizations, so keep it recognisable.

The Organization tab with the Recently Archived table and the Organization Information form

Storage and package details

Storage use, seats and your package are on Subscription, not here.

# Folder settings

Video tutorial

Watch the tutorial Ordnervorlagen: so sparst du Zeit (opens new window) on YouTube.

A folder template is a folder structure you save once and reuse, so you do not rebuild the same layout by hand for every client, year or project.

The tab is split in two: My Folder Templates on the left, and the Folder Preview editor on the right. Select a template on the left to edit its structure.

# Create a template

New Template asks for a name and what to start from:

Start from	What you get
Blank	An empty template you build yourself
General business	A broad structure that suits most organizations
Trustee	A structure for fiduciary and accounting work
Law firm	A structure for legal practices
Small business	A leaner structure for small companies

A preset is copied into your template: pick one as a starting point and change it however you like afterwards. Preset folder names are available in German, English, French and Italian; you choose the language when you create the template.

The Folder Settings tab with My Folder Templates on the left and the Folder Preview editor on the right

# Edit the structure

In the editor you add folders and subfolders, rename them, drag them to reorder or nest them, and delete them. The editor shows how many folders the template holds against the maximum, and there is a keyboard shortcut for each action next to the tree.

If you already have the structure written down somewhere, use Paste folder list instead of typing it: paste JSON, or one folder name per line using indentation for subfolders, and the editor previews what it found before importing.

Edits are not saved as you make them. An Unsaved changes marker appears while a template differs from what is stored; Save Template keeps your edits and Discard reverts to the last saved version. Leaving the tab with unsaved changes asks you first.

The ⋮ menu on a template in the list offers Rename, Duplicate and Delete. Deleting a template does not touch folders that were already created from it in the archive, and it cannot be undone.

# Apply a template

Apply Template takes you to the Archive, because that is where you can see which level you are applying to. Applying merges with what is already there: folders whose names match are reused, and only the missing ones are created, so there are no duplicates and no numbered copies.

The dialog in the Archive previews what will be created, and the switch Create a containing folder named "template" decides whether the structure goes inside one folder named after the template or its top-level folders are created directly at the level you picked. See Archive.

# Deletion settings: four-eye principle

This is where you switch on the four-eye principle for deleting documents. With it enabled, no single person can permanently delete a document: every deletion has to be confirmed by two administrators.

Turn on Activate four-eye principle for file deletion, then fill both Approver slots with Choose approver and save with Update Settings. A counter tells you how many of the two you have picked; you cannot save an incomplete pair.

The Deletion Settings tab with the four-eye toggle on and two empty approver slots

Two prerequisites and two consequences:

Your organization needs at least two members who are allowed to approve deletions, which means the Creator and the Administrator role. If it does not, the tab says so, and you give another member the Administrator role in User Management first.
If an approver later loses that permission or leaves, the slot is marked No longer allowed and you have to replace that approver before you can save again.
Once enabled, deleting a document creates a deletion request instead of deleting it.
Turning the principle back off makes deletions take effect immediately and need one person only. Both approvers are removed.

Changing approvers voids open requests

Saving new approvers voids the deletion requests the new pair cannot decide, and those documents return to the recycle bin. Turning the principle off voids every open request the same way. The page tells you how many requests are affected before you confirm.

For what the approval process looks like day to day, see Recycle Bin.

Four-eye deletion is not an early exit

It applies after the retention period has ended. It does not allow anyone to delete a document early, and nothing else does either.

# Search attributes

Video tutorial

Watch the tutorial Die swiDOC Suche richtig nutzen (opens new window) on YouTube.

Search attributes are custom fields your organization defines centrally and then fills in per document. They let you categorize documents in a way that fits your business, and they are searched alongside file names.

Create one with New Attribute.
The table shows each attribute's Status, either active or inactive.
Deactivate takes an attribute out of circulation without deleting what is already recorded; Reactivate brings it back. A deactivated attribute stays on the documents that already carry it, and stays editable there. It is only no longer offered when you add an attribute to a document.
Active attributes appear as fields when uploading a document, and as criteria in advanced search.

The Search Attributes tab listing an active and an inactive attribute, with the Reactivate and Deactivate actions highlighted

Because Search looks at attributes as well as names, descriptions, folder paths and document content, well-chosen attributes are what keep a large archive workable.

Attributes or tags?

Attributes are structured fields your organization defines centrally, with a name and a value. Tags are free-form labels anyone can add to a document. Use attributes for information you want to record consistently, tags for quick, ad-hoc grouping.

# Tags

Tags are labels you attach to documents to group and find them. This tab is where you manage the organization's tag list, so it stays a deliberate vocabulary rather than growing uncontrolled as people add tags during upload.

Type a name and press Enter or click Add tag; new tags appear at the top of the list. The page tells you if a tag already exists or if the organization has reached the maximum number of tags. The bin icon on a row removes that tag.

The Tags tab with the add-tag field, the organization's tag list and the Delete All, Cancel and Save actions

Tags are searchable, and can be added or changed on a document at any time from its detail page or during upload.

Delete All cannot be undone

Delete All removes every tag from the organization in one step. The confirmation dialog is the only thing between you and an empty list.

# swiDOC API

The swiDOC API tab is the same page as Archive → Integrations → swiDOC API: one API key, reachable from either place.

Everything about it is documented once, on the integrations page: Integrations → swiDOC API for showing, copying and resetting the key, and api.docs.swidoc.ch (opens new window) for the endpoint reference.

# Chronicle

The Chronicle is the record of activity in your archive: who changed, viewed or archived what, and when. It is what makes archive access auditable.

It has three tables, and which of them you see depends on your role. Folder history and the two document tables are granted separately, so you may see one without the other.

# Folder history

Who renamed, moved, created or deleted a folder, and when.

From and To: the folder's path before and after. One side is empty when a folder was created or deleted. A private folder is marked Created privately.
Creator: who made the change.
Date and Time.
Type: an icon for the kind of change. Hover it to read what it was, for example Folder deleted.

The Folder History table with the Type icon hovered, showing the Folder deleted tooltip

# Access history

Who viewed, edited, downloaded or checked a document, and when.

Document Name: which file was accessed.
By: who performed the action.
Date and Time.
Type: an icon for the kind of access. Hover it to read what it was: Document Viewed/Downloaded, Document Uploaded, Document Updated, Document Renamed, Document Moved, Document Deleted, Data Integrity Checked or Archiving duration extended. An entry that an AI assistant caused is marked via LLM.
Details: opens that document's detail page. It is greyed out for a document that has since been deleted, because there is no longer a page to open.

The Access History table listing two documents with who accessed them and when

# Recently archived

The newest documents added to the archive.

Document Name
Creation Date and Time: when it was added.
Uploaded by
Archive Until: the end of its retention period.
Details: opens that document's detail page.

Download CSV exports the archived documents for a date range you choose. If there is nothing in that range, the dialog tells you.

The Recently Archived table with the Download CSV action highlighted in the top-right corner

Archive: uploading documents, and the retention periods this page's rules apply to
Recycle Bin: the approval flow four-eye deletion creates
Search: how attributes and tags are used to find documents
Integrations: the API key, and the integrations that use it
Access Management: folder permissions
User Management: members, roles and invitations
Subscription: package, storage use, invoices and payment method

← Integrations User Management →