About EBA Next

EBA Next is an advanced web-based platform for document management and business process automation. It is designed for organizations aiming to accelerate their digital transformation by offering a powerful, flexible, and user-friendly environment for handling content such as documents, records, images, business processes and workflows.

As the next generation of the EBA DMS system, EBA Next introduces significant enhancements in usability, performance, and connectivity. The platform is accessible directly via a web browser—no software installation required—enabling secure remote access and supporting modern hybrid work models.

For existing EBA DMS users, a dedicated migration tool ensures a smooth transition, with safe data transfer, zero downtime, and a secure test environment for validation before going live.

EBA Next empowers organizations to increase digital maturity, improve operational efficiency, and reduce costs, all while maintaining full control over their information and workflows.

Key Features of EBA Next

• Web-based access – No installation needed; accessible from anywhere.
• Business process automation – For documents, tasks, forms, records, and more.
• Continuity – Seamlessly switch between devices and continue work without data loss.
• Improved administration interface – Faster and easier system management.
• Share Portal – Involve third parties in processes (e-signatures, document exchange).
• Advanced search engine – Search by content, metadata, structured data, and more.
• Powerful process engine – Low-code design reduces programming needs and costs.
• Open architecture – Easily extend or customize with internal teams or partners.
• Enhanced OCR module – Automatic recognition of documents and data from scans.
• Office integration – Work with MS Office, LibreOffice; manage document templates.
• Connectivity – Simple integration with ERP, CRM, BI, and other business systems.

For more detailed information about the features of EBA Next, please visit: https://ebadms.com/features/

EBA Next is a modern business application designed for content and information management within organizations. It allows users to securely store, organize, search, and manage business-related content in one central location. The system is particularly suited for companies that handle large volumes of content, tasks, and information on a daily basis.

Most users rely on EBA Next to view, manage, and process various types of content such as invoices, contracts, reports, memos, and other internal or external files.

Additionally, EBA Next supports collaborative work, where multiple users can access the same content, with access and editing rights based on user roles and permissions.

Beyond storage and search, EBA Next also supports task and workflow management. Users can assign tasks, track content statuses (e.g., approved, in review, completed), and automate repetitive processes such as approval chains or archiving.

For all these reasons, EBA Next is a key tool for digitalizing business processes and improving efficiency in modern organizations.

Login to EBA Next

The EBA Next user interface is accessed via the web browser installed on your computer or mobile device.

To access EBA Next, you need a URL, which you can obtain from your system administrator or implementer. The address can be an IP number or a domain, e.g. http://10.10.10.2:8080 or https://ebanext.domain.com.

For easier and faster access to the system, you can install a shortcut to your favourite websites in your browser or add a shortcut to your desktop.

After entering the address in your browser or clicking on the shortcut, a login window will open:

Figure 1: EBA Next login window

In case of login problems - forgotten password, failed database connection, etc., please contact your EBA Next administrator.

Normally, you will need to set your own password when you log in for the first time. After entering the password that has been assigned to you, a new window will appear where you define your password:

Figure 2: Required password change on first login

If you have forgotten your password, it must be reset by an EBA Next system administrator in your company who has administrator rights.

After successful authentication, the EBA Next main window opens.

Archive

In EBA Next, content can also be stored in the archive.
Content is usually archived when its entire process is finished and completed.

How to Take Content from Archive

1. Right-click on the content in the archive.
2. In the dropdown menu, select “Take from archive”.
3. The content will be moved from the archive back to your office.

How to Send Content to Archive

1. Right-click on the content in your office.
2. Select “Send selected content to archive” from the dropdown menu.

This feature helps keep your office workspace clean and organized by storing completed items separately.

Must Know

• User should have authorization to archive a content or to take it from archive.
• Authorizations are set by EBA Administrator in EBA Admin module.
• If user has access to a “live” content, access is also granted when a content is archived.
• In some situations, access to certain content is revoked; in that case, the user cannot access the content.

1. Layout overview

EBA Next System has two types of view:

1. Main window - visible immediately after login into the system.
2. Content view - when a certain content is opened (eg. document)

2. Main Window

After successfully logging into EBA Next through your web browser, the Main Window is displayed. This interface is organized into several key areas designed for efficient navigation and content management. Below is an overview of the main layout components:

2.1 Menu Bar (Top Section)

The menu bar runs across the top of the screen and provides quick access to essential functions:

• Exposee:
  Click the EBA logo in the top-left corner to open the Exposee, which displays all currently opened content tabs.

• Quick Action Buttons:

  • Company Selector – If your system supports multiple companies, use this to switch between them. Otherwise, it displays the active company name.
  • Custom Actions – Quick access to predefined actions or shortcuts, configurable per deployment.

• Notifications:
  The envelope icon on the top-right opens the Notifications Panel, sliding in from the right. It shows system alerts, task updates, and other user-specific messages.

• User Menu (Far right corner):
  Click your username to access the following options:

  • Language Selector – Switch interface language.
  • Change Password – Allows users to update their login password.
  • Lock Program – Locks the session without logging out.
  • Register EBA Next Connector – Registers the desktop connector for additional features.
  • Replacing – Manage or view user replacements (e.g., when acting on behalf of another user).
  • Rule Trace – (Administrators only) Debugging tool for workflow rules.
  • Install EBA Screenshot Extension – Install a browser extension to view live previews (screenshots) of open content in the taskbar.
  • Log Out – Ends the session.
  • About – Shows the program version, application ID, and release notes.

2.2 Sidebar (Left Side)

The sidebar organizes access to content by category, such as:

• Favorites – Pin frequently used documents or folders here.
• Invoices, Letters, Records, Images, etc. – Content groups structured based on your system’s configuration.

Clicking an item in the sidebar opens its view in the Main Window.

2.3 Main Window (Center)

This is the core workspace where content is displayed and managed.

• Tabs – Users can set their own content views (e.g., “All Invoices”, “Posted Invoices”) in separate tabs.

• Action Buttons – Located above the content list, these allow users to add, edit, delete, or perform actions on selected entries.

• Exposee Preview – Each content tab opens within the exposee framework, visible via the EBA logo menu.

• List/Grid View Toggle – Located in the upper-right corner of the main window; switch between tabular (list) or visual (grid) view.

• Scope Selector – Found at the bottom of the main window. It filters content based on workflow status and content type such as:

  • Office - content in your office (created/imported by current user)
  • In Process (all content in workflow that current user has access to)
  • Archive (all archived content that current user has access to)
  • All (all content )
  • Supervision

  Scope can be set for each tab separately.

2.4 Taskbar (Bottom)

The taskbar shows all currently open content windows, including the Main Window.

• Hovering over a taskbar item shows a live preview of its content (if the EBA Screenshot Extension is installed).
• Clicking a taskbar item brings that content window into focus.

Tip: Refer to the annotated screenshot below to familiarize yourself with each interface component visually.

(Insert or reference the labeled screenshot in your documentation.)

3. Content view

When you double-click on content in main window the system opens it in new (separate) tab. This is a new tab in Next system, not new tab in a web browser.

To switch between tabs (opened contents) you can use exposee or click on tab in the taskbar.

3.1 Menu Bar (Top Section)

Interhits from main window but with some extra buttons:

• Quick Action Buttons:
  • Content:
    • Clone - clone current content
    • Set read only – set content read only (if user has permissions).
    • Remove read only – unset content read only (if user has permissions).
    • Custom Actions – Quick access to predefined actions or shortcuts, configurable per deployment - if defined.
  • Save - saves current content and/or edits.
  • Sign - signs current content. User must have permission to sign and qualified certificate assigned.
  • Initial - initials current content - user must have permission to initial.
  • Forward - manually forward content to user defined via user dialog.
  • Close - closes currently opened content.

NOTE: If button is greyed-out it means that current user does not have sufficient permissions to perform an action.

• Notifications:
  The envelope icon on the top-right opens the Notifications Panel, sliding in from the right. It shows system alerts, task updates, and other user-specific messages.

• User Menu (Far right corner):
  Click your username to access the following options:

  • Language Selector – Switch interface language.
  • Change Password – Allows users to update their login password.
  • Lock Program – Locks the session without logging out.
  • Register EBA Next Connector – Registers the desktop connector for additional features.
  • Replacing – Manage or view user replacements (e.g., when acting on behalf of another user).
  • Rule Trace – (Administrators only) Debugging tool for workflow rules.
  • Install EBA Screenshot Extension – Install a browser extension to view live previews (screenshots) of open content in the taskbar.
  • Log Out – Ends the session.
  • About – Shows the program version, application ID, and release notes.

3.2 Content Viewer (Left Section)

Content Viewer is shown only where content type is a document or an image. It contains two sections:

1. Content view - shows document/image
2. Thumbnails - shows pages of a document/content

This section explains what each part of the TABS panel displays.
To learn how to perform specific actions, please refer to the “Actions on Content” section.

Signatures

In this section under the TABS panel, all signatures and initials related to the content are displayed.
You can also view the following details:

• Validity status of the signature
• Certificate issuer
• Certificate expiration date
• Date and time when the content was signed or initialed

Audit Log

The Audit Log in EBA Next provides a detailed, tamper-proof history of all key actions performed on content within the system.
It helps organizations ensure:

• Traceability of all content interactions
• Transparency in user activity
• Accountability for modifications or access

This feature is especially important for legal compliance, security monitoring, and internal audits.

The Audit Log section provides filtering capabilities, allowing users to narrow down log entries by parameters such as user, timestamp, action type, and outcome.

Connections

In this section, you can view all connections that have been established for a given content item.
A connection represents a relationship between two different types of content, for example, an invoice and a delivery note.
When you open a specific content item, all related connected contents are displayed, allowing for easy navigation and tracking between linked documents.

Attachments

In this section, you can view all attachments associated with the content.
Attachments may be in various formats, such as PDF for documents, PNG or JPEG for images, and others.

Access

In this section, you can see:

• Who has previously opened the content
• Who currently holds the content
• Which workgroups have access to the content

Comments

In this section, users can see all comments made on the specific content.
It displays who made each comment, when it was made, and the content of the comment.

Versions

In this section, you can see a list of all versions created for the content.

Issues

Issues in EBA Next are used to report problems, warnings, or tasks related to specific content, such as documents, images, or other files.

Bar Codes

EBA Next includes functionality for detecting and reading barcodes or QR codes embedded within content, such as scanned documents, PDF files, or images.

Set Your Own View in EBA Next

In EBA Next, each user can customize which data they want to see for specific content.

In the example below, the user has configured their view to display:

• Content ID
• Date Created
• Status Date
• User
• Date in Office
• Date Last Changed

However, if a user wants to display different information—for example, whether a content has an attachment—the process is as follows:

How to Customize Visible Fields

1. Click the circled icon in the top-left corner under Contents.

2. Select Toggle Columns from the dropdown menu.

You will then see a window with two sections:

• Fields already visible for the selected content
• Available fields you can add to your view

In this window, you can check any fields you’re interested in.

Example:
To display whether the content has an attachment, check the box next to Attachment.
Once your selection is complete, click OK.

A new field with a paperclip icon will be added to your view. If a content item includes an attachment, the icon will appear in the respective row.

How to Remove Fields

If you want to remove a data column you don’t need:

• Right-click the column header you wish to hide.
• Select Close. The column will be removed from your view.

For example, if you right-click the User column and choose Close, it will disappear from the current layout.

Important:
These changes do not delete or alter any data.
You are simply choosing which fields are visible in your personal view of the content.

Viewing Multiple Data Fields Under a Single Column (Audit Log and Cost) in EBA Next

In EBA Next, certain sections such as Audit Log and Cost allow users to display multiple related data fields grouped under a single column. This helps keep the interface organized while still providing detailed and structured information.

How It Works

In sections like Audit Log and Cost, a main column can include several sub-columns that can be revealed or expanded — typically by clicking an arrow or expand icon next to the entry.

Example: Audit Log

The Audit Log column may include the following sub-fields:

• Username – The user who performed the action
• Type – The type of action performed (e.g., Create, Update, Delete)
• Action Time – The exact date and time the action occurred

This grouped view allows users to quickly see key activity data without needing multiple separate columns.

You can manage which grouped or individual columns are visible using the Toggle Columns feature. This is especially useful when working with complex content that includes detailed history or cost tracking.

Marking Columns

You can also mark important columns to make them stand out.

• Right-click the header of the column you want to mark.
• Select Mark from the context menu.

The column will be marked in light blue, making it easier to focus on key data.

CONTENT LIST SETUP

When you open the Main Window in EBA Next, a small icon appears at the top of the content list. This icon gives you access to various view customization options, allowing you to define which data is displayed and how it is presented.

This guide provides a detailed overview of all the features available through this icon.

When you click the icon, the following window will appear. Below is an explanation of each available feature:

Toggle Columns

This feature allows you to add or remove data columns from your view. You can customize which fields are visible based on your preferences or workflow needs.

For step-by-step instructions, refer to the section “Set Up Your Own View.”

Copy to Clipboard

This option enables you to copy content directly from EBA Next and paste it into other programs, such as Excel, LibreOffice, or any other software that supports pasted data.

Grouping

This feature allows you to organize content into groups based on selected criteria.
For example, to group content by the month it was created:

1. Select the “Date Created” column.
2. Choose the desired sorting order (e.g., from oldest to newest or vice versa).

You can group data by any available column.
To remove a grouping:

• Go to the Grouping section.
• Click the X icon next to the group you want to remove.
• Press OK.

Sorting Content in EBA Next

You can sort content based on any column:

• Click the header of the column you want to sort by.
  • First click = ascending order (e.g., oldest to newest).
  • Second click = descending order (e.g., newest to oldest).

Alternatively, you can:

1. Select the Sorting option.
2. Choose the column you want to sort by.

To indicate which column the content is currently sorted by, the selected column header will be highlighted in light purple.

Numbered Rows

When enabled, this option displays row numbers alongside each item in the content list. This helps you easily reference and identify individual rows.

Highlighting

Highlighting allows you to visually emphasize specific data or entire rows based on conditions you set.

To add a highlight:

1. Go to the Highlighting section.
2. Select the column containing the data.
3. Define the condition (e.g., text begins with or contains a specific word).
   • Example: To highlight users whose names contain “Testu”, enter Testu as the condition and click OK.

You can add multiple highlights by clicking the + icon and setting additional conditions.

To remove a highlight, click the X icon next to it.

Note: If you want the entire row to be highlighted, check the “Color whole row” option.

LIST VIEW & GRID VIEW

In EBA Next, you can switch between List View and Grid View depending on how you prefer to display and interact with content.

To switch between views, use the view toggle icon located in the top-right corner of the content area.

List View

• Displays data in a vertical, row-by-row format.
• Ideal for viewing detailed information across multiple columns.
• Best suited for working with large datasets or when you need to quickly scan specific fields.
• Supports column-based filtering, sorting, and highlighting.

Grid View

• Displays content in a visual, tile-based layout.
• Useful when content includes images, icons, or other visual elements.
• Suitable for scenarios where quick visual identification is more important than detailed data review.
• To sort, group, or display content in Grid View, click on the service wheel icon (settings icon) and select the desired feature. From there, choose how you want your content to be displayed, sorted, or grouped, based on the column or data field of your choice.

MULTIPLE TABS

In EBA Next, you can work with multiple tabs to manage your content more efficiently. This feature allows you to organize and separate different types of content into individual tabs. Switching between tabs enables quick access to various datasets, which is especially helpful when dealing with large volumes of content.

For example, the image below shows a user with three tabs:

• All Invoices
• Paid Invoices
• Due Invoices

Each tab contains different filtered content, making navigation and content management faster and more organized.

Tab Management

• Add a New Tab:
  Click the + icon to create a new tab. You can then define which content and data should be displayed in that tab.

• Rename a Tab:
  Right-click on the tab you want to rename, type the new name, and confirm.

• Duplicate a Tab:
  You can duplicate existing tabs, which is useful if you want to display the same content but sorted or filtered in a different way.

Note: If you delete a tab, there is no undo option. Once deleted, the tab and its configuration are permanently lost.

SEARCHING AND FILTERING

EBA Next provides powerful search and filtering capabilities to help users efficiently locate the content they need.

Column-Based Filtering

Users can filter content by specific columns. Each column header includes a filter option where you can define criteria based on the column’s data. This allows for precise and targeted filtering.

For example, if you want to view all content that includes attachments, navigate to the Attachments column (indicated by the paperclip icon).
Click the filter option under that column and select the paperclip icon in the filter menu. This will display only the content that has attachments associated with it.

Full-Content Search

In addition to column-based filtering, EBA Next also supports full-content search. This means the system will search through all data—including within documents or file contents—for the specified keyword.

For example, if you enter the name John in the search bar, the system will scan all records and even the contents of attached files (such as PDFs). Any document or entry containing the word John will be displayed in the results.

Removing Filters

You can remove filters individually by clearing each one manually.
Alternatively, to remove all active filters at once, click the X icon located in the top-left corner of the content list. This will reset the view and display all unfiltered content.

Tips

To select a range using “from” and “to”, use the colon (:) symbol.

To search by day, you can use: t for today t-1 for yesterday t-30 for 30 days ago You can adjust the number to go back as many days as needed.

If you want to search for more than one value, separate them using a comma (,)

Scope of Search and Filtering

Please note that search and filtering functions apply only to the content within the currently selected group or tab.
If you need to perform a search across all groups, content, records, etc., this functionality must be configured by your system administrator.

AGGREGATIONS

What are Aggregations?

Aggregations are ways to combine many pieces of data into one simple result.
For example, adding up numbers to find a total, counting how many items there are, or finding the average value.

This helps us understand large amounts of information more easily by summarizing it.

How to Use Aggregations in EBA Next?

1. In the main window, select the column you want to analyze.
2. Right-click on the column header (where the column name or filter is located).
3. Choose “Aggregations” from the context menu.

4. A dropdown menu will appear. Select the aggregation type you’d like to apply:
   • For example, to see the average amount of all invoices, select avg and press Confirm.
5. A light blue box will appear at the bottom of the page showing the calculated value (e.g., average net amount of all receipts).

Must Know

• You can apply multiple aggregations on one or more columns at the same time.
• To remove an aggregation, uncheck the previously selected aggregation option.
• The Reset button only resets the currently displayed values — it does not clear the aggregation itself.

What Are Actions in EBA Next?

Actions in EBA Next are predefined operations that users can perform on content—such as documents, forms, or tasks—within the system. These actions help manage how content moves, changes, or is processed through different users and workflows.

Each action represents a specific step in the content lifecycle and may be restricted by user role or permission settings.

Actions are key to ensuring that content flows in a structured, traceable, and secure way throughout the EBA Next system.

Details about each action, how it works, and what it does can be found in the individual action-specific Markdown guides listed below.

Accepting Content in EBA Next

In EBA Next, content can be sent to a user or a workplace, depending on how the rule was configured by your EBA administrator. Additionally, a user can forward content directly to a workplace if they have the appropriate permissions.

To accept new content from your workplace into your office, follow these steps:

1. In the main window, ensure that you’ve selected All content. In our example, the content has the ID: 5fcc6fa7f1f8029e2029554e746b91b7.

2. Open the selected content and click the Accept button in the menu bar at the top of the page.

3. The content should now appear in your Office. As shown in the example, the content with ID 5fcc6fa7f1f8029e2029554e746b91b7 has been moved from All to Office for the current user

Why is this useful?

When multiple users belong to the same workplace, it is useful to move content to your office so others know it’s already being processed. This avoids duplicated work.
Other users in the workplace still retain the same access rights to the content, even after it’s accepted into your office.

USER GUIDE: ATTACHMENTS in EBA Next

What is an Attachment?

An attachment refers to a file or document that is added to or uploaded within a digital system.

How to Add Attachments in EBA Next?

1. Open the content
2. Navigate to the Attachments tab
3. Click the “+” icon at the top right corner
4. Select the source from which you want to import attachments

Attachment Sources:

5. Importing from “File”:

• A pop-up window appears

• You can either:

  • Drag and drop the selected files
  • Or click the cloud icon to browse and select files

• These files will then be attached to the content

6. Importing via Printer:

• Navigate to the selected file
• Choose “Print”
• Select “EBA Printer” as the printer

The EBA Connection must be set up for this feature to work properly

7. After Import:

• All attachments are now visible under the Attachments section

MUST KNOW

• In EBA Next, files of any type or size can be attached
  Keep in mind: attachments are stored in the EBA Next database, so large files consume more storage

• EBA Next does not check the contents or structure of attachments
  Always review the file before and after attaching

• Files should be scanned for viruses or harmful software before uploading

• Common file types such as: PDF, TXT, HTML, JPEG, etc. can be previewed directly within EBA Next

• If content has an attachment, you can toggle the view in the main window to see all content that contains attachments.

Content CLONE in EBA Next

What is Content CLONE in EBA Next?

Content Clone in EBA Next is a feature that allows users to create an exact copy of existing content.

Cloning means duplicating the original content with the same:

• Meta-data
• Signs / Initials
• Access rights
• Attachments (if present)

The cloned content appears as a new, editable version with a new ID, while the original remains unchanged with its original ID.

How to Clone?

To clone documents in EBA Next:

1. Open the content.
2. In the top-left corner, go to:
   CONTENT → CLONE
3. A new “cloned” content is created with its own new ID.
4. Don’t forget to SAVE when done.

This is just an example of cloning documents.

MUST KNOW

• Cloned content inherits the same permissions and restrictions as the original by default. These can be changed if needed by the process.

• All users can clone content unless restricted by role-based permissions.

• Signed cloned documents cannot be deleted.
  Once signed, a clone becomes a permanent record in the system.

For instructions on how to delete content, refer to the “Content Delete” guide.

Example of Cloned Document

When a document is cloned in EBA Next, the system creates a new copy instantly.

You can recognize a newly cloned document by checking:

• Creation Date:
  A cloned document has a new creation date—the moment you press Clone and Save.

• Document ID:
  While the content, structure, and metadata are identical to the original, the ID is different.
  This unique ID helps distinguish the clone from the source.

USER GUIDE: COMMENT in EBA Next

Users can add comments to content in the EBA Next system.
This is a practical way to:

• Share notes with other users
• Explain why certain content (e.g., a document) was deleted or handled in a specific way

HOW TO ADD COMMENT?

1. Open the content
2. In the TABS section, go to Comments
3. Select “+” and then click Add Comment
4. A “+” sign will appear, allowing you to:
   • Place the comment box where you want
   • Resize it as needed

The top of the box shows the username
The bottom shows a timestamp (when the comment was created)

5. All comments are visible in the Comments section

MUST KNOW

• By default, any user can delete comments
• If the Lock setting is enabled (checkbox for locking the comment), only authorized users can remove it
• To delete a comment:
  • Click the trash bin icon at the top of the comment box
• To resize a comment:
  • Drag the bottom-right corner of the comment box
• If a content item includes a comment, you can use the toggle view in the main window to see all content with comments

Connection

You can connect contents with each other or insert them into other contents. Connecting and inserting contents can be done in several ways, and the action is allowed only for contents that have the same owner. Contents owned by different companies cannot be connected or embedded.

In this article, we will take a closer look at the difference between connecting, embedding, and attaching contents.

Connected contents are standalone contents that refer only to each other. When a content is connected, it remains in the office. When you send a content, the connected contents are NOT sent with it.

Connecting contents makes it easier to find related items. For example, you don’t have to search separately for an invoice and a delivery note—you just find the invoice and open the delivery note directly from the invoice. There’s no need to search for each item individually.

How to Connect Contents

The easiest way to connect two contents is by pressing Ctrl+C on the content you want to connect and Ctrl+V on the content to which you want to connect it, within the content list (in the office or monitoring).

Other methods for connecting or archiving contents include:

• Right-click the content in the content viewer to display the context menu
• Go to the Connections tab and right-click to open the context menu
• Drag and drop the content into the EBA Next content viewer

Connecting Contents

• Connect contents from clipboard
  Connects the content(s) from the clipboard to the currently open content.

• Connect new content from EBA printer
  Connects a new content from the EBA printer to the currently open content.

• Connect new content from scanner
  Connects a new content from a scanner to the currently open content.

• Connect new content from file
  Connects a new content selected from the file system to the currently open content.

• Connect new content from template
  Connects a new content from a template to the currently open content.

Open the Connections tab to view connected contents.

CUSTOM ACTIONS ON CONTENT

Each content can have its own custom actions based on rules defined by the EBA Next Administrator in ADMIN program.

How to know which custom actions are available?

There are two ways to check which custom actions you can perform on a specific content:

1. From the Content View

• Open the content.
• On the top menu bar, click the “Custom Actions” button.
• A dropdown will appear, showing the actions you can perform on this content.

2. From the Content List (Before Opening)

• In the list of content, right-click on the item.
• Select Permissions.
• A window will display the actions you are allowed to perform on that content.

Example

For example, an action called REJECT may be available.
When selected, it changes the workflow status of the content from Received to Rejected.

🗑️ Content Deletion in EBA Next

Who Can Delete Content?

Content can be deleted under the following conditions:

If the content is not initialed or signed:

• The author of the content
• A user with Supervision authorization
• An EBA administrator

If the content has been initialed or signed:

• Only the author can delete it
• All initials/signatures must be removed in reverse order
  • The last user who signed/initialed must remove theirs first

How to Delete Content

1. Go to the main list view
2. Select one or more contents
3. Right-click and choose Delete
4. A confirmation dialog appears:

Deletion can be confirmed or cancelled.

• Click Yes to confirm
• Click No to cancel

Note: Deletion cannot be undone

MUST KNOW

• If the content has been initialed or signed, and initials/signatures are not removed

• If the user lacks proper permissions (deletion may be disabled by permissions)

• Content deletion is only available in the main window on the list of contents

• Deleted content is permanently removed

Editing Access in EBA Next

In EBA Next, if you have the correct permissions set by your EBA Next Admin, you can edit access to specific content by workplace or users.

This is useful if certain workplaces or users need access to only specific content, rather than all content of that content type.

You can edit access in two ways:

1. Right-Click Method

Right-click the selected content and choose “Edit access”.

2. Access via Tabs Menu

Open the content, go to the TABS menu, select the Access tab (key icon), click the settings wheel icon, and then choose “Edit access”.

Whichever method you choose, a new window with the organisation scheme will open, allowing you to check who has access to this specific content.

Important:
If you changed permissions for a certain user or workplace to allow editing access to content, this method must be followed before the change takes effect.

USER GUIDE: ACTION FORWARD in EBA Next

What Does Action Forward Do in EBA Next?

Action Forward allows a user to forward content to:

• Another user or multiple users
• A workplace or multiple workplaces

Forwarding moves the content from your office to another recipient’s office.

How to Use Action Forward?

You can use Action Forward in two places:

• On an open content
• In the main window (content list)

Forward on an Open Content

1. Open the content
2. Select Forward
3. A window named Organization opens
4. Select one or more receivers (only users who are allowed to receive this type of content will be listed)

After forwarding, the content leaves your office
If you’re a supervisor, the content may be found in Supervision
Otherwise, it’s under In Process

Action Return

• Return is a quick way to forward content back to the user who originally forwarded it to you

Forward in the Main Window

1. Select one or more contents in the content list
2. Right-click and select Forward
3. The Organization window opens
4. Choose valid recipients (must be allowed to receive that type of content)

MUST KNOW

Forwarding Rules by User Role:

• A common user can forward content to:

  • An EBA administrator
  • A supervisor
  • Another common user who:
    • Had the content in their office before, or
    • Was granted access to the content

• Supervisors and administrators have no restrictions on forwarding content

Permissions & Restrictions:

• Forwarding ability is controlled by permission rules
• If forwarding is disabled for a user:
  • The Forward button will be disabled on open content
  • In the main window, forwarding appears to execute but:
    • Nothing happens
    • A notification informs the user that the action was blocked by a permission rule

Importing/ creating new content

A content can be imported/ created in several ways. To import/ create a new content user must have appropriate permissions, which are set in Next Admin by a user who has administrator’s authorizations.

Permissions for user to import/ create are in EBA Next shown as presented in the below picture.

When import/ create is executed, a new window is opened. After saving an imported/ created content is in office of an user who has imported/ created it.

A content can be deleted before it’s saved.

Changing content type

When content is imported from file, imported with drag&drop, created from report… changing content type is disabled.

Content type can only be changed when content is scanned or imported via EBA NEXT printer before content is saved.

Drag&drop

A content can be imported with Drag&drop. To import content, you should first mark a content type in sidebar. Content can be imported from a desktop, a file explorer or from a mail. Just drag a content with a mouse and drop it into a main window. This can be done in any view of the scope selector.

After “dropping” a file a new content window is opened.

Import

Import starts by clicking on +.

Selecting Import from disk opens a below dialogue (Import from disk). Clicking in frame, select a file you want to import in file explorer or drag&drop a file.

After choosing a file a new content window is opened.

Selecting New content opens a below dialogue to upload a content. File explorer is used to find a content. Drag&drop is not available.

Create a content from a report

Some contents are based on a report. Report is actually a form used in companies such as e.g. Internal order.
Reports are created in EBA Next developer tool and they are set as template for a content type in EBA Next admin.

Prerequisites to create a content based on report are:

• user needs to have permission (on a workplace) to create a content from report template
• report template must be set in Next Admin for content type (Content settings > Content models > Class type settings)

When clicking on + select report template (in our case template Outgoing letter - report).
There can be several report templates and in that case all are shown of course according to a user’s permissions.

A new window opens with a message that a content will be refreshed after first saving.

After saving, report is created, with fulfilled data if they have been entered in meta-data. Meta-data can be entered/ updated at any time and after Save a content is refreshed.

Create a content from MS Office Word, Excel, PowerPoint and Libre Office Writer, Number, Impress

Note: A procedure is shown with a Word example. The procedure is the same for other MS Office or Libre Office programs listed above.

Prerequisites to create a content based on Word are:

• imported MS Office plugin/ LibreOffice plugin in Next Admin (Scripts > Plugins, for each company separately)
• installed Word on user’s computer (servers usually don’t have MS Office or LibreOffice installed, so testing this functionality is not possible — it must be performed locally)
• user needs to have permission to create a content from Word template
• a Word template must be set in Next Admin for a content type (Content settings > Content models > Class type settings)
• locally installed EBA Next connector which must be connected to EBA Next

To create a content based on a Word template select a template (in our case template Word template).
There can be several Word templates and in that case all are shown of course according to a user’s permissions.

After selecting a template, Word opens.
Process Word document, save it, and a document is created in EBA Next.

In EBA Next, a new content is created.

If you want to change a document content, select Original document > Open. Word document opens. After updating in Word, save it, and changes will be applied in EBA Next.

Import via EBA Next printer

A content can be imported via EBA Next printer.

Prerequisites to import a content via EBA Next printer:

• locally installed EBA Next Printer
• locally installed EBA Next connector which must be connected to EBA Next
• user must be logged in EBA Next. If not, a message appears to log in.

Open a document, select Print, and choose EBA Next printer.

Below is an example for a Word document.

A document opens and content is now created in EBA Next.
At this point, a content type should be entered.

Import from scanner

Note: To import content directly from a scanner into EBA Next, ensure the EBA Next Connector is installed and actively running on your local machine.

Recommended Setup

For the best scan quality and performance, we recommend using dedicated document scanners (e.g., sheet-fed or duplex models) instead of all-in-one printers.

How to Import from Scanner

1. In EBA Next, choose the content type you want to import.
2. Click the ➕ (plus icon) for that content type.
3. From the menu, select “Import from Scanner.”
4. Choose the scanner from the list of available devices.

The scanner will begin capturing the document and import it directly into EBA Next.
It should automatically open new scanned content in EBA Next.

Initialing

Initialing allows the user to confirm a content. To perform this action, the user must have the appropriate permission assigned to their workplace role.
By initialing, you confirm the accuracy of the ’s data and acknowledge that you have reviewed its contents.

How to Initial Content

You can initial a content in two ways:

• By clicking the “Initial” button in the menu bar when the content is open.
  (Recommended – you should review the metadata before confirming.)

• By right-clicking on the content in the main window and selecting “Initial” from the context menu.

In either case, a new window will appear, allowing you to choose how you want to initial the content.
This window appears only when the user first initialing a content. By selecting an inital presentation, this choice becomes default initial presentation.

To select an initial presentation click on the upper right square.

Initial Options

Once the initialing window opens, you can choose from the following methods:

• Without Image
  The content is digitally initialed using your certificate, but no visible mark appears on the content.

• Handwritten
  You can draw your initials using a mouse or stylus and place them anywhere on the content.

• Signature one
  This initial presentation uses user’s predefined facsimile. Facsimile is set by EBA administator.

Note:
You must select the desired initialing presentation before pressing the “Initial” button.
Simply clicking the button is not enough.
If you press Initial without selecting a method, the system will automatically use the last selected option and place it in the last used position.

Default initial presentation can not be set generally. It should be dobe by a user itself.

How to Check the Initials

Go to the “Signature” tab in the content view.
There, you will see:

• The initials of all signers
• Their timestamps
• Who initialed the content
• Certification validation details

Removing Initials

Initial can be removed only by the user who initialed a content.
Go to the “Signature” tab and click on a “Bin”.
Initial is removed and recorded in “Audit log” tag.

Initialing with Facsimile

If a user has initialing presentation with facsimile, then after the action Initial user’s facsimile appers.

With a mouse drag a facsimile on a place where a facsimile wil be placed.

More options for positioning a facsimile. Choose one of them.
Signature clause is not used for initialing.

Confirm with OK. A content now contains a facsimile.

Note:
his above described procedure is needed only for the first time.
In the following cases use Initial and the system will automatically use the last selected option and place it in the last used position.

If you want to change the facsimile presentation choose User initial to set a new default.

SENDING MESSAGE ABOUT CONTENT IN EBA NEXT

In EBA Next, users are able to send messages regarding content to other users. This functionality is not restricted by workplace permissions, allowing anyone to initiate communication. Recipients will receive the message via email.

HOW TO SEND MESSAGE ABOUT CONTENT

1. Open EBA Next and, in the main window, navigate to the content list. Right-click on the content item you wish to send a message about and press “Send message about content.”

2. A new window will appear, allowing you to select the recipients of the message. You can also choose the account from which the email will be sent. The subject field is automatically populated with the content type and its ID. Enter your message in the body section. When finished, click OK.

3. If the user you are trying to send a message to does not have access to the content, a warning message will appear. If you press “ADD ACCESS,” you grant access to this content to the recipient.

4. The user will receive an email containing the message you entered, along with a URL link to the content.

NOTE

You can select multiple contents and send them at the same time.

USER GUIDE: CONTENT “READ ONLY” in EBA Next

What is “Read Only” in EBA Next?

The “Read Only” feature in EBA Next allows users to make content viewable only, meaning it can be opened and read, but not edited or modified.

This is especially useful for:

• Finalized documents
• Sensitive or official content
• Preventing accidental changes

How to Set Content to “Read Only”

To make a document Read Only in EBA Next:

1. Open the document
2. In the top-left corner, click:
   CONTENT → Set Read Only
3. The document is now locked for editing and can only be viewed

To remove Read Only status, go to: CONTENT → Remove Read Only

MUST KNOW

• Only authorized users or designated workgroups can enable or disable the “Read Only” status.
• Regular users cannot remove Read Only protection unless permission is granted.
• “Read Only” status helps protect critical documents from accidental edits or unauthorized changes.

Setting Up a Replacement

Users can set a replacement during their absence. This means the selected replacement user will have full access to all content and permissions of the current user. A replacement can also be scheduled in advance.

How to Set Up a Replacement

1. Open the Replacement Menu

Go to the top-right corner of the screen, click on your user icon, and select “Replacing” from the dropdown menu.

2. Add a New Replacement

In the replacement window, click “Add Replacement”.

3. Fill in the Replacement Details

• Start Date

  • The date when the replacement should begin.
  • Required field. Cannot be earlier than the current date.

• End Date

  • The date when the replacement should end.
  • Optional field. If left blank, the replacement will remain active until manually ended.
  • Cannot be earlier than the start date.

• User

  • Select the user who will replace you.
  • Required field.
  • The selected user will receive all the permissions of the original user during the replacement period.

• Description

  • (Optional) You may add a note or reason for your absence.

• Messages / Notifications

  • Choose how notifications will be handled during the replacement period:
    • Don’t Notify – No notifications are sent.
    • Notify All – Both the replacer and the replacee are notified according to notification rules.
    • Notify Replacer – Only the replacer is notified.
    • Notify Replacee – Only the replacee is notified.

Note: The option “Notify Replacer” was listed twice with different meanings in the original text. The above version assumes the second one was meant to say “Notify Replacee”.

4. Confirmation

When you click OK, a pop-up will confirm that the replacement has been successfully added.

What Happens Next?

When the selected replacement user logs into EBA Next, the system will show a message like:
“Replacing [Your Name]”
Example: If User Test is replacing Admin, they will see:
“Replacing Admin”.

Removing a Replacement

You can end a replacement before the end date by doing the following:

1. Go to the Replacing menu.
2. Instead of choosing Add Replacement, select End Replacement.
3. The current replacement will end immediately.

User Substitution Rules

1. One Substitution at a Time

Each user can only be substituted by one person at a time.
Example:
If substitution is set to end on June 15, 2025, the next substitution can only start on June 16, 2025.

2. Open-Ended Substitution

If no end date is set for the substitution, it will remain in effect:

• until manually terminated by the user or administrator,
• or indefinitely (considered as a permanent substitution).

3. No Cyclical Substitution Allowed

Cyclical substitution is not permitted:

• If User A substitutes User B, then User B cannot substitute User A.
• Indirect cycles are also forbidden (e.g., A → B → C → A).

4. Access to Documents

A substitute can see the documents of the substituted user within their own workspace (office view).

5. Audit Trail

All document access by a substitute is recorded in the audit log, including:

• who accessed the documents,
• when the access occurred,
• and which documents were viewed.