411 lines
14 KiB
Markdown
411 lines
14 KiB
Markdown
# User Guide
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A comprehensive guide to using Readur's features for document management, OCR processing, and search.
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## Table of Contents
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- [Getting Started](#getting-started)
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- [Supported File Types](#supported-file-types)
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- [Using the Interface](#using-the-interface)
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- [Dashboard](#dashboard)
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- [Document Management](#document-management)
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- [Advanced Search](#advanced-search)
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- [Sources and Synchronization](#sources-and-synchronization)
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- [Document Upload](#document-upload)
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- [OCR Processing](#ocr-processing)
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- [Search Features](#search-features)
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- [Labels and Organization](#labels-and-organization)
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- [User Management](#user-management)
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- [User Settings](#user-settings)
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- [Tips for Best Results](#tips-for-best-results)
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## Getting Started
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1. **First Login**:
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- Navigate to `http://localhost:8000` (or your configured URL)
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- Use the default admin credentials (username: `admin`, password: `readur2024`)
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- **Important**: Change the default password immediately
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2. **Initial Setup**:
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- Configure your user preferences
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- Set OCR language if different from English
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- Adjust search and display settings
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3. **Quick Start**:
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- Upload your first document using drag-and-drop or the upload button
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- Wait for OCR processing to complete
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- Search for content within your documents
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## Supported File Types
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| Type | Extensions | OCR Support | Notes |
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|------|-----------|-------------|-------|
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| **PDF** | `.pdf` | ✅ | Text extraction + OCR for scanned pages |
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| **Images** | `.png`, `.jpg`, `.jpeg`, `.tiff`, `.bmp`, `.gif` | ✅ | Full OCR text extraction |
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| **Text** | `.txt`, `.rtf` | ❌ | Direct text indexing |
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| **Office** | `.doc`, `.docx` | ⚠️ | Limited support |
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## Using the Interface
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### Dashboard
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The dashboard provides an overview of your document system:
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- **Document Statistics**:
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- Total documents in the system
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- Storage usage breakdown
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- OCR processing status
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- Recent activity timeline
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- **Quick Actions**:
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- Upload new documents
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- Quick search bar
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- Access to recent documents
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- System notifications
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### Document Management
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#### List/Grid View
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- **List View**: Detailed document information in a table format
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- **Grid View**: Visual thumbnails for quick browsing
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- Toggle between views using the view selector in the top toolbar
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#### Sorting Options
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- Upload date (newest/oldest first)
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- File name (A-Z/Z-A)
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- File size (largest/smallest)
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- Document type
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- OCR status
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#### Filtering
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- By file type (PDF, images, text)
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- By OCR status (completed, pending, failed)
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- By date range
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- By tags
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- By source (uploaded, watched folder)
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#### Bulk Actions
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1. Select multiple documents using checkboxes
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2. Available bulk actions:
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- Delete selected documents
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- Add/remove tags
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- Export document list
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- Reprocess OCR
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### Advanced Search
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Readur offers powerful search capabilities:
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#### Full-Text Search
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- Search within document content
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- Automatic stemming and fuzzy matching
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- Phrase search with quotes: `"exact phrase"`
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- Exclude terms with minus: `-excluded`
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#### Search Filters
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- **Date Range**: Find documents from specific time periods
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- **File Type**: Limit search to specific formats
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- **File Size**: Filter by document size
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- **OCR Status**: Only search processed documents
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- **Tags**: Search within tagged documents
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#### Search Syntax
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```
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invoice 2024 # Find documents with both terms
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"quarterly report" # Exact phrase search
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invoice -draft # Exclude drafts
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tag:important invoice # Search within tagged documents
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type:pdf contract # Search only PDFs
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```
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### Sources and Synchronization
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Readur's Sources feature provides automated document ingestion from multiple external storage systems:
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1. **Multi-Protocol Support**: WebDAV, Local Folders, and S3-compatible storage
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2. **Non-destructive**: Source files remain untouched in their original locations
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3. **Automated Syncing**: Scheduled synchronization with configurable intervals
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4. **Health Monitoring**: Proactive monitoring and validation of source connections
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5. **Intelligent Processing**: Duplicate detection, incremental syncs, and OCR integration
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#### Supported Source Types
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- **WebDAV Sources**: Nextcloud, ownCloud, generic WebDAV servers
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- **Local Folder Sources**: Local filesystem directories and network mounts
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- **S3 Sources**: Amazon S3 and S3-compatible storage (MinIO, DigitalOcean Spaces)
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#### Setting Up Sources
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1. Navigate to Settings → Sources
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2. Click "Add Source" and select source type
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3. Configure connection details and credentials
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4. Test connection and configure sync settings
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5. Set up folders to monitor and sync schedule
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> 📖 **For comprehensive source configuration**, see the [Sources Guide](sources-guide.md)
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## Document Upload
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### Manual Upload
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1. Click the upload button or drag files to the upload area
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2. Select one or multiple files
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3. Add tags during upload (optional)
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4. Click "Upload" to start processing
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### Drag and Drop
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- Drag files directly from your file manager
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- Drop anywhere on the document list page
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- Multiple files can be dropped at once
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### Upload Limits
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- Maximum file size: Configurable (default 50MB)
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- Supported formats: See [Supported File Types](#supported-file-types)
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- Batch upload: Up to 100 files at once
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## OCR Processing
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### Automatic OCR
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- Starts automatically after upload
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- Processes documents in background
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- Priority queue for smaller files
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### OCR Settings
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- **Language**: Select from 100+ languages
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- **Preprocessing**: Enable image enhancement
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- **Auto-rotation**: Correct document orientation
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- **Quality**: Balance between speed and accuracy
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### OCR Status Indicators
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- 🟢 **Completed**: Full text extracted
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- 🟡 **Processing**: OCR in progress
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- 🔴 **Failed**: Error during processing
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- ⚪ **Pending**: Waiting in queue
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## Search Features
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Readur provides powerful search capabilities with multiple modes and advanced filtering options.
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### Search Modes
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- **Simple Search**: General purpose searching with automatic stemming and fuzzy matching
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- **Phrase Search**: Find exact phrases using quotes (e.g., `"quarterly report"`)
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- **Fuzzy Search**: Handle typos and OCR errors with approximate matching (e.g., `invoice~`)
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- **Boolean Search**: Complex queries with AND, OR, NOT operators
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### Search Interface
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#### Quick Search
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- Available in the header on all pages
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- Instant results as you type
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- Shows top 5 matches with snippets
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- Real-time suggestions
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#### Advanced Search Page
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- Full search interface with all filters
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- Multiple search modes selector
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- Comprehensive filtering options
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- Export search results
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- Save frequently used searches
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- Search history and analytics
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### Advanced Filtering
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- **File Types**: Filter by PDF, images, documents, etc.
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- **Date Ranges**: Search within specific time periods
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- **Labels**: Filter by document tags and categories
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- **Sources**: Search within specific sync sources
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- **File Size**: Filter by document size ranges
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- **OCR Status**: Filter by text extraction status
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### Search Tips
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1. Use quotes for exact phrases: `"project status"`
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2. Combine text search with filters for precision
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3. Use wildcards: `proj*` matches project, projects, projection
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4. Search specific fields: `filename:report`, `label:urgent`
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5. Use boolean logic: `(budget OR financial) AND 2024`
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> 🔍 **For detailed search techniques**, see the [Advanced Search Guide](advanced-search.md)
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## Labels and Organization
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Readur's labeling system provides comprehensive document organization and categorization capabilities.
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### Label Types
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- **User Labels**: Custom labels created and managed by users with full control
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- **System Labels**: Automatic labels generated by Readur (OCR status, file type, etc.)
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- **Color Coding**: Visual identification with customizable label colors
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- **Hierarchical Structure**: Organize labels in categories and subcategories
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### Creating and Managing Labels
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#### Creating Labels
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1. **Via Settings**: Go to Settings → Labels and click "Create Label"
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2. **During Upload**: Add labels while uploading documents
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3. **Document Details**: Add labels directly from document pages
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4. **Bulk Operations**: Create and assign labels to multiple documents
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#### Label Operations
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- **Rename**: Change label names (updates all documents)
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- **Merge**: Combine similar labels into one
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- **Color Management**: Customize label colors for visual organization
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- **Bulk Assignment**: Apply labels to multiple documents at once
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### Organization Strategies
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#### Category-Based Organization
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- **Projects**: "Project Alpha", "Q1 Budget", "Infrastructure"
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- **Departments**: "HR", "Finance", "Legal", "Marketing"
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- **Document Types**: "Invoices", "Contracts", "Reports", "Policies"
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- **Status**: "Draft", "Final", "Approved", "Archived"
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#### Time-Based Organization
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- **Fiscal Periods**: "Q1 2024", "FY2024", "Annual Review"
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- **Project Phases**: "Planning", "Implementation", "Review"
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- **Event-Based**: "Pre-Launch", "Launch", "Post-Launch"
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### Smart Collections
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Create saved searches that automatically include documents with specific labels:
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- **Active Projects**: Documents with current project labels
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- **Pending Review**: Documents labeled for review
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- **High Priority**: Documents with urgent or critical labels
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> 🏷️ **For comprehensive labeling strategies**, see the [Labels and Organization Guide](labels-and-organization.md)
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## User Management
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Readur provides comprehensive user management with support for both local authentication and enterprise SSO integration.
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### Authentication Methods
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#### Local Authentication
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- **Traditional Login**: Username and password authentication
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- **Secure Storage**: Passwords hashed with bcrypt for security
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- **Self Registration**: Users can create their own accounts (if enabled)
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#### OIDC/SSO Authentication
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- **Enterprise Integration**: Single Sign-On with corporate identity providers
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- **Supported Providers**: Microsoft Azure AD, Google Workspace, Okta, Auth0, Keycloak
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- **Automatic Provisioning**: User accounts created automatically on first login
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- **Seamless Experience**: Users authenticate with existing corporate credentials
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### User Roles and Permissions
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#### User Role
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Standard users with access to core document management functionality:
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- Upload and manage documents
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- Search and view documents
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- Configure personal settings
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- Create and manage labels
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- Set up personal sources
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#### Admin Role
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Administrators with full system access and user management capabilities:
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- **User Management**: Create, modify, and delete user accounts
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- **System Settings**: Configure global system parameters
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- **Role Management**: Assign and modify user roles
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- **System Monitoring**: View system health and performance metrics
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### Administrative Features
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Administrators can access user management via Settings → Users:
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- **Create Users**: Add new user accounts with role assignment
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- **Modify Users**: Update user information, roles, and passwords
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- **User Overview**: View all users with creation dates and roles
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- **Authentication Methods**: Manage both local and OIDC users
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- **Bulk Operations**: Perform operations on multiple users
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### Mixed Authentication Environments
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Readur supports both local and OIDC users in the same installation:
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- Local admin accounts for system management
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- OIDC user accounts for regular enterprise users
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- Flexible role assignment regardless of authentication method
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> 👥 **For detailed user administration**, see the [User Management Guide](user-management-guide.md)
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> 🔐 **For OIDC configuration**, see the [OIDC Setup Guide](oidc-setup.md)
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## User Settings
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### Personal Preferences
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- **Display**: List/grid default view
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- **Language**: Interface language
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- **Time Zone**: For accurate timestamps
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- **Notifications**: Email/in-app alerts
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### OCR Preferences
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- Default OCR language
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- Processing priority
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- Image preprocessing options
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- Batch size limits
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### Search Settings
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- Results per page
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- Default sort order
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- Snippet length
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- Fuzzy search threshold
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## Tips for Best Results
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### OCR Quality
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1. **Higher Resolution**: 300+ DPI produces better OCR results
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2. **Clean Scans**: Avoid skewed or dirty documents
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3. **Good Lighting**: For photo captures, ensure even lighting
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4. **Text Contrast**: Black text on white background works best
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### File Organization
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1. **Consistent Naming**: Use descriptive, consistent file names
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2. **Regular Uploads**: Don't let documents pile up
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3. **Use Tags**: Tag documents immediately after upload
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4. **Folder Structure**: Organize watch folders logically
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### Search Optimization
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1. **Use Filters**: Combine text search with filters
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2. **Save Searches**: Save frequently used search queries
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3. **Learn Syntax**: Master search operators for better results
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4. **Index Regularly**: Ensure all documents are processed
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### Performance Tips
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1. **Batch Processing**: Upload similar documents together
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2. **Off-Peak Hours**: Schedule large uploads during low-usage times
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3. **Monitor Queue**: Check OCR queue status regularly
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4. **Clean Up**: Remove outdated documents periodically
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## Troubleshooting
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### Common Issues
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**OCR Not Starting**
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- Check file size limits
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- Verify supported file format
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- Ensure OCR service is running
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**Search Not Finding Documents**
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- Confirm OCR completed successfully
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- Check search syntax
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- Try broader search terms
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**Slow Performance**
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- Review concurrent OCR job settings
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- Check system resources
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- Consider increasing memory limits
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## Next Steps
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### Explore Advanced Features
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- [🔗 Sources Guide](sources-guide.md) - Set up WebDAV, Local Folder, and S3 synchronization
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- [🔎 Advanced Search](advanced-search.md) - Master search modes, syntax, and optimization
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- [🏷️ Labels & Organization](labels-and-organization.md) - Implement effective document organization
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- [👥 User Management](user-management-guide.md) - Configure authentication and user administration
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- [🔐 OIDC Setup](oidc-setup.md) - Integrate with enterprise identity providers
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### System Administration
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- [📦 Installation Guide](installation.md) - Full installation and setup instructions
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- [🔧 Configuration](configuration.md) - Environment variables and advanced configuration
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- [🚀 Deployment Guide](deployment.md) - Production deployment with SSL and monitoring
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- [📁 Watch Folder Guide](WATCH_FOLDER.md) - Legacy folder watching setup
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### Development and Integration
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- [🔌 API Reference](api-reference.md) - REST API for automation and integration
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- [🏗️ Developer Documentation](dev/) - Architecture and development setup
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- [🔍 OCR Optimization](dev/OCR_OPTIMIZATION_GUIDE.md) - Improve OCR performance
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- [📊 Queue Architecture](dev/QUEUE_IMPROVEMENTS.md) - Background processing optimization |