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System-Wide Configuration

"System-wide configuration" refers to the organisation-level controls that change how DocLock behaves for everyone, not just one user or workspace. In DocLock these controls all live on the same General Settings screen — there is no separate configuration screen. This page focuses on the configuration-oriented settings that have the broadest reach: security policy, document governance, notification routing and regional defaults. For a tour of every tab and field, see General Settings.

System-wide configuration on the General Settings screen

How to open this screen​

  • Route: settings/general
  • Access required: the Manage System Settings permission (SYSTEM.MANAGE_SETTINGS).

Because these settings affect every user, only administrators with SYSTEM.MANAGE_SETTINGS can open the screen. Treat the values here as policy, not personal preference.

Which settings are organisation-wide?​

Everything on the General Settings screen is applied at the organisation level. The settings below have the widest impact and are the ones most worth reviewing as a configuration baseline.

1. Security policy (Security tab)​

These rules apply to every account that signs in:

  • Password Policy — minimum length, expiry interval, lockout threshold and lockout duration, plus complexity requirements (uppercase, numbers, special characters).
  • Session & MFA — session timeout, maximum concurrent sessions per user, and whether multi-factor authentication is enforced for all users or admins only.
  • IP Access Restrictions — an optional allowlist of CIDR ranges; when enabled, only those networks can sign in.

2. Document governance (Documents tab)​

These define how files are stored, versioned and retired across all workspaces:

  • Upload & Storage Limits — maximum file size per upload, per-workspace storage quota, and the list of allowed file extensions.
  • Versioning — how many versions to keep, when to purge old ones, and whether a new version is created on every save.
  • Retention & Archiving — default retention period, how long the trash is kept before auto-emptying, automatic archiving, and whether a reason is required for permanent deletion.

3. Notification routing (Notifications tab)​

These determine how the platform communicates with users:

  • Email / SMTP delivery — the From identity and the SMTP server used for all outbound mail.
  • System Event Notifications — for each event type, whether it goes out by Email, In-App, both, or neither.
  • Digest — whether users get a single daily digest instead of individual emails, and at what time.

4. Regional & branding defaults (Organisation tab)​

These set the organisation's identity and locale defaults:

  • Company Identity and Logo & Branding.
  • Regional Settings — default language, timezone, date format and currency that new users inherit.

Reviewing your configuration baseline​

  1. Open General Settings (settings/general).
  2. Work through the Security, Documents, Notifications and Organisation tabs in turn, confirming each value matches your organisation's policy.
  3. Pay special attention to anything that relaxes protection — for example a high lockout threshold, MFA left off, or "Require reason when permanently deleting" turned off.
  4. Click Save Changes once. All tabs are saved together, and a green "Settings saved successfully." toast confirms it.
  5. Use Reset to Defaults only if you want to discard the current configuration entirely.

Note: Appearance settings (theme, density, list view) are also organisation-wide defaults, but individual users can override them in their own profile — so they are preferences rather than enforced policy.

Tips​

  • Change security policy during a maintenance window: tightening password length or enabling MFA can force users to re-authenticate or update credentials.
  • Set Default Document Retention and Trash Auto-Empty deliberately — these directly affect what can be recovered after deletion.
  • Keep the Allowed File Types list as tight as your business allows; it's a simple, system-wide guard against unwanted uploads.

Troubleshooting​

ProblemWhat to check
I can't find a separate "System Configuration" screenThere isn't one — all org-wide configuration is on the General Settings screen at settings/general.
My security policy change didn't take effectConfirm you clicked Save Changes and saw the green confirmation toast; changes across all tabs save together.
Users still aren't prompted for MFACheck the Enforce MFA for all users toggle on the Security tab (the admin-only toggle only covers admin accounts).
Uploads are being rejectedReview Max File Size per Upload and Allowed File Types on the Documents tab.
The page is blocked entirelyYou need the Manage System Settings permission (SYSTEM.MANAGE_SETTINGS).