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Documents

In this form you can register and change documents. Open screen in browser Open Form

Documents can be physically stored in Invantive Estate or exist of URL's that refer to information that is stored outside Invantive Estate.

There are three links presented in the search results:

•By selecting the unique document number, the selected document will open in the input section.

•By selecting the original file name, the document will be opened.

•By selecting the feature, the corresponding data will be opened, such as a project, an order or a process.

You can only request documents that are linked to information where you have access to and where you also have rights to the source documents (for example; project documents). For example, if you have access to project XYZ, then you can see all documents of this project. However, if you do not have access to project ABC, then you cannot see documents of this project.

Documents Screen

The meaning of the entry fields is:

Parent	The source of the document, for example, a project, an assignment, a process, etc.
Identifier	The unique number of the kind of data to which you want to link the document. This could be a project code, for example. This field is automatically filled when you open this screen via a ‘Documents’ link in another screen.
File Name	The file that you want to load or which is already stored.
Content (URL)	The Internet address of the screen where a link to the document is included.
Original File Name	The name of the document in an earlier stage.
MIME Type	The MIME-type of the document as specified by the client where the file will be uploaded. See media types.
Comments	An explanation of the content or meaning of the file.
Document Type	Reference to the document type as registered in the screen Document Types.
Document Status	The current status of the document.
Version	Displays the version of the document.
Unique Identification	Unique alphanumeric code, for example, the scan code.
Physical Location	Physical location of the original file.
Number of Pages	The number of pages of the document.
Number of Characters	The number of character in the document.
Number of tokens	The number of keywords in the document.
Number of words	The number of words in the document.
Author	The author of the document.
Printable	Can the document be printed? Some documents are only for user interface purposes.
OCR applied	When checked the document scanning technique ‘Optical Character Recognition’ was applied when the document was stored. OCR is a technique to create digitally text out of images, so that these can be further processed on a computer.
Publish	Indicator whether the document should be displayed to users who have a role that does not allow to see all documents. The administrator can indicate in the screen Roles if the user is allowed to see all documents with the indicator ‘May See All Documents’.
Received	Shows the date the document was physically received, for example, via conventional mail.
Store till	Shows the date on which the document can be destroyed because the administrative or legal retention period has expired.
Classification	Classification of the document. A classification is a label that can be linked to a project, an organization or a document. Using these labels you can find your information more efficient.
Document Contains	A text that you want to use to search the contents of all visible documents. The text may be expressed as an expression in Oracle Text. Often used search queries are: •‘area’: documents containing the word ‘area’. •‘area or surface’: documents containing the word ‘area’ or the word ‘surface’. •‘area or surface * 3’: documents containing the word ‘area’ or the word ‘surface’ where the occurrence of the word ‘surface’ counts three times as heavy as the word ‘area’. •‘area’ and ‘surface’: documents containing both the word ‘area’ and the word ‘surface’. •‘?area’: documents with both the word ‘area’ and words that look like ‘area’. •‘area-surface’: documents containing the word ‘area’ but preferably without the word ‘surface’. •‘area;surface’: documents containing the word ‘area’ near to the word ‘surface’. •‘area not surface’: documents containing the word ‘area’ but preferably without the word ‘surface’. •‘$area’: documents containing the word ‘area’ and inflections from it like for example ‘areas’. •‘% area’: documents containing all terms that begin with ‘area’. •‘area or ( surface and feet )’: documents containing the word ‘area’ or containing a combination of the words ‘surface’ and ‘feet’.
Size From (bytes)	The lower limit of the size of the document in bytes.
Size - to (bytes)	The upper limit of the size of the document in bytes.

The meaning of the other fields:

Number	The unique number of the document.
Properties
Size	Size of the document in bytes.
File Checksum	Checksum created by Invantive Estate using the MD5 algorithm. MD5 (Message Digest Algorithm 5) is a widely used cryptographic hash function with a 128-bit hash value. Using the checksums the system can check to see if there are any duplicate files in existence.
Created with	Date the document was created and a reference to the person on the system that saved the file.
Modified with	Date the document was modified and a reference to the person on the system that saved the file.
Contract	The contract to which the document relates to.
Project	The code of the project to which the document relates to.
Name	The name of the project to which the document relates to.
Customer	The code of the customer of the project to which the document relates to.
Name	The name of the customer of the project to which the document relates to.
Supplier	The code of the contractor of the project to which the document relates to.
Name	The name of the contractor of the project to which the document relates to.
Organization or Author	The code of the organization or the author which own the documents copyright.
Name	The name of the organization or the author which own the document copyrights.
Cost Type	The cost category to which the document relates to.
Email
Email Address From	The email address that sent the email. Provided by the ${products.ie} ${products.ola}.
Email Address To	The email address to which the email was sent. Provided by the ${products.ie} ${products.ola}.
CC	The email address to which the email was sent as CC. Provided by the ${products.ie} ${products.ola}.
BCC	The email address to which the email was sent as BCC. Provided by the ${products.ie} ${products.ola}.
Workflow
Process	Reference to a process as registered in Processes.
Status	Reference to a status of a process as registered in Processes.
Process Holder	Reference to a process holder as registered in Processes.

Important Safety and Usage Information

Intended Use and Limitations: This software, developed by Invantive, is designed to support a variety of business and information technology data processing functions, such as accounting, financial reporting an sales reporting. It is important to note that this software is not designed, tested, or approved for use in environments where malfunction or failure could lead to life-threatening situations or severe physical or environmental damage. This includes, but is not limited to:

Nuclear facilities: The software should not be used for operations or functions related to the control, maintenance, or operation of nuclear facilities.
Defense and Military Applications: This software is not suitable for use in defense-related applications, including but not limited to weaponry control, military strategy planning, or any other aspects of national defense.
Aviation: The software is not intended for use in the operation, navigation, or communication systems of any aircraft or air traffic control environments.
Healthcare and Medicine Production: This software should not be utilized for medical device operation, patient data analysis for critical health decisions, pharmaceutical production, or medical research where its failure or malfunction could impact patient health.
Chemical and Hazardous Material Handling: This software is not intended for the management, control, or operational aspects of chemical plants or hazardous material handling facilities. Any malfunction in software used in these settings could result in dangerous chemical spills, explosions, or environmental disasters.
Transportation and Traffic Control Systems: The software should not be used for the control, operation, or management of transportation systems, including railway signal controls, subway systems, or traffic light management. Malfunctions in such critical systems could lead to severe accidents and endanger public safety.
Energy Grid and Utility Control Systems: This software is not designed for the control or operation of energy grid systems, including electrical substations, renewable energy control systems, or water utility control systems. The failure of software in these areas could lead to significant power outages, water supply disruptions, or other public utility failures, potentially endangering communities and causing extensive damage.
Other High-Risk Environments: Any other critical infrastructure and environments where a failure of the software could result in significant harm to individuals or the environment.

User Responsibility: Users must ensure that they understand the intended use of the software and refrain from deploying it in any setting that falls outside of its designed purpose. It is the responsibility of the user to assess the suitability of the software for their intended application, especially in any scenarios that might pose a risk to life, health, or the environment.

Disclaimer of Liability: Invantive disclaims any responsibility for damage, injury, or legal consequences resulting from the use or misuse of this software in prohibited or unintended applications.

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Documents

Important Safety and Usage Information