Document#

Document.Show

Overview#

A Document consists of an external link or binary content, such as a PDF or Word document, as well as some associated metadata, such as author and date of creation. For a list of all the supported document types please refer to the section Supported Document Types. The binary content is stored centrally in the server and can be accessed by any client application that has the necessary privileges. Each Document version contains two URLs (one for the particular version and another for the most effective version/), which makes it very easy to access the document content from an external application such as from an email client or an intranet web site.

A Document can have an Owner Role. If an Owner Role is defined, only users from that Role are allowed to make change to any version of the document.

A Document can be viewed, downloaded, browsed in a folder structure. A Document can also be viewed in relation to a context: be it Material or Resource.

Versioning#

A Document, being a change-controlled object, contains global and versioned data components as shown in the next picture.

graph TD
subgraph Document
Main1["Global Data<br>(Without Change Control)"] --- A1[Folder<br>OwnerRole<br>IsExecutable<br>DistributionListsForNewVersion<br>DistributionListsForNewEffectiveVersion<br>GlobalURL]
Main2["Versioned Data<br>(With Change Control)"] --- A2[Content<br>Group<br>Author<br>Checksum<br>Keywords<br>VersionURL]
end


classDef mermaid_title color:#000, fill:#fafafa, stroke:#fafafa, stroke-width:0x, font-size:100%, font-weight:200;
classDef mermaid_start color:#000, fill:#fafafa, stroke:#fafafa, color:#fafafa, stroke-width:0x, font-size:100%, visibility: hidden;
classDef mermaid_businessdata color:#000, fill:#65CDE8, stroke:#65CDE8, stroke-width:0px, font-size:100%;
classDef mermaid_nonbusinessdata color:#000, fill:#B7DEE8, stroke:#B7DEE8, stroke-width:0px, font-size:100%;
classDef mermaid_entity color:#000, fill:#FB9F53, stroke:#FB9F53, stroke-width:0px, font-size:100%;
classDef mermaid_entitylinked color:#000, fill:#FCD5B5, stroke:#FCD5B5, stroke-width:0px, font-size:100%;
classDef mermaid_context color:#000, fill:#B9CDE5, stroke:#B9CDE5, stroke-width:0px, font-size:100%;
classDef mermaid_optional color:#000, fill:#B7DEE8, stroke:#65CDE8, stroke-width:1px, font-size:100%, stroke-dasharray: 5 5;
classDef mermaid_state color:#000, fill:#d7e4bd, stroke:#000, stroke-width:1px, font-size:100%, font-weight:300;
class Main1,Main2 mermaid_entity
class A1,A2 mermaid_entitylinked

Tying Everything Together#

graph TD
    N1[Folder] --- Main[Document]
    A1[Employee] --- Main
    A2[Role] --- Main
    N1 --- N1
    Main -.- C1[Material Document Context]
    Main -.- C2[Resource Document Context]

classDef mermaid_title color:#000, fill:#fafafa, stroke:#fafafa, stroke-width:0x, font-size:100%, font-weight:200;
classDef mermaid_start color:#000, fill:#fafafa, stroke:#fafafa, color:#fafafa, stroke-width:0x, font-size:100%, visibility: hidden;
classDef mermaid_businessdata color:#000, fill:#65CDE8, stroke:#65CDE8, stroke-width:0px, font-size:100%;
classDef mermaid_nonbusinessdata color:#000, fill:#B7DEE8, stroke:#B7DEE8, stroke-width:0px, font-size:100%;
classDef mermaid_entity color:#000, fill:#FB9F53, stroke:#FB9F53, stroke-width:0px, font-size:100%;
classDef mermaid_entitylinked color:#000, fill:#FCD5B5, stroke:#FCD5B5, stroke-width:0px, font-size:100%;
classDef mermaid_context color:#000, fill:#B9CDE5, stroke:#B9CDE5, stroke-width:0px, font-size:100%;
classDef mermaid_optional color:#000, fill:#B7DEE8, stroke:#65CDE8, stroke-width:1px, font-size:100%, stroke-dasharray: 5 5;
class Main mermaid_entity
class A1,A2,A3,A4,A5,A6,A7,A8,A9,A10,A11,A12 mermaid_businessdata
class L1,L2,L3,L4,L5,L6,L7,L8,L9 mermaid_entitylinked
class C1,C2,C3,C4,C5,C6 mermaid_context
class N1,N2,N3,N4,N5,N6 mermaid_nonbusinessdata

click Main "../../business-data/document"
click A1 "../../business-data/employee"
click A2 "../../administration/security/roles"
click C1 "../../administration/tables/smart-tables/materialdocumentcontext"
click C2 "../../administration/tables/smart-tables/resourcedocumentcontext"

Sequence Of Steps#

The necessary steps for correctly using a Document are the following:

1. Create the Document. Make sure the document content is available.
2. Approve the Change Set which contains the Document Version that has been created.
3. Optionally, associate the Document to a Material via the Material Document Context or to a Resource via the Resource Document Context.