Document relations

Documents are frequently interconnected. It might be delivery notes and the relevant invoices or emails, plans, and minutes relating to a specific project. Document relations help you to quickly and easily access information associated with a document, using the result list in the web client and in the viewer.

Application example:
Purchase orders are stored in one file cabinet. The associated invoices and delivery notes are stored in another file cabinet. Because all these documents belong to the same order and have the same number, the relation is defined using this number. If you selected the order with number 123456 in the result list or opened it in the viewer, you can use the document relation to list invoice 123456 and delivery note 123456 in another result list and then open them from there in the viewer.

Here in the configuration you define the documents that you want to set up relations for, as well as the other documents you want the link to target. The related documents can reside in the same or a different file cabinet. You define the relations between the documents through their entries in the index or system fields.

Configuring document relations

You can find more information about configuring the document relations directly within the user interface via the info icons . There is more information below about the rules for defining the connection between documents.

Linkage rules

Index/system field

For a rule, first select a field in the file cabinet with the documents you want the relation to target. Then determine how the relevant field entry of a document should look so that it is recognized as a related document.

Operator

Select an operator in order to specify the field entry further. Various operators are available to choose from depending on the field type (text, date, numerical). The rule is already complete for the operators Is empty and Is not empty, but other rules require more information.

Entry type + entry

• User-specific entry:
  In the following, enter a fixed entry with which to compare the entry of the first selected field.

• Predefined entry:
  In the following are values like User name or Current date. This then refers to the user who uses the document relation or to the date on which the document relation is used. This type can be used to target documents that the relevant user has stored himself or herself.
  
  The system functions User group and User role can be assigned to index fields of the keyword and text type. This checks whether the user belongs to a group or role entered in this index field. Only then can the user access the documents.

  
  Example of application:
  Assignment is done using the following operators:
  Keyword: Contains — at least one keyword matches one of the user roles/groups
  Text field: Equals — text field corresponds to one of the user roles/groups
  Is not equal — text field does not corresponds to any of the user roles/groups

• Field of the file cabinet of the source documents:
  Take this type in order to correlate the documents to be related based on their index entries. Then in the following select an index or system field of the source file cabinet.

If you create several rules, you can combine them with AND or OR.