Document Archives Tab

This section includes the fields and descriptions for the Document Archives tab.

Archive Island

Field	Description
Archive No.	In this field, you can enter a number or a name to apply to the document archive. If you do not specify a value in this field, Maconomy will attempt to assign the new document archive a number from the number series specified for the company to which the document archive is assigned.
Description	In this field, you can enter a description of the document archive in question.
Revision Control	In this field, you can specify whether to use revision control on the current document archive. If you mark the field, Maconomy will apply revision control to the documents in the archive, meaning that you will be able to store previous versions of each document when importing a new version. This allows you to view previous versions using the workspace Document Revision History. When revision control is used, the sub-tab shows the latest revision of each line in the current archive. The latest revision can be either open or closed, and the current status is indicated in the field “Latest Revision is Closed” on each line. As long as the latest revision of a given line is open, importing a new file to the line in question will cause the file stored in the latest revision to be overwritten and thereby lost. However, if the latest revision is closed before importing a new file, an open revision is automatically created, and the new file will be stored in that revision. This way, you will be able to look up and retrieve previous versions of the document stored on the document archive line using the workspace Document Revision History. A revision is closed by placing the cursor on the line in question and selecting the action “Close Latest Revision.” However, by marking the field “Close on Import,” you can ensure that when importing a new file to an existing line, the latest revision of that line is automatically closed before the import is carried out, thus causing a revision to automatically always be created when importing a new file to a given line. If you do not mark the field, revision control is not applied, and importing a new file to an existing line will always cause the document previously stored on the line in question to be overwritten.
New Revision on Update	In this field, you can specify that each time a new file is imported to a given line using the action “Import Document,” any existing, open revision of the line in question is automatically closed (corresponding to selecting the action “Close Latest Revision”), causing the imported file to be stored in a new revision instead of overwriting the file in the revision that was open when the action was selected. If you do not mark the field, the user must manually close the latest revision if he or she does not want to overwrite the current file.
Enable Locking	In this field, you can specify whether to use edit control on the current document archive. Without edit control, any user can export a given document, make changes, and re-import it, either resulting in a new revision of the document archive line in question or simply overwriting the existing version of the file assigned to the archive line (see the field “Revision Control” above). However, if multiple users are able to export, edit, and re-import the same document, there is a risk that the individually imported versions of the document overwrite each other or are stored in separate revisions instead of all changes being merged into the same version of the document. With edit control, a user can lock a given document archive line to ensure that only he or she can import new files to the line in question. This is done by placing the cursor on the desired line and selecting the action “Lock.” If a line has been locked, other users will still be able to export the file stored on the line in question, and make changes to the exported file, but only the user who locked the line can reimport it. This way you ensure that changes made by different users are reviewed and merged by the user who locked the line. Please note that the edit control does not prevent users from editing locked documents that they have exported it merely prevents them from re-importing the documents. A line which has been locked by a given user can only be unlocked again by the same user using the action “Unlock.” However, using the field “Unconditional Document Unlocking” in the workspace Actions, individual users can be granted the right to unlock document archive lines locked by any other user. If you do not mark the field, edit control is not applied, and the document archive lines cannot be locked.

Company Island

Field	Description
Company	In this field, you can enter the number of the company to which the document archive should be assigned. This field also shows the name of the specified company.

Access Level Island

Field

Description

Access Level

In this field, you can specify the name of an access level. You only have access to the current document archive if you have been assigned to the same or a higher level in the workspace User Access Levels. This means that you can only specify document archives (for example, on a job or a customer) to which you have access. Furthermore, a given user can only see the document archive to which he or she has access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to document archives may depend on other factors. For more information about this, please see the section “Introduction to the Access Control System.” If no access level is specified, this field has no influence on user access to the current document archive. This field also shows a description of the specified access level.

User Island

See the Getting Started topic for a description of the fields in the island User.

Remarks Island

In these fields, you can enter a number of remarks to apply to the document archive in question.