The subject "Documents" registers documents and their properties. A document is either stored physically in Invantive Estate or consists of URLs that refer to information stored outside Invantive Estate. Three links are presented in the search results: - By selecting the unique document number, the selected document opens in the input section. - By selecting the original file name, the document is opened. - By selecting the feature, the corresponding data is opened, such as a project, an order or a process. A user can only request documents that are linked to information the user has access to. The user also needs rights to the source of the document, for example a project. A user with access to project XYZ sees all documents of this project. A user without access to project ABC does not see the documents of this project. The entry fields have the following meaning: - "Parent": The source of the document, for example a project, an assignment or a process. - "Identifier": The unique number of the kind of data to which the document is linked, for example a project code. Invantive Estate fills this field automatically when the screen is opened through a "Documents" link in another screen. - "File Name": The file that is loaded or that is already stored. - "Content (URL)": The Internet address of the screen that contains a link to the document. - "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 that uploads the file. See media types. - "Comments": An explanation of the content or meaning of the file. - "Document Type": The document type, as registered in the screen [[Invantive Estate/Subjects/Administration/Document Types|Document Types]]. - "Document Status": The current status of the document. - "Version": The version of the document. - "Unique Identification": A unique alphanumeric code, for example the scan code. - "Physical Location": The physical location of the original file. - "Number of Pages": The number of pages of the document. - "Number of Characters": The number of characters 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": Indicates whether the document can be printed. Some documents exist for user interface purposes only. - "OCR applied": When checked, Optical Character Recognition was applied when the document was stored. OCR creates digital text from images, so that a computer can process the text further. - "Publish": Indicates whether the document is shown to users with a role that does not allow them to see all documents. The administrator can allow a user to see all documents with the indicator "May See All Documents" in the screen [[Invantive Estate/Subjects/Administration/Roles|Roles]]. - "Received": The date on which the document was received physically, for example by conventional mail. - "Store till": The date on which the document can be destroyed, because the administrative or legal retention period has expired. - "Classification": The classification of the document. A classification is a label that can be linked to a project, an organisation or a document. The labels make information easier to find. - "Document Contains": A text to search for in the contents of all visible documents. The text can be an expression in Oracle Text. Often used search queries for the field "Document Contains" 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 heavily 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 of it, 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’. The other entry fields are: - "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 other fields have the following meaning: - "Number": The unique number of the document. - "Properties": Section with the technical properties of the document. - "Size": The size of the document in bytes. - "File Checksum": The checksum created with the MD5 algorithm. MD5 (Message Digest Algorithm 5) is a widely used cryptographic hash function with a 128-bit hash value. Invantive Estate uses the checksums to find duplicate files. - "Created with": The date on which the document was created and the person who saved the file. - "Modified with": The date on which the document was modified and the person who saved the file. - "Contract": The contract to which the document relates. - "Project": The code of the project to which the document relates. - "Name": The name of the project to which the document relates. - "Customer": The code of the customer of the project to which the document relates. - "Name": The name of the customer of the project to which the document relates. - "Supplier": The code of the contractor of the project to which the document relates. - "Name": The name of the contractor of the project to which the document relates. - "Organization or Author": The code of the organisation or author that owns the copyright of the document. - "Name": The name of the organisation or author that owns the copyright of the document. - "Cost Type": The cost category to which the document relates. - "Email": Section with the email details of the document. - "Email Address From": The email address that sent the email. Invantive Estate for Windows provides this address. - "Email Address To": The email address to which the email was sent. Invantive Estate for Windows provides this address. - "CC": The email address to which the email was sent as CC. Invantive Estate for Windows provides this address. - "BCC": The email address to which the email was sent as BCC. Invantive Estate for Windows provides this address. - "Workflow": Section with the workflow details of the document. - "Process": The process, as registered in [[Invantive Estate/Subjects/Budget Control/Processes|Processes]]. - "Status": The status of a process, as registered in [[Invantive Estate/Subjects/Budget Control/Processes|Processes]]. - "Process Holder": The process holder, as registered in [[Invantive Estate/Subjects/Budget Control/Processes|Processes]].