Basic Concepts and Terms
Valid for: enaio version 8.50 SP1
Documents are managed in enaio in a hierarchical structure of folder, register, and document types. This structure will greatly facilitate your search for documents. The administrator will set up folder types, register types, and document types identified through their index data forms. You create and index folders and registers using the index data forms set up. They are furthermore used to search for documents in folders or registers, or to save index data.

For example, the customers' addresses are saved as index data of the Customer folders, which are located in the Customer cabinet. The folders contain task-specific registers into which customer-specific documents are saved.

Register types are assigned to folder types. Registers of a given type can thus be placed only into one type of folder. Folder types are also assigned to document types. Documents of a specific type will always be in a folder of the given type and, optionally, in registers.

Additionally, the administrator can preset further object type relations. For example, with object type relations, it is possible to specify that documents of a specific type can only be created in registers of an assigned type.

A document type is assigned to the documents. The document type defines the index data form to be used for the search and the index data to be saved with the document. For documents, specify whether they are archived in an audit-proof manner. The administrator executes audit-proof archiving.

The document type will also define the module which enaio will use. Modules are interfaces to software and hardware used to capture and display documents. Every document type and document has a default icon depending on the module type. The administrator can also assign a different icon to each document type.
Document types can be configured to be module-spanning. After indexing, you can then select the module to be used for document creation.
The following modules are available:
Icon | module |
---|---|
|
Module for black-and-white images (e.g. scanned documents) |
|
Module for color images (e.g. photos) |
|
Module for grayscale images (e.g. X-rays) |
|
Module for videos (e.g. AVI or MPEG files) |
|
Module for Windows documents (W-Documents). W-Documents are created with external applications, e.g. Microsoft Word |
|
Module for e-mails |
|
Module for XML documents XML documents will be administratively created through data import. |
Modules must be licensed for your workstation with a license key. If a module is not licensed for your workstation, the corresponding document types and documents will not be shown.

The folders and registers you create and the documents you capture for archiving must have an assigned location and must be indexed.
The index data forms of folders, registers, and the different document types are predefined. The administrator creates them in enaio editor and can adjust them quickly to new working requirements.
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