Basic Concepts and Terms
Documents are managed in enaio® in a hierarchical structure consisting of folder, register, and document types. This structure makes it much easier for you to carry out document searches. The administrator will set up folder types, register types, and document types identified by way of their index data forms. You create and index folders and registers using the configured index data forms. They are used to search for documents in folders or registers and to save data in the index data forms.

For example, customers' addresses are saved in the 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 in folders of a given assigned type. Document types are also assigned to folder types. Documents of a specific type will always be found in a folder of the given type and, optionally, in registers.

Additionally, the administrator can preset further object type relations. For example, it is possible with object type relations 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. Specify whether or not documents are archived in an audit-proof manner. The administrator executes audit-proof archiving.

The document type also defines the module which enaio® will use. Modules are interfaces to software and hardware used to capture and show documents. The document type and documents have a default icon which differs based on the module type. The administrator can also assign a separate icon to each document type.
The following modules are available:
Icon | Module |
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Module for black-and-white images (e.g., scanned documents) |
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Module for color images (e.g., photos) |
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Module for grayscale images (e.g., X-rays) |
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Module for videos (e.g., AVI or MPEG files) |
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Module for Windows documents (W-Documents). W-Documents are created with external applications, e.g., Microsoft Word |
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Module for e-mails |
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Module for XML documents The administrator creates XML documents via data import. |
Modules must be licensed with a license key. If a module is not licensed for your workstation, the corresponding document types and documents will not be shown.
Document types can also be configured to be module-spanning.

The folders and registers you create and the documents you capture and archive must have an assigned filing location and must be indexed (see Editing Index Data).
The index data forms for folders, registers, and the various document types are predefined. The administrator creates them in enaio® editor and can adapt them quickly to new working requirements.

The location in enaio® describes the place where an object (e.g., document, folder, or register) has been filed in the enaio® filing system (see Opening a Filing Location). While registers and folders have only one location, documents can have multiple locations in the enaio® filing system (see Documents with Multiple Locations and Reference Documents).