Basic Concepts and Terms

In enaio® the term "object" is used to refer to folders, registers, document types, workflow files, etc. Different data masks, scripts, or models can also belong to each object, which is why we speak of "object types" in this context.

The administrator will set up object types, including folder types, register types, and document types, in enaio® editor .

Each enaio® object (cabinet, folder, register, document, etc.) has index data that is entered and managed via the index data forms. The index data forms are predefined. They are assigned by the administrator.

The index data forms differ from object type to object type. The enaio® security system handles the visibility and editing of enaio® objects, their data masks, and even individual data fields by users.

The index data is entered by users, stored in databases, and displayed again or used as required. It also forms a basis for search requests.

The filing system in enaio® is hierarchical. It always consists of one or more cabinets that can be configured completely independently of each other. These cabinets contain folders (for example, the "Customers" cabinet may contain different companies as folders). In turn, the folders contain registers and documents, and the registers themselves contain subregisters and documents.

Cabinets are set up by your administrator. You create and index folders and registers in enaio® directly using the configured index data forms (see Creating Folders and Creating Registers).

It is possible in enaio® to determine the folder types in which document and register types can be located. These dependencies are also called object type relations. Via the object relations you can specify on which level of a folder type the register and document types should be created as well as how many should be added.

A document type is generally assigned to each document file stored in enaio®. The document type defines the index data form to be used for indexing and the search as well as the module to be used.

Document types that deviate from this specification are as follows:

Documents Without Pages

Documents without pages consist only of the index data. You can identify them in object lists (such as, in hit lists or at a filing location) by the Document without pages icon shown in the Archiving status column.

The administrator can configure documents without pages in order to manage information in the archive. You can use these enaio® objects to manage addresses, customer master data, status information, or documents without pages, for example. Documents without pages which have been configured by the administrator can be created just like you would any other document.

You can also use any document type to create documents without pages (see Creating Documents). You or other users can add 'pages' to them at a later time.

Typeless documents

Typeless documents are documents that have not been assigned a document type. Typeless documents are used for newly added document files in workflow files when the filing location and document type are still unclear or when documents are to be made available only at workflow runtime. Typeless documents can be assigned a final document type and a filing location at a later time. If this is not done, they are automatically removed from the system at the end of a workflow (see Typeless Documents).

Module-spanning document types

Document types can also be configured to be module-spanning. This document type accommodates document files of all formats (Windows documents, image documents, XML, etc.). Using a common data form, different types of information are indexed for module-spanning document types. For example, the same index data fields are available for the original of a business letter that is available as a Word file as for its copy in the TIFF image format.

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
	Module for black-and-white images (such as scanned documents)
	Module for color images (such as photos)
	Module for grayscale images (such as 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 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.

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 Filing Locations). 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).

An archive must meet certain criteria to be considered audit-proof. For example, an archive needs to guarantee the correctness and completeness of the archived information as well as the security of the entire process. The information must be secured against modification, falsification, and loss for the duration of the retention time. The archive may only be used by authorized persons and the statutory retention periods must be observed. Further aspects of audit-proof security are the documentation of the procedure and the traceability and verifiability of the archiving process. enaio® has the technological requirements for compliance with these criteria.

You define which documents need to be archived in an audit-proof manner (see Audit-proof archived documents). The administrator is in charge of executing audit-proof archiving.