Reference Documents

enaio® webclient 10.10

A Reference document is a document file with multiple locations and index data forms. Only one document file physically exists, which is linked to multiple locations. Reference documents are marked with a green arrow in the static columns of object lists (for example, in hit lists, at filing locations, or in workflow files) (see Static columns).

Please note that static columns may be hidden. You can find information on how to show and hide static columns in Changing How Static Columns Are Displayed in Object Lists.

The following applies if you are using enaio® mobile on a smartphone:

On smartphones with a display size of under 420 pixels, reference documents are not marked with a green arrow Reference document – icon , but with the note "Reference document".

Reference documents are not the same as documents with multiple locations. Reference documents are found in different cabinets and can be based on different document types. Documents with multiple locations are all located in the same cabinet and all have the same document type (see Documents with Multiple Locations).

Creating Reference Documents

You can create reference documents using the Create reference document feature in the context menu. You can also create reference documents across cabinets. Reference documents can also be created in another document type. The document types available for creating the reference document in the new location are listed in the creation dialog.

This function is not available in offline mode. The following options are available in workflow files:

You can create a reference document in a folder or register from a document in a workflow file, which has a filing location in the enaio® filing system. However, this only applies for documents in workflow files that have not yet been stored in the enaio® filing system.
Reference documents cannot be created in a workflow file.
You can start an object-related workflow with a reference document (see Starting Workflows). In this case, the reference document is added to the workflow file.

To create a reference document, follow these steps

Select a document (for example in a hit list, at a location, or in the favorites area).
Open the context menu.
Click or tap on the Copy icon.
Go to another folder or register and open the Table view, if necessary.
At the new filing location, right-click, or press and hold in enaio® mobile, in the empty space in the content area and open the context menu.

Alternatively, you can also select a folder or register in the register tree of the new location and then open the context menu by right-clicking or pressing and holding the entry in enaio® mobile.

The following applies if you are using enaio® mobile on a smartphone:

On smartphones, the navigation and content areas are not placed next to each other due to space constraints. You can switch to the navigation area by tapping the Register tree icon in the title bar of the filing location. Tap the Arrow icon to return to the content area.
Click or tap on the Insert icon.

A subcontext menu containing various insert options will open.
Click or tap on the Create reference document entry in the subcontext menu.

The Select type for reference document selection dialog will open, which contains the various document types that can be created at the selected location.
Select a document type in the selection dialog.

The Create reference document index data form will open with a preview of the original document.
Complete the fields in the index data form. Certain fields in the index data form may have already been pre-populated, depending on the document type selected. Overwrite the content in these field, if required.

The preview of the original document in the Content tab cannot be edited or deleted.
Then, click or tap on the Save icon.

The reference document will be created.

Searching for Reference Documents

You can use the basic parameter search to locate reference documents (see Carrying Out Searches in enaio®). You access it by opening the search form of a document type and clicking or tapping on the 'Add basic parameters' icon in the title bar of the search form. A basic parameter search always searches all documents of the document type, the search form of which you have opened.

Editing Reference Documents

When working with reference documents, however, you cannot edit the document file in reference locations. You can only edit the document file via the original document. You can find the location of the original document using the Locations, links, and references overview display (see Overview of all Filing Locations, Links, and References). Select a reference document and open the overview display of the location relationships using the Locations, links, and references function in the context menu. Among other things, the original document, the location of which location you can access using the Open location function in the context menu, is listed the overview display.

You can edit the index data of reference documents from any location. Changes to index data made at one location do not affect the index data of other locations.

You can copy, move, and subscribe to reference documents just like any other document.

Deleting Reference Documents

If you delete a reference document, then only the location data at that specific location will be deleted. All other locations are retained. Deleted reference documents cannot be restored.

Converting Reference Documents to Documents Without Pages

It is no longer possible to open a reference document whose document file has been deleted. You will be shown an error message and receive the option of obtaining the index data of the reference document by converting it into a document without pages (see Documents Without Pages).