enaio® client 11.0 »

You can use portfolios to collect all documents, folders, and registers which you or other users may need on a specific topic. You can make the portfolio accessible to all users of a system (public portfolios) or to specific users only. Likewise, you can create typed portfolios, which can contain only registers of the same register type or documents of a specific document type.

If you edit documents in a portfolio, the changes are applied everywhere in the archive. If you delete a portfolio, it can no longer be recovered. If you delete documents from portfolios, the documents in the archive will not be deleted.

Users need the corresponding rights to open documents in portfolios.

Objects in portfolios will only be shown to users who have the rights necessary to access the index data.

Create portfolios

When you create a portfolio, you have several options to configure the portfolio in the creation dialog:

Portfolio form

  • Index portfolios

    Portfolios are indexed with the Created for and Subject fields, which helps you find them with ease. The fields with the entries defining who created the portfolio and on which date it was created are completed automatically and can also be used for search queries.

    The Portfolios search form can be used in the object search to search portfolios (see Searching for Portfolios).

    You can save portfolio queries (see Saved Searches).

  • Public and personalized portfolios

    Portfolios that are public can be viewed by any user. Non-public portfolios can only be used by the creator and the person for whom the portfolio was created.

  • Typed portfolios

    Portfolios can be typed. Typed portfolios only contain registers of one document type or documents of the same document type. In typed portfolios, folder index data in the form of hit list columns can be displayed for registers or documents. This data is not contained in mixed content portfolios.

    You can also create typed portfolios via the context menu of an object type in the object search or on the navigation.

Customizing Column Configurations for Portfolios

The appearance of a portfolio depends on the configuration for hit lists (see Settings for the Hit List). The same setting options are also offered in a portfolio, in the context menu, of the column header. This allows you to customize the appearance of a portfolio without leaving it. Clicking the Save column configuration function saves the customized column configuration for both the portfolio and hit lists.

Object lists – Column configuration

As the creator of a typed portfolio, you now have the option to define how this portfolio appears for other users. The column configuration of the typed portfolio cannot be changed by other users.

Adding Objects to Portfolios

You can drag and drop documents, registers, and folders from a folder window or a hit list to a portfolio.

If there is a reference to a portfolio on your navigation, you can simply drag documents, registers. or folders onto the reference.

Searching for Portfolios

You can search for portfolios according to various criteria, such as creator, subject, or public/non-public portfolios. The search function is available in the Start ribbon tab.

Including Portfolio Queries in the Navigation

The Portfolios search form along with individual portfolios from the hit list can be added to the navigation.

Portfolio query

Read Portfolio queries to find out how to include the Portfolios search form in the navigation. Simply drag individual portfolios from a portfolio hit list onto the navigation until your mouse pointer turns into an insert icon, and drop them there.