Object Types in enaio® coLab

The coLab upload type was specially developed for enaio® coLab. It guarantees the lossless exchange of files in a coLab project room with the enaio® filing system. Lossless refers to the exchange of index data. This means that all index data of a file (title and info) in enaio® coLab are mapped with the index data fields of the coLab object type in enaio® and vice versa, thus ensuring the lossless synchronization and display of index data between the project room and enaio® filing system.

This is not the case with all enaio® object types. The majority of document types in enaio® have significantly more index data than the coLab object type With these document types, only two index data fields are mapped by your enaio® administrator for display in enaio® coLab. The remaining index data fields are only available in enaio®, but not in enaio® coLab. Take this into account when adding documents as an enaio® user in enaio® for coLab project rooms.

The coLab upload type is also the object type that enables files that are then automatically mirrored in the enaio® filing system to be uploaded from the local file system to a coLab project room. This means that all files that have been uploaded from the local file system to a coLab project room and mirrored in the enaio® filing system are inevitably coLab upload types.

On the other hand, you can create documents based on the coLab upload type in enaio®. These documents are fully editable in enaio® coLab. This mainly affects the renaming of files of this object type in enaio® coLab.

You can recognize files based on the coLab upload type in the files view by the fact that they are assigned the 'Rename file' feature.*

You can check whether the coLab upload type is available in your project room in the settings view.

As an enaio® user, you can add all enaio® document types to a coLab project room. However, as described above, in the files view in coLab, only index data fields that have been mapped accordingly by your enaio® administrator are shown. The remaining index data fields are only available in enaio®, but not in enaio® coLab. Take this into account when adding enaio® documents as an enaio® user for coLab project rooms.

These enaio® document types cannot be renamed in enaio® coLab since the mapping of the index data fields can be implemented very differently.

You can recognize the files based on the enaio® document type in the files view by the fact that they are not assigned the 'Rename file' feature.*

If you as a enaio® user create a reference document in a project room in enaio®, this document is shown in the files view in enaio® coLab. Reference documents in enaio® coLab cannot be replaced since the original file of reference documents can also be outside the project room in enaio®. For the same reason, if a reference document is deleted in enaio® coLab, only the reference document with its index data form is deleted in enaio®. The original document is not deleted.

Reference documents in a coLab project room can be recognized by the fact that you are not able to use the 'Replace file' feature in the coLab directory structure.*

Documents with multiple locations can be based on both the coLab upload type and an enaio® object type in enaio® coLab. These differ in enaio® coLab because you can rename some but not others.

Rename:

• You can rename a document with multiple locations based on the coLab object type in enaio® coLab.

• You cannot rename a document with multiple locations based on the enaio® object type in enaio® coLab. You can only rename this file in enaio® client.

In addition, the following must be observed when replacing and deleting documents with multiple locations in enaio® coLab.

Replace: If a document with multiple locations in enaio® coLab is replaced, this also applies to all locations of this document in enaio®.

Delete: If a document with multiple locations in enaio® coLab is deleted, only the location in enaio® is deleted. The original document is not deleted.

A document with variants is a document in enaio® that manages older versions of the document in a variant administration system. However, only the active variant is shown.

Replace: If a document with variants is replaced in enaio® coLab, then only the active variant is replaced in enaio®. However, no new variant is created in enaio® by replacing in enaio® coLab.

Delete: If a document with variants is deleted in enaio® coLab, only the active variant is deleted in enaio®. The original document is not deleted. The original document is set as the active variant. As a result, a document with variants in enaio® coLab has to be deleted twice before it is actually removed from the project room. The first time you delete the active variant, it is deleted and the original document is set as the active variant in variant administration. And the second time you delete it in enaio® coLab, the original document, including any other existing variants, will be removed.

Documents without pages can be created by enaio® users based on any document type in enaio®. However, they will not be shown in enaio® coLab if they have no document content. If document content is added to them in enaio®, they are also shown in project rooms in enaio® coLab.