Documents with Multiple Locations
In enaio® you can assign several locations to a document. Index data and documents exist physically only once, but can be made visible at an unlimited number of locations within a cabinet.
Documents with multiple locations are not the same as reference documents. Documents with multiple locations are all located in the same cabinet and all have the same object type. Reference documents are found in different cabinets and can be based on different object types (see Reference Documents).
Creating a Reference Copy
You add further locations to a document using the Copy function. Technically speaking, this is only a reference to the original document. Documents with multiple locations therefore all have the same object type.
Documents with multiple locations cannot be created in the same folder or register as the original document.
Searching for a Reference Copy
You can search for documents with multiple locations in the basic parameter search (see Carrying Out Searches in enaio®).
You can search for documents with multiple locations using the basic parameter search (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 a Reference Copy
You can edit the index data and document file of a document with multiple locations in exactly the same way from any location (see Editing Index Data and Editing Document Content). The same content and index data are accessed from all the locations of the document. Changes made at one location are therefore also visible in all other locations.
You can find out how many locations a document has in the location relationship overview display (see Overview of all Filing Locations, Links, and References). Open the overview display by selecting the document using the Locations, links, and references feature in the context menu.
You can copy, move, and subscribe to documents with multiple locations just like any other document.
Deleting a Reference Copy
Documents with multiple locations cannot be deleted at their filing location, but not from the hit list. If you attempt to delete a document with multiple locations from the hit list, you will be notified that the document is found at multiple locations. Use the context menu to go to the filing location of the document and delete it there.
If you delete a document that exists in multiple locations, then only the location data there will be deleted. All other locations are retained. Deleted locations of a document with multiple locations cannot be restored.
The original document, including its index data, will not be deleted until the most recent location of a document with multiple locations has been deleted. The original document, including its index data, can be restored or permanently deleted in the recycle bin (see The Recycle Bin).