Documents with Multiple Locations

enaio® webclient 11.10

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.

To add another location to a document, follow these steps

Select a document in a hit list, at a filing location, or in a workflow file, for example.
Open the context menu.
Click or tap on the Copy icon.
Open a different folder or register.
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.

The subcontext menu will open.
Click or tap on Add location in the subcontext menu.

The copied document will be inserted at the new location.

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.

To delete the location of a document with multiple locations, follow these steps

Users require the Webclient: Open location system role to view a location.

Select a document with multiple locations in a hit list, in the inbox, or in a workflow file, for example.

You can find documents with multiple locations using the basic parameter search (see Carrying Out Searches in enaio®).
Open the context menu.
Click or tap on the Open location icon.

Users require the Webclient: Open location system role to view a location.

A selection menu with the list of the existing locations will now open.
Select the required location from the list and click or tap on the Confirm button.

The selected location will open. The document you are looking for is highlighted in the document list.
Open the context menu of the selected document, then click and tap on the Delete icon.

The confirmation dialog menu will open.
Confirm that you want to delete the location data by clicking the Delete button.

The location data of the selected document with multiple locations is deleted. All other locations, including the original document and index data, will not be deleted.

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).