Introduction

Efficient Document Management from Creation to Deletion ...

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Managing your documents in yuuvis® Momentum means efficient document management from creation to deletion.

Keep your documents' entire lifecycles organized and streamline every step in yuuvis® Momentum – —from the minute it’s it is created to it's its eventual archival archiving or the minute it’s it is destroyed.Proper  Proper procedures throughout the document’s lifecycle documents' lifecycles are an important part of enterprise content management (ECM), —a set of defined processes that help an organization obtain, helps to organize, store and deliver information crucial to its their operation in the most effective manner possible.

The document lifecycle is also important for enterprise document management (EDM), a strategy for overseeing an organization's paper and electronic documents so they are easily retrieved in the event of a compliance audit or subpoena. Considerations for EDM include how long documents should be retained, where they should be stored, how changes can be traced and how they can be recovered in the event of a disaster.

The stages of a document’s lifecycle  The steps include: creation, storage, categorizing, metadata taggingclassification via object types and metadata (single properties or property groups), delivery or sharing, repurposing repurposing, review and reporting, archiving and/or destruction.

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yuuvis® Momentum supports you in various ways to deal with the challenges during a document's entire lifecycle. 

Schema Flow Using Secondary Object Types

Depending on your business use cases it may be important to change a document's classification options during its lifecycle: e.g., triggered by certain conditions further properties are needed or temporary information should be available for a period of time. This implies adding or removing additional properties at runtime, which will be provided next to the defined set of properties in the schema for the assigned document type.

Secondary object types defined in the schema—marked as "floating"—are used to provide the additional properties and enable a "Schema Flow". They can easily be added or removed using the known endpoint for updating metadata (POST /api/dms/objects/{objectId}) to a document's instance. As a result, an extended set of properties can be made available and removed again later on if only needed temporarily. 

>> Changing Schema Structures ("Schema Flow")

Stateful Processing Using Tags

In document lifecycle management, multi-stage and asynchronous processes are not uncommon—quite the contrary. The first process steps are carried out with the highest priority. More complex and currently not absolutely essential process steps are carried out asynchronously with a lower priority. This saves time, and carrying out operations in parallel lets you distribute resources more evenly. To resume a process chain, additional information about the current status of the process is necessary. In order to not mix an object's metadata with its status data, there is the possibility to tag objects. 

>> Tagging

Audit Trail

The audit trail is the history protocol of an object, serving to document its entire lifecycle. There are many different actions that trigger the creation of a new entry in the respective object's audit trail. In the article linked below, an overview of the different history codes is provided that can occur in the audit trail.

>> Audit Trail - an "Object's History"

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Another Tutorial

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Another Concept Article

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Another interesting Tutorial

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