An overview of the features provided by yuuvis® Momentum client as reference implementation to demonstrate the usage of the developer libraries.

Introduction

yuuvis® Momentum client as reference implementation is an Angular application comprising multiple components. Each of these components implements a specific area of the client application using the functionality provided by the developer libraries.

In the header area, you will find the yuuvis® Momentum bar with icons for the most frequently used features.

Dashboard

In the middle of the dashboard, you will find the multi-part search input field.

In the footer area, the objects that you recently created or edited are displayed in the form of a tile row. Click the Recently created or Recently edited buttons below the tile row to select which objects you want to view. If you click the More... button to the right of the objects listed in the footer area, the listed objects are displayed in a hit list.

Navigation by Keyboard

To make all functions and actions in yuuvis® Momentum client as reference application easily accessible, most of the commands can be called without using a mouse. To navigate through the application by keyboard, open the Quick access command palette at any time by pressing the Ctrl key twice. Then, start typing a string to find the command you are looking for.

Examples:

• 'navigate' shows a list of all application views. Select an item from the list to open the respective view.
• 'create' shows a list of possible create commands. One for each object type. Select an item from the list to create an object of the respective type. To find a specific create command, enter the name of the object type into the search field (e.g., "si" results in Create: Sick note, Create: Document (classified), etc.).
• A full-text search of all DMS objects can be requested with ?<key word>

Menus

Main Menu

You can access the main menu using the Main menu icon on the yuuvis® Momentum bar. You can access the following areas via the main menu:

• Dashboard

• Create object

• In-tray

• Inbox

• My follow-ups

• My processes
• Retention management (as of 2022 Summer, only for users with specific authorization)

• Settings

• About

Object Actions Menu

Various actions are available for editing documents and folders via this menu, depending on the context and your permissions. It is available in different areas, such as in hit lists, in the folder view, and in the object view, via the Object actions icon.
>> ActionMenuComponent

The suggested actions and processes always refer to the selected object(s). If you select several objects in an object list (such as a hit list) and then click the Object actions icon in the object list area, you can apply an action or a process to several objects.

	Add as new version Adds a document file to the selected object in a hit list or in a folder view. Adding a document file automatically creates a new document version.
	Copy to clipboard Copies links from one or more selected objects to your operating system's clipboard.
	Delete Deletes the selected object. Deleted items cannot be restored.
	Download document file Downloads the document file of one or more selected objects to the local file system in the original format.
	Manage follow-up Creates follow-ups for a selected object or opens the dialog for modifying, deleting or confirming follow-ups.
	Move Changes the parent folder of an object. It is also possible to remove the current parent folder so that the object will no longer have any parent objects.
	Set retention time (as of 2022 Summer) Only for users with specific authorization: Set an expiration date. Available for objects of document object types referencing the system:rmDestructionRetention secondary object type for which the retention time was specified so far. Extend retention time (as of 2022 Summer) Only for users with specific authorization: Replace the expiration date by a later date. Available for objects of document object types referencing the system:rmDestructionRetention secondary object type for which retention is already specified.
	Open in the folder/Open Opens the selected object’s parent folder view. The object view will be opened for document files without a parent folder.
	Show references Displays an overview of the objects that reference the selected object.
	Show versions Opens an overview of all versions of the selected object. You can select two versions in the version list to compare them side by side. The action is not offered if the selected object only has one version (see Object Versions). Set as current version This action is available when a Version view is displayed.

In an additional section MORE ACTIONS, plug-in actions can be available if configured by an administrator.
>> PluginConfigList Interface

Settings Menu

Configure the main settings of your yuuvis® Momentum client. Open the settings menu by clicking the Settings menu icon in the yuuvis® Momentum bar and select Settings from the dropdown menu. Alternatively, you can also open the settings menu via the Main menu.

The following information and configuration settings are available in the settings menu:

• Language
  You can use the English and German buttons to control the language display of the general user interface elements and the object types, menus, fields, and catalogs specifically configured for your company.
• Permissions
  The Roles dropdown menu displays the roles that are assigned to the currently logged in user.
• Layout
  Customize the design of the client layout to your personal preference.

  • Theme, Accent color and Dashboard background image
    Choose between a light and a dark design, set an accent color, and upload a background image. This setting is stored on your device, meaning you can work on different devices with different layouts.

  • Dashboard type (as of 2022 Winter)
    Choose between the default dashboard layout and a customizable dashboard layout.

  • Export, Import and Reset
    You can also export the layout settings for use in other clients by clicking the Export button. Similarly, you can transfer the layout settings from other clients to yours by clicking the Import button. Click the Reset button to delete all of your individual layout settings.

• Configuration
  Edit Hit lists, Search filters and Cache.

>> LayoutService

Hit List Configuration Menu

You can modify the hit lists' appearance and save it. You can configure a hit list for each individual object type as well as for mixed hit lists (hit lists with more than one object type). Run a search request for an object type and open the  Configuration menu in the hit list if you want to configure the appearance of the hit list for this object type. Follow the same steps to configure mixed hit lists.

You can adjust the following in the configuration menu:

• the columns that are shown/hidden in a hit list,

• the order in which columns are displayed, and

• the columns that are to be pinned or sorted.

Click Save to save the changes, or Cancel to discard them. Click Reset to default to restore the original configuration.

The saved hit list configuration is applied to each new hit list of the configured object type.

>> ColumnConfigComponent

Filter Configuration Menu

This menu provides a graphical interface to configure your filters. It is accessible via the filter panel in the hit list view or via the Settings menu. All users can configure user-defined filters that are only available to themselves.

Users with the YUUVIS_MANAGE_SETTINGS role can additionally configure default filters that are available to all users across the entire system (via the Settings menu).

The configuration menu consists of the following areas:

• Header area
  • The header area displays the object types for which you configure a filter.
  • You can configure cross-context filters or filters limited to one object type.
• Filter list
  • The filter list shows you the available default filters and the filters you have configured.
  • Custom-configured filters are highlighted in bold in the list.
  • The filter list is divided into the areas Custom filters, Activated filters, and Deactivated filters.
• Configuration area
  • The configuration area displays the configuration of the filter you have selected in the filter list.
  • This is where you can also configure your own filters.

You can create the following types of filters:

• Object-specific filters
  • Only valid for a specific object type.
  • Only the filter fields of the corresponding object type are available in addition to the basic data filter fields.
• Cross-context filters
  • Applicable to several or all object types.
  • Different filter fields will appear depending on which object types are contained in the object list in which you open the filter configuration menu.

To organize filter display in the filter panel, you can activate and deactivate the default and saved filters. Deactivated filters will then no longer be displayed in the filter panel. These settings apply to the filter panels of all object lists.

You can also delete filters you have created and saved. Default filters cannot be deleted.

>> SearchFilterFormComponent

Catalog Edit Menu

Catalogs are used to offer a selection list of predefined values for metadata fields in an object's Metadata aspect area.

You require the YUUVIS_MANAGE_SETTINGS role to be able to edit catalogs in the client. To edit a catalog click the  Pencil icon (if available). The catalog edit menu opens in which the following features are available:

Add entry	You can create new catalog entries using the entry field in the header area of the edit menu.
	Delete a catalog entry by clicking the Remove icon. If you delete a catalog entry in the catalog edit menu, the catalog values can then not be deleted in metadata forms. Catalog values orphaned by deletion are marked red in the metadata form and by a red Remove icon.
/	This checkbox allows you to control whether a catalog entry is displayed in the metadata form or not.
	If you click this icon, you can drag and drop the line of the catalog entry to where you want it to be in the list of catalog entries.

>> DynamicCatalogManagementComponent

Object Aspects

Objects contain various information that are displayed in units called object aspects. They are summarized in a form with a header area and multiple tabs containing the individual object aspects.

The header area contains a title and description (if available) and the following icons:

The layout of the object areas can be customized. If you have changed the number and the width of the aspect areas, these changes will be saved automatically when you switch views.

The following object aspects are available.

>> YuvObjectDetailsModule

Summary Aspect Area

Displays the object properties (basic metadata, type metadata and tags) of an object, such as name, editor, number of versions, file size, etc. The information is divided into the areas Basic metadata, Type metadata, and Advanced information.

If more than one version of a document exists, you can also click the highlighted version number to access the version view.

Metadata Aspect Area

The Metadata aspect area offers the option of editing the type metadata of the selected object, provided that you have the appropriate rights.

History Aspect Area

The History aspect area provides a view of the creation process as well as the editing and usage history of an object. It contains a chronological list of who made which changes to the content or type metadata of an object and when. The output (download and read) of an object is also logged in this aspect area. You can filter the events of the editing history, if needed. The entries in the history also contain links to the versions of the document. You can open the version view by clicking one of these links.

The entries in the history can be filtered by

• limiting the date to a time period using the operators (>, <, =, -), or
• specifying a type of action by ticking the corresponding checkboxes. Clicking a group name will select all history entries of this group.

For users to be able to see READ events in the object history, i.e., whether an object was only viewed, they must be assigned the YUUVIS_MANAGE_SETTINGS role.

Content Aspect Area

The Content aspect area offers a content preview of the selected object. Different content previews are used depending on the file type of the document file, based on the VIEWER service or PDF rendition as described in Preview of Binary Content Files.

The Version View

If type metadata is modified or the content file is edited, replaced, moved, or deleted, then new versions of the object are created. The older versions are retained. All versions of an object can be managed in the version view.
>> VersionListComponent

There are a number of ways to open the version view:

• Via the object actions menu, if the selected document has more than one version

• In the object area via the link on the version number in the Summary aspect area.

• Via the links on the version numbers in the History aspect area.

The version view shows a list of all versions. Select a version to display its version-specific object information in the object aspect area as described above. If two versions are selected in the list, you can compare them in the tabs Changes to metadata and Changes to content where you have a number of actions available for a visual comparison.

Note: If the content preview is provided as a PDF rendition, it is only available for the current version.
>> Preview of Binary Content Files

The slider in the center helps you find the differences. If you move your mouse over the slider, a dropdown menu will offer you more comparison options.

	Drag the slider left and right to resize the images.
	Displays both images instantly.
	Layers both images on top of each other so that you can use the sliders to display one image and then the other.
	Only displayed when both images are superimposed. Clicking the icon reverts the view back to normal.

An older version can be set as the current version. To do this, select the desired version and select Set as current version from the object actions menu. The version view is automatically refreshed by this action.

Creating Objects

You require the YUUVIS_CREATE_OBJECT role to be able to create objects.

You can create objects (folders and documents) in stages. This procedure is especially useful if you create a lot of objects in a short period of time that you do not want to complete until later.

>> ObjectCreateComponent

Creating Documents

The following options are available for you to create documents:

• via the yuuvis® Momentum bar

• via the Main menu

• via drag and drop

The following information is relevant for any document creation.

Parent Folders

If you want to create a document, the first thing you have to decide is if you want to define a folder as parent object. For this purpose, you first need to display the folder object you want to specify as parent for your new document. Once you have opened the right folder, you can create one or more documents as child objects in the folder via the yuuvis® Momentum bar or by drag and drop.

The new document will not have a parent object

• if you did not open a folder before creation, for example, if you are on the dashboard, in hit lists, in a document's object view, or
• if you created it via the Main menu.

Document Object Types

You can find out which document object types are available for you in the object creation dialog. One of the basic properties of all document types is that they may or may not contain a binary content file.

A distinction is also made between the following object types, particularly with regard to the creation process:

• Simple object types
  • Simple object types are the fastest way to create documents.
  • The object type is assigned when the object type is selected.
  • The main difference to other object types is that you do not get a preview of the uploaded file during the creation process.
• Variable object type with fixed object type assignment
  • This object type offers you a preview of the uploaded file during the creation process.
  • This gives you the chance to double-check that the object type you selected matches your file.
• Variable object type with subsequent object type assignment
  • For this object type, you can assign the object type after the creation process.
  • In the first step of the creation process, only a small amount of general type metadata is entered and the document is created.
  • You can assign the final object type at a later point, depending on the configuration of the variable object type.

Artificial intelligence can be used to create documents with variable object types regardless of how your yuuvis® Momentum system and individual object types are configured. The AI helps you to automatically classify your documents by showing you a suggestion list during object type assignment. This list contains a weighting based on machine learning.
>> Artificial Intelligence Platform

Upload Status

If you upload files, you can check their upload status in the yuuvis® Momentum bar. Click the Upload status icon to view the names and statuses of the files uploaded in a menu. A green tick behind an entry indicates that the upload process was successful. Click the Remove icon to remove entries from the list to get a better overview. The Upload status icon will no longer be displayed once all of the entries have been removed from the list.

Cancelling the Creation Process

There are several ways to cancel the creation process:

• Click Cancel during the creation process. In the form that opens you can:

  • delete the object (Remove object button). The incomplete object is permanently deleted. The files uploaded and/or type metadata entered up to that point will be lost.

  • place the file in the in-tray (File in in-tray button). The incomplete object, including all type metadata entered and/or all files uploaded up to this point, is placed in the in-tray. You can continue and complete the creation process at a later time.

• Click the yuuvis® logo in the yuuvis® Momentum bar, which is part of the main menu, or an entry in the Settings menu during the creation process. Click OK in the form that opens to permanently delete the incomplete object. The files uploaded and/or type metadata entered up to that point will be lost.

Filing E-mails and Attachments

There are many ways and options available to file e-mails and e-mail attachments. You can file e-mails together with their attachments or file the e-mails and attachments separately. You can upload e-mails from the local file system or drag and drop them.

You will need to keep a few things in mind when filing e-mails directly from an e-mail program via drag and drop. Whether or not it is possible to drag and drop e-mails from an e-mail program directly into the client depends on the e-mail program and the browser you are using. For example, the drag-and-drop filing of e-mails from Microsoft Outlook is supported if the client is running in a Google Chrome browser. In this case, the e-mail is filed in yuuvis® Momentum in the same file format (*.msg) in which it is transferred from Microsoft Outlook. Filing an e-mail in the MSG file format has one distinct disadvantage in that the content preview will differ slightly from the filed e-mail.

If you are working with a different browser, Firefox for example, and would like to file e-mails via drag and drop, then it is best to use the Outlook Add-In for Drag & Drop from OPTIMAL SYSTEMS. It enables drag-and-drop filing, ensuring that e-mails that are dropped onto the client are transferred as EML files so that the content preview generates a more accurate view of the filed e-mail. If you are interested in this add-in, please contact your partner at OPTIMAL SYSTEMS.

Save e-mail attachments in the local file system before uploading them to yuuvis® Momentum. The next steps required to file e-mail attachments from the local file system are similar to those used to create documents in the client. The use of drag and drop to file attachments stored in the local file system is also supported.

Creating Folders

Folders can be created via the yuuvis® Momentum bar as well as via the Main menu. You cannot create a folder inside another folder.

You cannot change a folder’s type after it has been created. If you want to change the folder type during creation, you can return to the object type selection by clicking in the breadcrumb trail in the header area of the form.

If you want to cancel the creation process and leave the form, click an icon on the yuuvis® Momentum bar.

Editing Objects

You require the YUUVIS_CREATE_OBJECT role to be able to edit objects.

In-tray – Assigning Final Object Types

The functionality is based on floating secondary object types. You can assign those object types to incomplete objects after the creation process.

In the first step of the creation process, only a small amount of general type metadata is entered and the object is created. You can assign the final object type at a later point, depending on the configuration of the secondary object type.

All incomplete objects are listed in the Main menu in the in-tray. If you want an object to be displayed in the in-tray, assign the appclient:dlm:prepare tag with value 0. Replace the value with 1 as soon as you are finished with the desired manual adjustments for the object. As the tag is specified in some object type definitions in the client's schema, it can be set via metadata form.

If you select an object in the list of incomplete objects in the in-tray, its object aspects will be displayed. You can see which additional options are available for the selected object by the buttons displayed in the Metadata aspect area:

• Assign object type button: You can assign a final object type to the object.

• Extend button: You can extend and reduce the type metadata of the object.

If the Assign object type button is displayed in the Metadata aspect area, then you can assign an object type to the object. You can only assign an object type to an object once and this cannot be changed. After you have assigned an object type to an incomplete object, the Assign object type button will no longer be displayed and the object will be removed from the list of incomplete objects.

Adding or Replacing Binary Content Files

You can replace binary content files assigned to document objects with a new file, for example if a copy of the file was modified outside of yuuvis® Momentum and you would like to overwrite the file in yuuvis® Momentum with the new version. To do this, you have to upload the new file from your local file system to yuuvis® Momentum and add it to the document object as a new version.

The following options are available for you to add document files:

• Use the Add as new version function in the object actions menu.

• Drag and drop.

If you want to add the binary content file of another object, then you will need to first download this file to your local file system using the object actions menu before you can add it to another object as a binary content file.

Editing Metadata

Entries for type metadata are made and maintained via fields in metadata forms. You can enter type metadata both during and after object creation in the Metadata aspect area. For variable object types, you can also extend or reduce the metadata at any time. When an object is created, the object type is determined and the metadata form is filled out.

For documents, the Metadata aspect is displayed in hit lists and folder views (if a folder is specified as parent object), for example, if you have selected the corresponding document.

For folders, you can also display the Metadata aspect area in hit lists if you have selected the corresponding folder. In the folder view, you must click the folder name in the header of the structure area to display the Metadata aspect area.

Metadata Form Fields

The form fields are configured by the administrator. Notices are shown if entries in fields and references between fields do not match these specifications.

Only integers from -2³¹ to 2³¹-1 (i.e., from -2,147,483,648 to 2,147,483,647) may be entered in the metadata form. Entries that fall outside this range will cause rounding or other errors.

Tables in Metadata Forms

The following customization options and functions are available for tables in metadata forms:

• Sort by column: If you click the header of a column, the table will be sorted by the contents of the column. Clicking the header again undoes the sorting. Tables in metadata forms can only be sorted by the content of a column.
• Optimal column width: If you click the right column separator of a column, the column will be adjusted to the optimal width.
• Edit table row: The table is opened in a new form with an input area in full view to make editing easier. The row you have clicked is also highlighted in the opened form. The values of this row are already entered in the form for editing or for adding a new row.
• Align table columns: All columns in the table will be adjusted to the optimal width.
• Open table: The table is opened in a new form in full view to make editing easier. If you select a row in the opened form, the input area for editing the row is also displayed.
• Export spreadsheet data to CSV file: The table will be exported in CSV file format.

  • Text fields are in output in quotation marks (e.g., "abc").

  • Date and time fields are output in ISO format 8601.

  • Decimal numbers are formatted in the language the user has specified.

  • Values from reference fields are output as object IDs.

  • Values from users are output as user IDs.

  • Boolean values are output as FALSE and TRUE or empty/NULL.

• Insert new row: The table is opened in a new form with an input area in full view to make editing easier.

Prepopulated Metadata Fields

Certain fields in metadata forms may already be prepopulated when objects are created. The administrator defines which fields are prepopulated. These fields are specifically indicated in the metadata forms when objects are created. Manually entered data has priority, i.e., it overwrites automatically imported data in case of conflict. There is a distinction made between two types of prepopulated metadata fields:

• Object type-specific prepopulated data
  Metadata fields that are yielded by the object type’s configuration can be prepopulated depending on the object type. This can be prepopulated data from free text inputs, catalogs, scripts, or additional components. Metadata fields that are prepopulated by the object type definition are indicated by a df during the creation process.

• Extracted prepopulated data
  Specific pieces of data from the metadata of the files (such as title, creation date, author, etc.) can be automatically extracted and written to the metadata, depending on the configuration of your yuuvis® Momentum system, when uploading files. Object type-specific prepopulated data will be overwritten during this process. Metadata fields that extract data from the metadata of uploaded files are indicated by an ex during the creation process.

Object-specific and extracted prepopulated data is transferred as follows:

• If both a default value and an extraction are defined for a field, then the data for the extraction (if available) is transferred during the creation of an object in yuuvis® Momentum client; otherwise the default value is transferred to the metadata form.

• No extracted data will be shown in the metadata fields indicated as such for files to be filed as a batch. If you enter information in these fields, it will overwrite all extracted data. If you do not enter anything in these fields, all of the extracted data (if available) will be transferred; if not available, the default value will be transferred to the metadata form.

• If the document file is later replaced, the extraction will be repeated. Existing data in fields configured for a mapping will be replaced or – if no new value is found – removed.

References

In metadata forms, the metadata of another object can be transferred into certain fields, which are known as reference fields. These fields reference the ID of certain objects and therefore are retained even if the referenced object is renamed or moved. The administrator configures reference fields, and they are set up as multi-fields to hold several values.

References that have been set up are displayed both in hit lists and in the Summary and Metadata aspect areas. They are indicated in hit lists and in the aspect areas with a  Reference icon. Click the icon to quickly open the referenced object(s). If you hold down the Ctrl key while clicking, the location of the referenced object will be displayed in a new tab.

You can create and remove references in the Metadata aspect area.

If a referencing object is located in a folder, you can jump to the filing location of the referenced object by double-clicking the list entry. If the object clicked is located in the main directory, the object view of the referencing object will open.

If a user does not have any rights to a referencing object, it will not be displayed for this user. If a user has read access to a referencing object, but not to the folder in which the object was filed, then the user is only offered the object view for the object.

Retention management

Only for users with specific authorization: The view is available as of 2022 Summer and provides a list of document objects with retention properties assigned to them, especially

• having any expiration date (All),
• having an expiration date within the next month (Next month) or
• having an expired expiration date (To be removed).

Note: The destruction date is displayed if specified, but is not evaluated.

Searching

You can start search requests on any page. The search dialog is available for this purpose on the dashboard and in the yuuvis® Momentum bar. The following options are available and can also be combined:

The search combines all search terms and all limitations on object properties and object types with AND by default. Object types are combined in the search with OR. In the search dialog, you can change the logical operator of multiple search terms or criteria to OR and/or create nested searches.

>> QuickSearchComponent
>> Search via Web-API Gateway

Hit List View

The results of a search are displayed in a hit list of all objects that were found. The hit list view is divided into the areas described below. You can sort, filter, and configure the hit list. Search results are sorted lexicographically. This means that sorting is case-sensitive and special characters are accounted for. Depending on the configuration, the hit list will contain several columns with basic metadata, type metadata, tags, such as type, title, description, editor, etc. The view of a hit list always corresponds to the hit list configuration of the selected object type.

>> SearchResultPanelComponent

Header Area

	Export the hit list with the displayed columns as CSV file. Datetime values will be formatted in ISO standard whereas decimals will be formatted corresponding to the localization of the logged-in user. Note: If you want to display the exported file in MS Excel, please use CSV import with UTF-8 encoding (or the configured encoding).
	Hit list configuration menu. You can add or remove columns via the Hit list configuration menu in the header of the hit list.
	Refresh the hit list.
	Object actions menu. If multiple objects are selected, the action will be applied to all of them.

Filter Panel

In the filter panel, you can control the display of the objects shown in a hit list. You can limit the number of objects shown in the hit list by using filters. You can find the filters in the filter panel next to the object list. Click the  Double chevron icon to expand the filter panel if it is collapsed.

In the filter panel, you can use both default filters that are available to every user throughout the system and your own filters that you have configured yourself via the filter configuration menu. How many filters are available and which depends on the object types that are displayed in an object list.

You activate a filter by clicking the checkbox next to it. The numbers in front of the checkboxes indicate how many documents in the hit list match the specific filter criterion.

You can expand and collapse the sections in the list of filters by clicking the  Minus or  Plus icons. In the footer of the filter panel, you can toggle between different layouts for the display of the filters (flat list, grouped), or   expand and collapse the filter panel. The filter panel's layout settings are saved when you exit the view. The next time you open the same view, the same layout settings will be displayed.

Hit List Area

Hit List

The hit list presents the results of a search request in a table per default. It contains several columns containing basic metadata, type metadata, and tags with information such as object type, title, description, editor, etc.

The appearance of this table can vastly differ, depending on the search, configuration of object types, or configuration of the hit list. This means that the view of a hit list always corresponds to the hit list configuration of the object type currently selected in the hit list.

You can make the following changes directly in a hit list:

• Adjust column widths by moving the column divider or by double-clicking the column divider (creates the optimal column width). The change of column width will also affect other hit lists, provided that you use the same columns there, too. If you have changed column widths, these changes will be saved automatically when you switch views. In addition, these settings apply to all users who use the same browser as you.
• Adjust column sorting:
  • You can sort the hit list by a column by clicking its header. Clicking the column header repeatedly will change the sort direction or undo it.
  • You can sort a hit list by several columns by holding the Ctrl key. Numbers and small arrows in the column headers indicate the sort order.
  • Columns with labels (for example, columns with user names) cannot be sorted.
  • If you have sorted a hit list by clicking the column headers and then open the hit list configuration menu, this sorting will be transferred to the hit list configuration menu and can be saved there.

If you select an object in the hit list, the object aspects will be displayed on the right-hand side of the screen. You can open the folder view, or the object view if a document does not have a parent folder, by double-clicking an item in the hit list.

Selecting and Focusing

We distinguish between selected and focused elements:

• Selected elements:

  • The row of selected elements is highlighted.

  • Multiple rows can be selected.

• Focused elements: 

  • Only one element out of all selected elements can be focused.
  • The icon is highlighted again at the beginning of the row.
  • For focused elements, the object aspects are displayed in the object area.

You can use the mouse to select further elements by additionally holding down the Ctrl key or the Shift key while clicking these elements. If you hold down the Shift key when clicking the mouse, all the rows between the row you have clicked and the row with the most recent focusing are selected, but the focus remains on the first row. If you hold down the Ctrl key when clicking the mouse, the row you have clicked is highlighted in addition to the existing selections. The focus still remains on the first row. When you position the cursor on another selected row and click the right mouse button, this row is focused.

Click the mouse on the selected row while holding down the Ctrl key to remove the selection again.

Copying

The copy to clipboard operation is supported in all grids (result list, metadata table) and can be applied in the following ways:

To indicate that copying the selection was successful, the selected cells/rows are highlighted in the accent color for a few seconds. This is the default setting, which the administrator can adjust accordingly.

Footer

The number of hits is shown in the footer of the hit list. In the footer of the hit list, you can also choose between the display layouts, scroll through the hit list or go to the start or end.

Object Area

The object area is displayed to the right of the hit list area when you select an element from the hit list. It shows all object aspects of the selected object. To hide the object area, click the element in the hit list again while holding the Ctrl key.

Business Process Management

Processes are created based on at least one object, which is stored as an attachment in the process.

In the default configuration, users can start a follow-up process for an object via Manage follow-us provided by the object actions menu. If an administrator configures further types of business processes in addition to follow-up processes, they can be started for individual objects via the respective object action under MORE ACTIONS in the object actions menu.

Each process contains tasks that must be completed by users.

There are three specific views that allow users to handle processes:

• The Inbox view lists all tasks of processes the currently logged-in user is assigned to, such as reminder tasks for follow-up processes that have reached their follow-up date.
  
• The My follow-ups view lists all active follow-up processes that you created via the object actions menu.
• The My processes view lists all processes started by the logged-in user.

>> YuvBpmModule

In the individual views, the process/task list can be sorted by individual columns as already described for hit lists. Furthermore, it is possible to filter by specifying a term that should be matched by the subject of each displayed process/task.

The number of displayed processes/tasks is limited to 100 in the individual views in the default configuration. The configuration can be customized by specifying other values in the main.json configuration file.
>> Customizing the Main Configuration

Inbox View

The Inbox shows an overview of all the tasks a user is assigned to. The view of the Inbox can be toggled between a list view and a table view using the corresponding buttons at the bottom right.

In the Table view, the following columns are displayed: Type, Task, Subject, Received on and Due on. In the Type column, the icon represents tasks of custom processes and the  icon represents follow-ups. The sort order can be changed by clicking on the header of the corresponding column. The position of columns can be rearranged within the table by drag and drop of individual columns. A red entry in the Due on column indicates that this task is overdue.

In the List view, Type (icon only), Subject and Task are displayed on the left-hand side, and the due date on the right-hand side. Sorting the inbox items or repositioning the information is not possible.

Tasks can be opened for editing by clicking on the respective task in the Inbox view. On the right-hand side, the task details will open, in which you can edit the task. After editing, the task can be further processed using the buttons at the bottom of the task details.  

To process tasks, different buttons are available depending on the nature of the task. Standard follow-ups with the entry “Review” in the Task column only offer the option Confirm. For custom processes, Delegate, Forward, and other custom buttons are available as well as individual entries in the Task column, depending on the process model.

In the Inbox, attachments can be added to the task or deleted from it while the process is running. Attachments are displayed in the Attachments task aspect in the task details for every task. The document highlighted in the accent color is the focused attachment for which object details are displayed. Note that the first attachment cannot be deleted.

My follow-ups View

Follow-up processes can be created for both folder and document objects. They act as processing reminders, for example. You can only create one follow-up for each object via the object actions menu. Once you have created a follow-up, it will be displayed in the My follow-ups view provided via the main menu until the due date of the follow-up is reached. Here you can edit or delete all active follow-ups (i.e., follow-ups for which time has not yet expired).

When the due date of a follow-up is reached, the object to be followed up is also displayed in the Inbox provided via the main menu. By confirming the follow-up, you can remove expired follow-ups from both the Inbox and the My follow-ups view.

My processes View

If you started a process, it appears in the My processes view. In addition to the filter option by a query term, the predefined filters All, Running and Completed are available.

By selecting a process in the task list, the users can open the process details view with the Summary, Progress, Comments and Attachments aspect areas.

Retention Management View

The Retention management view is accessible via the Main menu as of product version 2022 Winter LTS. A hit list view displays all objects with a system:rmExpirationDate property. The functional icons in the header area are already described for the hit list view.

The first column of the hit list contains a colored label that indicates whether the expiration date is already exceeded or not. A time is specified that tells users by how long the expiration date is already exceeded or how long it is until the expiration date is reached. If the time is longer than 12 months, it is indicated in years (e.g., 1.5 year(s) means one year and six months).

The predefined filters All, Next month and To be removed are available.

By clicking an object in the hit list, you open the object aspects for this object.