Document management🔧
Overview
This capability enables users to identify, store, and manage documents and their versions. A document contains a set of meta data that enables it to be uniquely identified, to have various statuses that reflect its progress in a development and release process, and may be categorised according to it's purpose. A Document may have a number of files associated with it. These are managed by and belong to the document. For example a Word file and corresponding PDF file can be associated with a document.
Summary of features
The following features are supported by this capability:
- Identification of documents
- Version control of documents
- Check in / check out of documents
Document definition
Represents a text, a drawing, a presentation that is created and stored on a computer in order to record details of an event, a process, etc. A document is a versionable artifact on which configuration change management can be associated.
A document is usually used for managing the metadata of a digital file.
Document properties
The properties for the Document SoftType are described in the following tabbed displays:
- Properties The public properties of the SoftType instance that can be set and modified by the user or by data import.
- Meta data Meta data about the SoftType instance that are set by the ShareAspace application.
applicabilities
The set of products, product configurations, concepts or projects for which this document is restricted to i.e. applicable to.
approval
The approval of the document.
children
The set of hierarchical relationships that relate the document to its sub documents.
countryOfOrigin
A code according to ISO 3166 that identifies the country of origin.
createdByOrganization
The organization that is primarily responsible for the content of the document version. Initially this is the organization who created the document version. However, responsibility for the document may change over time.
Note
this is the equivalent of Dublin Core: Document.creator
createdByPerson
The person that is primarily responsible for the content of the document version. Initially this is the person who created the document version. However, responsibility for the document may change over time.
Note
this is the equivalent of Dublin Core: Document.creator
dateCreated
The date and time on which the document version was created.
dateReleased
The date and time on which the document version was issued or published. Typically this is when the document is formally completed and deemed fit for use.
derivedFromDocument
The document from which this document has been derived.
description
A text based description of the document.
documentId
The identifier for the document.
The combination of the identifier string and the organization that allocates the identifier provides an unambiguous reference to the document in ShareAspace
equivalentDocuments
The set of documents that this document is equivalent to. For example an exact copy of the document
exportControlCodes
A set of codes that identify a categorization of items based on the nature of the product, i.e. type of commodity, software, or technology and its respective technical parameters for export control purposes. The codes are typically defined by a countries export control authority. Hence a country is associated with the code. So for ITAR ECCN code the country would be US. It is also the case that the organization exporting material may have a different view on the categorization to the organization importing it and integrating the material into a higher assembly. Hence an import or export qualifier is used to differentiate between the two codes.
exportControlled
An indication as to whether the document is subject to export control regulations.
If so, it "may" have a ECCN specified and "may" be subject to an explicit export licence.
externalFiles
The set of files external to ShareAspace that are referenced by the document.
files
The set of files that are managed by the document.
id
The identifier for the document.
The identifier string provides an unambiguous reference to the document in ShareAspace.
intellectualPropertyConstraint
An indication as to whether the document is subject to any intellectual property rights that might need to be considered when sharing the information.
intellectualPropertyOwners
The organizations that own the intellectual property contained within the document.
keyValues
A set of user defined name and strings value pairs. Note that these name value pairs are not indexed and therefor cannot be searched for.
language
The language of the document.
name
The name of the document is a human readable label used to refer to the document. The name is not an identifier and so does not uniquely identify a document in ShareAspace.
originCommonDef
The origin of the common definition of the document.
If an origin is provided then the system representing the origin is the "master" system and the common definition can only be updated via an input from that system.
If no origin is provided, the origin is assumed to be ShareAspace and the common definition can be edited in ShareAspace.
originMaster
The origin of the of the document.
If an origin is provided then the system representing the origin is the "master" system and the document can only be updated via an input from that system.
If no origin is provided, the origin is assumed to be ShareAspace and the document can be edited in ShareAspace.
originPrivateDef
The origin of the private definition of the document.
If an origin is provided then the system representing the origin is the "master" system and the private definition can only be updated via an input from that system.
If no origin is provided, the origin is assumed to be ShareAspace and the private definition can be edited in ShareAspace.
originSharedDef
The origin of the shareable definition of the document.
If an origin is provided then the system representing the origin is the "master" system and the shareable definition can only be updated via an input from that system.
If no origin is provided, the origin is assumed to be ShareAspace and the shareable definition can be edited in ShareAspace.
privateFiles
The set of files that are managed by the document and are not to be shared.
relatedDocuments
The set of documents that are in some way related to this document.
releasedByOrganization
The organization that is responsible for making the document version available. I.e.publishing or releasing the document version.
Note
this is the equivalent of Dublin Core: Document.publisher
releasedByPerson
The person that is responsible for making the document version available. I.e. publishing or releasing the document version.
Note
this is the equivalent of Dublin Core: Document.publisher
securityClassifications
The set of security data classification levels for the document.
sharedFiles
The set of files that are managed by the document and can be shared. The files need to be shared separately to the sharing of the document.
status
The status of the document where the status represents the state, or stage within a process, of the document at a particular time.
systemDataSourceCommonDef
The system from which the document's common definition was loaded.
systemDataSourceMaster
The system from which the document was loaded.
systemDataSourcePrivateDef
The system from which the document's private definition was loaded.
systemDataSourceSharedDef
The system from which the document's shareable definition was loaded.
type
The category of the document.
versionId
An identifier for a version of the document. Note that the identifier string provides an unambiguous reference to one version of the document in ShareAspace.
compliant
A flag indicating if the Unit of Information is valid in regards to the SoftType data section and rules.
coOwners
The list of internal ShareAspace key of Participants that have currently read write access to the object via a share pack.
coOwnersCommonDef
The set of internal ShareAspace keys identifying participants that have currently read write access to the object's common definition via a share pack.
coOwnersSharedDef
The set of internal ShareAspace keys identifying participants that have currently read write access to the object's shareable definition via a share pack.
coReaders
The list of internal ShareAspace key of Participants that have currently read only access to the object via a share pack.
coReadersCommonDef
The set of internal ShareAspace keys identifying participants that have currently read only access to the object's common definition via a share pack.
coReadersSharedDef
The set of internal ShareAspace keys identifying participants that have currently read only access to the object's shareable definition via a share pack.
created
The date and time when the Unit of Information was created in the ShareAspace store.
creator
The user that created the Unit of Information in the ShareAspace store.
lockedBy
lockingHistory
oId
The internal ShareAspace store key for the object instance.
owner
The internal ShareAspace key of the Participant owning the object.
ownerCommonDef
The internal ShareAspace key of the participant owning the object's common definition.
ownerSharedDef
The internal ShareAspace key of the participant owning the object's shareable definition.
owningHistory
The historical record of owners for the object.
owningHistoryCommonDef
The set of historical records of the ownership of the object's common definition.
owningHistorySharedDef
The set of historical records of the ownership of the object's shareable definition.
sharingHistory
The historical record of sharing information for the object.
sharingHistoryCommonDef
The set of historical records of the sharing and unsharing of the object's information stored on the common definition.
sharingHistorySharedDef
The set of historical records of the sharing and unsharing of the object's information stored on the shareable definition.
softType
The SoftType identifier associated with the Unit of Information.
transactionOn
The date and time when the last change on the Unit of Information was performed (anywhere in the Unit of Information) in the ShareAspace store.
updated
The date and time when the Unit of Information was updated in the ShareAspace store.
updater
The last user that updated the Unit of Information in the ShareAspace store.
versionCoReaders
The list of internal ShareAspace key of Participants that have currently read only access to the version via a share pack.
versionCreated
The date and time when the version was created in the ShareAspace store.
versionCreator
The user that created the version in the ShareAspace store.
versionOId
The internal ShareAspace store key for the version instance.
versionOwner
The internal ShareAspace key of the Participant owning the version object.
versionUpdated
The date and time when the version was updated in the ShareAspace store.
versionUpdater
The last user that updated the version in the ShareAspace store.