Defining Documents

Documents are created from one of four sources within Metemation:

• From 3rd Party applications feeding documents directly into the Metamation document repository
• From document scanning (converting paper to electronic media)
• Directly from interfaced office applications (such as Microsoft Word, Microsoft Excel, Autocad, etc)
• Creating documents manually in Metamation

To create documents normally (manually) within Metamation, there are two options which create documents in almost the same way:

• On the navigation menu on the top left of the home or "nodal display" page, select the Document Creation menu option.
• On the My Documents section of the home or "nodal display" page, select the NEW document button within this section of the display.

The document properties window is then displayed allowing the creation of new documents. This window is also used for the amendment of existing documents.

The following entries are then made when defining or amending an existing document:

Document Node: The document node is used to record the location where the document will be stored (virtual cabinet). Available locations are listed in the drop down list.
Document Type: The document type indicates the type of application used to create or amend the document. This will normally automatically be selected by the document class (see below), but can be changed from the drop down list.
Document Class: This is used to classify the type of document (invoice, purchase order etc). A list of available document classes is again available from the drop down list.
Document Reference: Every document can optionally have a document reference number (for quick reference when talking about a particular document). The document reference must be unique. For new documents, a "NEW" button is displayed alongside the document reference to automatically generate the next new available reference for the selected document class.
Description: The description is a short title for the document. Most document searches will be performed against this document title.
Synopsis: The synopsis allows an unlimited amount of text to be entered to describe the document. Where existing documents have been automatically populated from external sources (such as office applications, 3rd party applications, or from document scanning), this will be populated with the text for the document.
Version: The version is a mandatory entry, and is used to record the current (or new) version of the document. Where other versions of the document exist (for existing documents), an option is displayed alongside the version number to see previous versions.

For new documents being created in this way, after the document information and reference have been generated (if required), a button is available on screen to "Download template". If activated, the defined template for the document will be presented on screen for saving or opening (to start work on the new document as a local copy).

To save any changes, or to create the new document, press the SAVE button at the base of the screen. Where a new document is being created, the new document will automatically appear in your home and "nodal display" pages in the My Documents section, with a status of "New Document".

Once the document has been completed, you can then check in the new document for others to see and review as required.

At the top of existing document property windows, icons are available. Depending on your user type and security, the following options are generally available:

- The Watch Icon places a watch on the document.

- Grants access to the specified document to other users. Where the icon is shown in red, Grants for the selected document are already in place

- Where you are working on a document, this allows you to check in a new version of the document

- This allows you to check out the document for amendment

- The read icon opens the last checked in version of the document using the native reader (opens the document for you to read, save etc)