Navigation Area

The navigation menu appears on the far left of the main Home page or Nodal display screen. Depending on your user type and configuration, the menu displayed will have a variety of menu options available for the control and configuration of the Metamation repository. These menu items will include:

SMTP Connection - for changing connection to an SMTP server for email production
User Maintenance - used to define or amend users who can use the system
Document Class - used to define the types of documents to be stored Document Class Templates - for defining document templates and references
Node Types - defines the types of nodes which can be defined within the system
Advanced Searching - performs searches within the repository
Logout - Logs you out of the application (back to the login screen)

Favourites

Below the main menu, your favourite items will be listed (nodes, documents, tables etc). Each favourite can be selected with the mouse to jump to that area or item, or in the case of favourite nodes, can be unfolded to show specific items (documents, alerts etc).

SMTP connection Admin

In order for Metamation to be able to send external emails, it must be able to communication with your organisations SMTP server. Configuration of the sending SMTP connection is performed using the SMTP connection administration, which is available to system administrators on the navigation menu.

Within the screen defined, the prompts allow the system administrator to specify SMTP features including the single SMTP server details, security credentials (where required), and 'sent from' information. All prompts marked with an asterix (*) are mandatory, as follows:

Name: Mandatory entry requiring entry of the network name of the Metamation application server
Description: This is the optional name of the main Metemation application server specified:
From Address: This is a mandatory email, and is used to specify the email address Metemation alert emails will come from. Typically, this is either Metamation@yourdomain.com or NoReply@yourdomain.com.
Email Prefix: This mandatory entry is the prefix which appears as the start to the Subject of sent emails. I.E "Alert from mycompany... ". Metamation will add text to your prefix to describe the subject of the emails when sent.
Host Name: This optional entry allows the IP address or Network name of your SMTP server. If left blank, SMTP will be sent (if available) from the main Metamation server.
SMTP Port: By default, port 25 is used for SMTP mail sending. If you need to change this, enter the port number here.
User Name: If your SMTP server needs authentication, enter the user name or email address
here.
Password: If your SMTP server need authentication, enter the password for the named user here.

User Maintenance

In order for anybody to view, create or access documents on the Metamation information repository, they first need to be defined as a user within the Metemation application. The creation or amendment of users is carried out in the User Maintenance routine, which can only be accessed by pre-defined system administrators from the main Navigation Menu on the administrators home page.

User List
When the User Maintenance screen is first selected, the list of existing defined users is shown on screen. Existing users can be amended by clicking on the user line with the mouse. To create new users, the "New" button can be selected at the bottom of the user list.

User Creating or Amendment
After selecting "new" for a new user, or selecting an existing user for amendment, the main user maintenance screen is then presented. This allows creation or amendment of existing users through the following entries:

User Code: The user code is entered to define the user. Every user in the system should have a unique user code. Normally, it is suggest that the user code be the users initials or similar code.
User Name: The user name identifies the user to other system users. It is strongly suggest that user names are not changed when an old user leaves and a new user starts with the same initials, as this will cause any existing audit or control information to now point to the new user.
Department: The users department can either be selected from existing departments (from the drop down list), or a new department can be specified in the space provided.
Password: The password should ideally be a mixture of alphabetic and numerical characters. When amending an existing user, the users current password will not be displayed, but can be changed by entering a new password here.
Validated Password: In order to save a new or amended user, the password needs to be re-entered to verify that the correct password has been specified.
User Type: The user type can be selected from the available list of drop-down user types: Administrator - Allows all functions of the system including ability to create users, node types etc
Submitter - Subject to other security, is allow to create and amend documents and data
Viewer - Subject to other security, is only allowed to view existing documents and data
Status: The user can be marked as activate or in- active from the drop down list. Only active users can logon into the application and be selected for tasks and work.
Email Address: Allows storage of the users email address. When entered, alerts and notifications will automatically be emailed to the user.

Document Class Maintenance

Documents held within the Metamation repository are stored and divided into Document Classes. Document Classes are used to group types of documents, to allow templates to be defined, and to allow document references to be set based on the type of document (document class). Examples of types of Document Classes that could defined may be:

• Invoices
• Letters
• Contracts
• Designs
• Specifications
• Quotations
• Maps and Directions
• Etc

The creation or amendment of Document Classes is carried out in the Document Class Maintenance routine, which can only be accessed by pre-defined system administrators.

For system administrators, the Document Class Maintenance option is available within the system Navigation menu options on the administrators home page.

Document Class List
When the Document Class Maintenance screen is first selected, the list of existing defined document classes is shown on screen. Existing classes can be amended by clicking on the class line with the mouse. To create new document classes, the "New" button can be selected at the bottom of the existing Document Class list.

Document Class Creating or Amendment
After selecting "new" for a new Document Class, or selecting an existing class for amendment, the main Document Class maintenance screen is then presented on screen. This then allows creation or amendment of existing classes through the following entries:

Class Code
The document class code is a short code to define the document class type. Each document class requires a unique class code.

Description: This is the full description of the document class being defined. The document class can be marked as activate or in-active from the drop down list.
Status: Only active classes will be available for use within the Metamation document store.

Document Class Templates Maintenance

Just as products such as Microsoft Word allows templates to be defined for common documents, so Metamation allows templates to be defined for every class and type of document. Metamation allows templates to be defined for each type of document, so for instance, templates can be defined for zip files which contain a zip file with Copyright notices, content indexes etc to which other items can be added.

In addition to the physical templates themselves, the Metamation document class template maintenance allows document references to be defined. Whenever a new document is created within Metamation, the system can optionally generate a new document reference, based on a template that you define.

When templates and document references are used, the template that is most relevant within the node structure is used. As an example, where a node structure is defined to represent a company or project structure, the template first found up the tree from the location where the document is being filed will be used. If a template exists at the top most level (a good fall-back position), then this will always be used, unless an alternative template further down the tree can be used instead.

The creation or amendment of Document Class Templates is carried out in the Document Class Template Maintenance routine, which can only be accessed by pre-defined fined system administrators.

For system administrators, the Document Class Template Maintenance option is available within the system Navigation menu options on the administrators home page.

Document Class Template List
When the Document Class Template Maintenance screen is first selected, the list of existing defined document classes templates is shown on screen. Where you have administrator rights to a particular node/document class combination, these existing class templates can be amended by clicking on the template line with the mouse. To create new document class template, the "New" button can be selected at the bottom of the existing Document Class Template list.

By default, ALL document class templates defined within the system are listed. However, to list template for a particular node, the node selection drop down list can be used to filter the display to a node that you can access.

Document Class Templates Creating or Amendment
After selecting "new" for a new Document Class Template, or selecting an existing class template for amendment, the main Document Class Template maintenance screen is then presented on screen. This allows creation or amendment of existing classes templates through the following entries:

Node
This selects the node the template should apply to, from the drop-down list of nodes that you can access. When a document is created in the specified storage node or any children (subject to them having their own template over-rides), any documents of the specified document class will use your specific template.

Class Code: The document class code is a short code to define the document class type for the Document Reference template being defined. The available Activate document classes are available in the drop down list
The document reference is the template for the document reference number to be used for the new generated documents. Almost any characters can be used for the document reference, however, the "?" has a special meaning as this is where the template generates the next available number. Placing a series of "?" together will pad the generated number with leading zeros.

As an example, to generate a document reference of "DEMO-SPEC-0001-UK" (where 0001 is the next available number), enter a document reference of "DEMO-SPEC-????-UK". The defined document template for new documents can be uploaded into the database. Use the Browse button to point to the pre-defined template file. Once the template is saved, the reference the Document Template referenced template is uploaded to the
Metamation system for everybody to use. You are then free to delete the local copy of your template. When amending, the URL where the template was originally uploaded from is shown for reference.

Node Types

Documents held within the Metamation repository are stored against storage nodes. These storage nodes are divided into types of node, allowing selecting filtering of nodes.

Examples of types of node types that could defined may be:

• Internal storage
• External storage
• Project folders
• Old storage files
• Etc

The creation or amendment of Node types is carried out in the Node Type Maintenance routine, which can only be accessed by pre-defined system administrators.

For system administrators, the Node Type Maintenance option is available within the system Navigation menu options on the administrators home page .

Node Type List
When the Node Type Maintenance screen is first selected, the list of existing defined node types is shown on screen. Existing types can be amended by clicking on the type line with the mouse. To create new node types, the "New" button can be selected at the bottom of the existing Node Type list.

Node Type Creating or Amendment
After selecting "new" for a new Node Type, or selecting an existing type for amendment, the main Node Type maintenance screen is then presented on screen. This then allows creation or amendment of existing types through the following entries:

Node type: The node type code is a short code to define the node type. Each node type requires a unique type code.
Node Class: The node class is used for filtering, and can either be selected from existing classes (from the drop down list), or a class can be specified in the space provided.
Description: This is the full description of the node type being defined.
Status: The node type can be marked as activate or in-active from the drop down list. Only active node types will be available for use within the Metamation document store.