Document structure

Note: Document structure is part of advanced document management, which is an optional module that can be added to INEXTIA.

The document structure is used to create an easy and clear visualization of documents registered in INEXTIA. It can be compared to a file structure, where files are organized into folders at multiple levels.

Therefore, the structure can also be used if document management in INEXTIA is intended to be the central tool for document/file management, and fully or partially replace a traditional file server. One of the advantages of using INEXTIA instead of a file server is that documents are always accessible, no matter where you are.

Groups

Document groups are the foundation of the document structure. The groups divide documents into logical units, similar to folders on a file server.

Examples of document groups can be areas, projects, etc.

Document groups are created from the document group screen, or as shown in the example below, directly from the Document Structure screen.

Similar to the component structure, the document structure is built in levels by specifying whether a document group belongs under another group (has a parent group).

There is no limit to the number of levels of subgroups that can be created in the structure.

A document is placed in a group by setting the reference to the document group in the document screen.
(If the document is created from the Document Structure screen, the reference to the group will automatically be set).

If there is no document group on the document, it will not be displayed in the document structure.

Types

Document type is an additional grouping of the documents.

Document types are created from the Document Type screen.

Examples of document types include images, drawings, manuals, P&ID diagrams, service reports, etc.

The type is not built hierarchically in the same way as the document group. However, when both a group and a type are assigned to a document, the type will automatically appear as a subgroup in the document structure.

The example above shows the type "Picture."

The groupings are displayed because there are documents that make use of this type.

While a document group will always only be displayed in one place in the document structure, the document type will be shown wherever there is a document that uses it. For example, the document type "Picture" from the previous example could potentially appear under every document group.