Attributes

Most metadata is assigned to files through attributes. The attribute categories and entries within those categories can be freely defined by the customer. The code for the attributes can be either fixed length or variable in length, depending on the routing configuration.

To view all attributes, click on "Archive" in the navigation menu and select "Attributes":

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The grey box shows the name of the attribute and, when selected, displays a list of all entries within that category.

Each entry must contain a code (used in the filename) and a description (Parameter value). Each code and description must be unique and can only be used once.

The order number is optional and determines the displayed order of the entries. If no number is entered, 0 will be added automatically as default and the entries will be listed alphabetically.

Adding new categories 

To configure attributes, go to “Attributes” under “Archive” in the navigation menu. The grey box shows all attribute categories:
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To add a new category, enter the name and a number for sorting in the textboxes below the grey box and click «Create».

Adding new entries to categories 

Go to “Attributes” under “Archive” in the navigation menu, then click on the category you want to modify in the grey box. A list of all entries for that category will appear to the right:

mceclip1.pngEnter the code and a description for the new entry in the textboxes below the list of entries. Each code / description must be unique and can only be assigned once per category.

The order number is optional and determines the displayed order of the entries. If no number is entered, 0 will be added automatically as default and the entries will be listed alphabetically.

Click «Create» to execute.

Modifying existing entries 

Go to “Attributes” under “Archive” in the navigation menu, then click on the category you want to modify in the grey box. A list of all entries for that category will appear to the right. Click on the entry you want to modify

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Adding / modifying categories & entries via import 

A excel template can be downloaded to modify or add multiple entries to an existing category. This template can also be used to create new categories 

To download the template, select a category and click «Export». :

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Open the template once it has been downloaded. The excel sheet will show all entries for the selected category:

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Add new entries to the category by filling out the colums Attribute Long text, Abbreviation and Sorting.

Modify exisitng entries by filling out the columns New long text and/or New abbreviation / Sorting*

To add new categories, enter the name in the column „Attribute“ then add entries as described.

Once all entries have been made save the excel to your hard drive

Upload the excel

To upload the template go to „Import/Update attribute values“ in the navigation menu under attributes.

Select the excel template from your hard drive and click on Import to upload:

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After the upload the modified or new entries and categories can be viewed under „Attributes“

Deleting an entry 

Go to "Attributes" in the navigation menu and select the category to show all entries.
Either select an individual entry to be deleted and click «Delete», or delete multiple entries with the option «Delete all unused»:

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Any entries can only be deleted if they are not used in an existing filename.

Deleting a category 

Go to "Attributes" in the navigation menu and select the category to delete. Click «Delete» below the grey box to execute:

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The categories can only be deleted if they contain no entries and are not assigned to folders or part of an existing routing.

Attribute Restrictions 

User-specific permissions can be helpful to regulate the access to certain attributes in the upload. If restrictions are made here to attributes, they will only be visible to the selected users.

To use this option, first go to „Attributes“ in the navigation menu and select the category to which you want to restrict the access too from the grey menu bar.

Next, check the box next to „User-specific permissions“ and click «Save» below the grey box:

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Next, got to „User-specific permissions“ in the navigation menu to set the access rights for the restricted attribute.

All Attributes that have the „User-specific permissions“ activated will appear here. Select the attribute for which to set the rights. Once selected, a list of all users in the project will appear to the right:

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Select all the users from the list that are allowed access to the restricted attribute by checking the box next to their name.

Click «Save» once all users are selected.

In the example only the users Conclude ServicePoint will now see and be able to assign the attributes for „WF-Status“

General Attribute Restrictions 

Another and more detailed way of restricting access is through „General attribute restrictions“ in the navigation menu under „Rights“.

Select the group you want to add restrictions for from the grey menu box. A list of all attributes and entries will appear to the right.

The three colums represent the access rights None, Read only and Write. You can now adjust the access for groups to individual entries of the attributes by clicking the radiobutton in the required column:

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Click «Save» at the bottom of the page before changing groups

In this example, the group Constr. Company may only upload files for the project phase „CC- Construction and Commissioning“ This restriction ensures, that users from this group cannot accidentally upload files with any other project phase.

 

The attribute restrictions can also be set using „Restrict attributes“ under „Rights“ in the navigation menu:

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Select the attribute you want to restrict from the drop-down menu.

Next, select the value from the selected attribute under „Attribute value“

Finally, type the group name of the group to which these restrictions shall apply (the group name must match exactly to the name under "Groups")

At the bottom, there are 3 rights to choose from. Choose the right to assign for the selected attribute value for the selected group by clicking on the button.

 

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