Managed Documents plugin
This page describes the applications and modules, database table structure, scripts, and roles.
Database table structure
The following tables are added:
| Display Name (Table Name) | Description |
|---|---|
| Document [dms_document] | The document details. |
| Revision [dms_revision] | The document revisions. |
| Audience [dms_audience] | The intended document readers. |
| Classifications [classification] | The document restriction level, such as public or confidential. (Does not define access to the document. Document security is set in user and group permissions.) |
| Type [dms_type] | The document purpose. |
| Component [dms_component] | The components of name formats. The value field is a dot-walking expression that is evaluated. An exception is made for the revision because it does not exist when the revision name is generated. |
| Name format [dms_name_format] | The composition of components to generate revision names. |
| Approval sequence [approval_sequence] | The approval sequences that users must follow. |
| Approval Rule [dms_approval_rule] | The criteria that records of the dms_document table must match. Used to automatically add approvers to a document. |
| Collection [dms_collection] | The document groups created by the user. |
Scripts
| Rule | Description |
|---|---|
| Update Document | Changes the state of a document depending on its revisions. |
| Add Approvers | Populates the list of approvers in the document. |
| Script include | Description |
|---|---|
| DocumentManagement | Contains the main logics for the Managed Documents plugin. |
| DocumentManagementDB | Contains methods to perform CRUD operations on the database. |
| DocumentManagementSecurity | Helps manage the security of the Managed Documents system. |
| DocumentManagementAjax | Updates the details of the temporary revision that is created when opening the upload/check in revision form. |
| DocumentAttachmentAjax | Renames an attachment file. |
| DocumentRevisionWorkflowHelper | Helps perform basic workflow operations on a revision. |
| DocumentManagementApprovalMatcher | Helps obtain the user and group approvers for a document that matches approval rules. |
| DocumentApproverHelper | Contains logics to handle document approvers. |
| DocumentManagementUtils | Useful methods. |
| DocumentReferenceQualifiers | Static methods that return reference qualifiers. |
| Rule | Description |
|---|---|
| Document type change | Updates the name format field in the revision settings section of the document. Each type has a default name format. |
Roles
This plugin introduces two new roles:
| Role | Description |
|---|---|
| document_management_user | This role enables a user to access the Managed Documents plugin, create documents, and search for documents. Document reviewers and approvers need the document_management_user role to access the Managed Document plugin. (Please note that reviewers and approvers can also access a document revision from an approval record.) |
| document_management_admin | This role enables a user to change administrative settings for the Managed Documents plugin. |
Note: Each document has individual permissions, so even if a user is given the document_management_user role and has permissions to the application, the user can only view documents to which they have been given access.
- Install the Managed Documents plugin
The Managed Documents plugin is available for activation by users with the admin role.
Parent Topic:Managed Documents