The following sections explain the terms topic, file, folder, file type, folder type, file data, folder data, document data, and email data.
Topic
A topic assigns metadata to files, folders, and documents. Depending on the subject area, you can set different metadata for different topics.
This metadata (file data, folder data, document data, and email data) is available for tagging files, folders, and documents in STP Documents.
The following standard topics are available in STP Documents:
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Insolvency
Defines the metadata for file type p4
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Jurathek
Defines the metadata for the file type Knowledge Management
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Mail
Defines the metadata for emails
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Phantasy
Defines the metadata for the file type Phantasy
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ReNoStar
Defines the metadata for the file type ReNoStar
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STPFile
Defines the metadata for the file type Lawyer File.
In file management, you can assign a topic with predefined file data, document data, and email data to a file through the file type property.
Files, File Types, Documents, and Topics
In a file, you can compile documents. You can assign a file type and a file status to each file. Depending on the file type, different file data and document data are available. All documents in a file share the file data of the file. You can assign additional document data to each document in a file depending on the file type. The file data and document data assigned to the various file types are stored in topics.
Folders, Folder Types, Documents, and Topics
In a folder, you can compile documents. You can assign a folder type to each folder. Depending on the folder type, different folder data and document data are available. All documents in a folder share the folder data of the folder. You can assign additional document data to each document in a folder depending on the folder type. The folder data and document data assigned to the various folder types are stored in topics.
File Type
Depending on the file type, different file data is available for tagging files.
The following file types are already set up in STP Documents:
- Lawyer File: Defined by the topic STPFile
- p4: Defined by the topic Insolvency
- ReNoStar: Defined by the topic ReNoStar
- Phantasy: Defined by the topic Phantasy.
With the topic designer, you can derive your own file types from standard topics and templates or edit and expand existing topics.
File Data
File data is metadata assigned to a file. The file data consists of general file data and topic-specific data. Depending on the topic and file type, different file data is available. With the topic designer, you can derive your own file types from standard topics.
Folder Type
Depending on the folder type, different folder data is available for tagging folders.
The following folder types are already set up in STP Documents:
Knowledge Base: Defined by the topic Jurathek
With the topic designer, you can derive your own folder types from standard topics and templates or edit existing topics.
Folder Data
Folder data is metadata assigned to a folder. The folder data consists of general folder data and topic-specific data. Depending on the topic and folder type, different folder data is available. With the topic designer, you can derive your own folder types from standard topics and templates or edit existing topics.
Document Data
Document data is metadata assigned to a document. The document data consists of general document data and topic-specific data. Depending on the topic, different document data is available. In the topic designer, you can specify which document data is available for tagging in STP Documents.
Required Fields
Two different types of required fields are defined.
There are technically necessary required fields (e.g., AZ Intern, designation, folder name) and professionally necessary required fields (e.g., the field topic in the folder type Knowledge Base).
If a technically necessary required field is not filled, it cannot be saved, and an error message is displayed.
If a professionally necessary required field is not filled, a default text (required field not set) is automatically added.
Mail Data
Mail data contains mail-specific information:
- Sender
- Text excerpt
- Cc
- Recipient
- Send date
- Process
Indexing Module
Indexing modules import data from other applications. In document data editing, customized dialogs for entering metadata are displayed.
STP Documents provides the following indexing modules:
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"Standard"
The document data editing window uses the standard dialog for the topic. No data is imported from other applications.
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"p4Link"
The document data editing window uses the dialog for p4.
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"PhantasyLink"
The document data editing window uses the dialog for Datev Lawyer Pro.
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"RenoStarLink"
The document data editing window uses the dialog for ReNoStar.
ReNoStar must be installed on the client to use the ReNoStarLink. Phantasy must be installed on the client to use the PhantasyLink.
In the "General File, Document, or Folder Data" section, the columns
- "Label"
- "Field Type"
- "Internal Name"
and in the "Topic-Specific File, Document, or Folder Data" section, the columns
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"Label":
The Label field is used as the file or folder type in file or folder management.
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"Pos" (Position):
Determines the display order in the ["Edit Document Data"] window.
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"Field Type":
Adopt the field type from derived standard topics unless there are compelling reasons for a change.
File data, folder data, document data, and email data can be assigned the following field types:
- Date: for date entries
- Whole Number: for integers, e.g., 1, 2, 3, … 4567, …
- Yes/No Field: e.g., for Yes/No or Active/Inactive.
- Real Number: for decimal numbers, e.g., 1.2 or 3.141592
- Text: for any text
- UniqueID: for a unique designation that may only occur once in the database for this field.
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"Base":
Name of the database field where values are stored. The base cannot be changed.
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"Internal Name":
The internal name of a field cannot be changed.
"Rule"
"Selection List"
"Data Source"
are displayed.
Related to