You can assign documents to a file. All documents in a file share the file data of the file. Depending on the file type, different file data is available. You can assign additional metadata (document data) to each document in a file. Depending on the file type, different document data is available. You can assign a file reference to another file for each file. A file can only refer to exactly one other file. A file can be referenced any number of times by other files. Direct and indirect circular references are possible. Additionally, you can assign a register structure to a file.
File Type
The following file types are already set up in STP Documents:
- WinMACS Lawyer
- WinMACS Notary
- InsoMACS
- Lawyer File
- Office File
- Winsolvenz p4
- ReNoStar
- Phantasy.
Depending on the file type, different file data is available. With the theme designer, you can create your own file types or modify standard themes.
File Data
File data is metadata assigned to a file. Depending on the file type, different file data is available.
With the [theme designer] you can create your own file types or modify standard themes. The general file data is predefined in all file types and cannot be changed.
WinMACS Lawyer
| General File Values | Theme-Specific File Data |
|---|---|
| Internal File Number (Required) | Department |
| Description (Required) | Court |
| Court File Number | Filing Number |
| Client | |
| Opponent | |
| Case Handler |
WinMACS Notary
| General File Values | Theme-Specific File Data |
|---|---|
| Internal File Number (Required) | Notary Office |
| Description (Required) | Department |
| Court File Number (remains empty) | Filing Number |
| Client | |
| Opponent (remains empty) | |
| Case Handler |
Lawyer File
| General File Data | Theme-Specific File Data |
|---|---|
| File Status | Lawyer |
| Internal File Number | Department |
| Description | Court |
| Court File Number | Opponent File Number |
| Client | Opponent Lawyer |
| Opponent | |
| Case Handler |
Office File
| General File Data | Theme-Specific File Data |
|---|---|
| File Status | File Categories |
| Internal File Number | Main Legal Area |
| Description | |
| Court File Number | |
| Client | |
| Opponent | |
| Case Handler |
winsolvenz.p4
| General File Data | Theme-Specific File Data |
|---|---|
| File Status | Court |
| Internal File Number | Procedure GUID (hidden) |
| Description | Administrator |
| Court File Number | |
| Client | |
| Opponent | |
| Case Handler |
Phantasy
| General File Data | Topic-Specific File Data |
|---|---|
| File Status | Department |
| Internal File Number | Regarding |
| Description | |
| Court File Number | |
| Client | |
| Opponent | |
| Case Handler |
ReNoStar
| General File Data | Topic-Specific File Data |
|---|---|
| File Status | Company |
| Internal File Number | Opponent Lawyer File Number |
| Description | Opponent File Number |
| Court File Number | Court |
| Client | Court File Number Instance 1 |
| Opponent | Court File Number Instance 2 |
| Case Handler | Court File Number Instance 3 |
| Client File Number | |
| Notary | |
| Department | |
| Status | |
| Prosecutor File Number | |
| Regarding | |
| Value |
Register
Registers are subdirectories within a file or folder. Documents can be stored in registers according to additional sorting criteria.
Register Structure
The register structure defines a tree structure of registers for a file or folder.
The register structure specifies the names, numbering, and order of the registers. Each file and folder can be assigned a register structure.
In the step "Register Structure" in the "Edit File Data" or "Edit Folder Data" window, a register structure can be created, changed, and deleted for each file or folder if the logged-in user has full access to the file or folder.
Reference to Other Files
A reference to other files means that a file professionally references another file.
A file can always refer to exactly one other file.
Any number of files can refer to a single file.
Direct and indirect circular references are possible.
File references to the selected file are displayed in a display field at the bottom right of the "File and Folder Management" window.
Files that refer to the selected file receive the symbol.
Files that are referenced receive the symbol.
References from and to folders are not supported. A file can only refer to a file of a different file type.
Access Rights
Access rights allow users and groups to access the selected file or folder. These access rights can be further restricted for the documents in the file or folder. Access rights set here can be overridden by more extensive access rights granted to groups.
Assign access rights to files and folders.
Change the access right for the group Everyone to Read or Modify, or remove the group from the Authorized area.
Grant a group (e.g., Administrators) full access rights.
Preferably assign access rights to groups rather than individual users.
Whenever possible, do not assign access rights to documents. The full access right for the group Everyone on the document will then be overridden by the file's access rights.
As a user with the role of File Administrator, you can assign access rights to more than one file or folder at the same time using the Access Rights button multiple assignment.
File Status
A file can have the following statuses:
- "Active": The file and its documents can be edited without restriction, depending on the assigned access rights and roles.
- "Dormant": The file is not currently being actively edited. The file and its documents can still be edited, depending on the assigned access rights and roles. However, the file cannot be deleted as long as it is assigned the Dormant status.
The file status can be used as a display level in search profiles.
File History
A [history can be displayed] for existing files and folders.
Related to