Why the document attributes are useful ?
Document attributes are elements that will allow you to identify the different characteristics of your documents and provide additional information to your operators.
How do I create document attributes ?
To create document attributes, just click on "Structure" available from the "Documents" tab:
Then click on "Create an attribute" and configure the new attribute by filling in the following fields:
- Attribute name: be careful, its name must be unique!
- Type of attribute (multiple choice, text, date etc.)
Once the attributes are created, they will be automatically added to your documents. To view the value of the attributes of your document, click on it, in the "Attributes" tab you can see all the attributes and their value. To modify the value of an attribute from the Web platform, click on the pen to the right of the attribute that you want to modify.
If the attribute has not yet been created, it will be necessary to create it from the structure tab.
Why use them ?
There are many advantages to creating document attributes :
1. Create documents / asset association rules
Thanks to the association rules between documents and assets, you can configure rules allowing documents to be automatically associated with some assets, according to document attributes and assets attributes.
Example : All the assets whose "Family" = Engines are associated with the Documents whose use case is = "Make a maintenance notice".
Be careful : Each attribute must have a unique name, even if it does not have the same typology (Document, Asset, Intervention or User). Thus, if an attribute is common between several libraries, for example Documents and Asset, it is advisable to put different names.
2. Create specific access rights according to the teams
Document attributes are used to determine who sees what according to the team to which the user belongs.
Example: All users whose Team = North can see only the Documents whose attribute "Zone" = North:
Note: Restricting access to the documentary database can also be done via the Files.
To create the access rights, it is necessary to create the teams beforehand. Then, click on the toothed wheel of the "Users" tab then click on "Teams".
Then select the team on which to set Conditions:
Then click on "Add a condition". Then select "Documents" then "Restricted Access", then select the attribute on which the condition is based:
The condition can be "is", "is not," contains "or" does not contain ".
If the condition is based on two different attributes, a new rule should be made.