Standard Operating Procedures
Manage Documents SOP
PURPOSE:
The Document Profile screen adds documents to AiM and control how those documents are accessed and by whom.
Objects are the entities a repository manages. All objects have an Object Type. An object type is a classification given to an object that declares all objects of that classification to have some set of properties in common. The type structure is hierarchical so child types inherit the properties of their parent.
There are four base types: Document, Folder, Relationship, and Policy. In addition, the four base types relate to both CMIS (e.g., CMIS:Document) and AiM (e.g., AiM:Document, which is the child of the CMIS:Document object type). AiM 6.3 includes these data elements as part of the upgrade/installation, as well as the typical document types (e.g., email, CAD drawing, invoice, picture, video, etc., all of which are children of the AiM:Document object. A list of the objects automatically populated in the database are listed in the table below:
| Document Type Description | Type Name | Parent | Attributes | Attributes Required (Y/N) |
| Unmodifiable CMIS base document type | CMIS:Document | |||
| Unmodifiable AiM base document type | AiM:Document | CMIS:Document | ||
| Unmodifiable CMIS base folder type | CMIS:Folder | |||
| Unmodifiable AiM base folder type | AiM:Folder | CMIS:Folder | ||
| Unmodifiable CMIS base relationship type | CMIS:Relationship | |||
| Unmodifiable AiM base relationship type | AiM:Relationship | CMIS:Relationship | ||
| Unmodifiable CMIS base policy type | CMIS:Policy | |||
| Unmodifiable AiM base policy type | AiM:Policy | CMIS:Policy | ||
| Uncategorized | General | AiM:Document | ||
| Images | Images | AiM:Document | ||
| Scripts | Script | AiM:Document | script language | N |
| AutoCAD .dwg files | CAD drawing | AiM:Document | floor region id floor facility id floor property id floor id
converted drawing document id
predecessor id |
N |
| Email templates | Email template | AiM:Document | ||
| Birt reports | Birt_report | AiM:Document | report idreport title report description report roles report modules | N |
| Url links | Url_link | AiM:Document | ||
| AiM:Document | mail from
mail to mail subject record id |
|||
| Converted CAD drawing | Converted cad drawing | AiM:Document | floor region id floor facility id floor property id floor id .dwg document id | N |
| Outbound email | Outbound email | AiM:Document | ||
| Customer invoice | Customer invoice | AiM:Document | ||
| Email attachment | Email attachment | AiM:Document | ||
| Attachment relationship | Attachment relationship | AiM:Relationship |
* A ViewFinder is now on the Document Profile Screen enabling users to see all the screens where this file has been added as a related document.
PROCEDURE:
| 1. Navigate to the System Administration module on the main menu. |  |
| 2. Navigate to the System Administration screen and click the link to Document Profile. |  |
| 3. Click New to add a new document to the document profile list. Then choose the file to upload. | 
|
| 4. Enter document description. |  |
| 5. Select document type. |  |
| 6. If it is a PUBLIC document, click Save to save the record. Otherwise, click Load to add roles access this document. |
|
| 7. Click Save to save the record. |  |
ROLES USED:
1. System Administrator:
System Administrator is responsible for managing all documents in AiM (create, update and remove).
2. Space Manager:
Space manager is responsible for uploading and managing space documents such as .dwg files.
Return to System Administration Module SOP