The system provides to you the Archive Viewer application. It allows you to verify any archive finalized by the system. This application has three functionalities:

• Verify: archive verification
• Browse: listing of all documents inside an archive
• Search: among documents into the archive

After launching the application, you must click on File > Open and search the archive folder. This folder can be in a hard disk area or into a CD / DVD.

If has been selected a correct folder, you can check the archive by clicking on Verify. Then compares a summary screen that has two columns: at the left one there is the list of the steps that were completed during the verification. If these steps are all in green color, it means that the archive is valid. Even if only one of them is red, then the archive is invalid. On the same screen on the right column it is shown the report of the verification procedure, in which are specified correctly and precisely all the problems.

Another feature is the display of the list of documents in an archive by clicking on Browse. At the top of the screen there are the archive information, while below there is the table of documents similar to document list table inside the system. By default, the maximum number of records displayed is 1000, but this value can be changed in the search page. If the number of documents in the archive is greater than the value set on the search page, a notification message is displayed to you. For each file, clicking on any field in the table, opens a small popup that displays the details of the selected document. Instead, clicking on Open File, you can view the contents of the document.

Another feature is the search among the documents of an archive by clicking on Search. You simply have to add and remove a search condition applicable to all possible metadata of a document, similar to the parametric search inside the system. In particular, you can change the maximum number of documents to be displayed on the listings page.

This panel displays the list of all archives previously created with the following information:

• Creation date
• Name
• Type
• Size
• Status
• User that has created the archive
• User that has closed the archive
• Path on the server where the archive has been created

Initially, the archives are opened.

To add a new archive, you have to click on Add archive button, and then you have to specify a name and a description.

When you decide that the archive must be inserted into an optical support, you can finalize the archive. First, you must close the archive, so right-click on the item and then select Close. Now the archive is ready to be exported. At the end of the scheduled task, Archive Builder the archive goes to the final status of Finalized and is ready to be copied into any optical media.

You can delete an archive by right-clicking the item and then selecting the Delete context menu item.

Selecting an archive item, you can see all the documents inserted into the archive.

Incremental Archives

You can create archives of documents asynchronously through the scheduled task Incremental Archives. In this tab, you can set the features and the details of an incremental archive.

To add a new archive, you have to click on Add incremental config button. Each archive must have a prefix, and you must set how often (frequency, in days) the system must create the archives. You can select in which folder, within the documents archive, will be searched for documents and can define the templates to which these documents will be associated.

Into the [Import Archives] panel, you can configure the import from archives.

Import Archives

Into the [Import Archives] tab, you can see all the archives already imported or that are still waiting to be imported into the system. For each archive, are shown the following information:

• Creation date
• Name
• Description
• Number of documents
• Status
• The user that has created the archive, that can be different from the user that has imported the archive.

Initially, the archives are in the Opened status and ready to be imported by the scheduled task Archive Importer: for each archive, the task verifies if it is valid, sets its status to Closed and starts the import of documents. At the end, if no errors have occurred, the archive goes to the final status Finalized. If, instead, you want to delete an archive, right-click on the item and select [Delete].

Selecting an archive item, you can see its details and settings that you can modify:

• Description
• Import templates: whether to import all templates that are not currently stored into the system and which are associated with one or more documents to be imported. If you choose to not import the templates, the documents will be associated with the default template.
• Import Custom IDs: the import policy regarding the documents custom IDs:
  
  
  • Ignore: the documents custom IDs are not imported, then the system will create a new custom ID for each document according to the associated template.
  • Import as new release: if an importing document has the same custom ID as a document already stored into the system, then the system generates a new release of that document with the metadata of the document to be imported.
  • Import as new subversion: if an importing document has the same custom ID as a document already stored into the system, then the system generates a new subversion of that document with the metadata of the document to be imported.
  • Import as new document: if an importing document has the same custom ID as a document already stored into the system, then the system generates a new document with a new custom ID.

Incoming Bundles

Into the [Incoming Bundles] tab is shown all the bundles that you want to import. You have to insert these folders into <repository>/data/impex/in, the system recognizes the new folders and shows them on the list. After that, right-click on the bundle item and then select [Import this bundle]: the system creates a new import archive, that you can see into the list on the first tab [Import Archives]. If, instead, you want to delete a bundle, right-click on the item and select [Delete].

NOTE: If, during the execution of the scheduled task Archive Importer, some errors occur, the archive doesn't go to the finalized status, but goes to an error status and to the archive item is associated an error icon. Into the log file of the scheduled task, you can see all the occurred errors.

NOTE: For each archive into the [Import Archives] list you can modify the archive settings, but when the scheduled task starts to import the documents, the settings cannot be modified.

NOTE: The imported documents are not immediately indexed. So you have to wait the scheduled task Documents indexing.

The system can store emails and their attachments by downloading them from remote email accounts. You can configure a number of email accounts so  that they will be regularly inspected by the system searching for new posts to be imported as documents.

In this panel you can see the currently existing accounts.

To add a new account, you have to click on Add account button. These are the standard Properties:

• Email account
• Server Host
• Username (optional)
• Password (optional)
• Target: the folder inside the documents archive in which to save documents
• Language: language associated to the documents that will be imported
• Protocol: POP3 or IMAP. In the case of IMAP server is possible to specify the folder from which will be retrieved the e-mails

It is possible to specify other settings (tab Ext. Properties) to control other aspects of import, in particular:

• Mail Folder: in case of import with IMAP protocol it is possible to specify the import source folder
• Format: you can import the email divided in multiple files or import as one single .eml file
• Include: contains a comma-separated list of extensions, defining the only types of attachment that can be downloaded
• Exclude: not allowed extensions (comma-separated list)

Into the Filters tab, you can set one or more email filters. So you can specify a folder inside documents archive in which will be stored all the emails that match the filter.

Note: Only active mailboxes will be inspected at regular intervals by the scheduled task Email Download.

Into the Automation tab you can write your automation procedure that will be invoked at each import passing the email variable.