Custom Structures (Virtual Space)
  • 26 Sep 2022
  • 6 Minutes to read
  • Contributors
  • Dark
    Light
  • PDF

Custom Structures (Virtual Space)

  • Dark
    Light
  • PDF

Article summary

Virtual spaces

In Constellio, the concept of virtual spaces refers to the taxonomic representation of hierarchical structures in the home screen. In all collections created with the Integrated Document Management module, the home screen displays two hierarchical structures by default: the classification plan and the administrative units. For collections supporting robots and enterprise search, the virtual space "Network Shares" will also be displayed in the home screen. However, it is possible to manage two other types of virtual spaces: The management of locations and thematic portals. 


1. Boxes management

This feature is intended to enable the management of an organization's archival repositories. Knowing that archive repositories are structured hierarchically (e.g. Warehouse->Supervisory Room->Epi->Section->Tablet->Position), it is possible to integrate this structure into the home screen, provided that the locations are set correctly.

1.1 Virtual space "Boxes"

The virtual space "Boxes" is used as a storage space for files and physical documents set up containing those that need to be transferred to a new space depending on the type of decommissioning (transfer to the semi-active or deposit).

In "Boxes", it is possible to create several storage spaces that can be divided in turn by location addresses in order to store the containers (e.g. store, section, row, shelf, shelf, position, etc.).  

The concepts present in "Boxes" are therefore used when creating containers in the "Record management" section of the navigation menu. 


1.2 Modify the virtual space "Boxes"

There is no need to create the "Boxes" virtual space, since it is generated automatically when a collection is created. On the other hand, to be able to manage the taxonomy of space, we will have to modify its parameters. To do this, we must: 

  1. Click on "Administration" in the navigation menu
  2. Then click on "Virtual Spaces"
  3. Click on the notebook icon in the right column on the "Boxes" row.
Metadata relating to the management of the virtual space "Locations"
Element
Function
Title (FR)FacultativeAllows you to change the French-language label of the virtual space
TitleObligatoryAllows you to change the English label of the virtual space
UsersObligatoryAllows users to view the virtual space on the home screen
GroupsFacultativeAllows user groups to view the virtual space on the Home screen
Visible in the home pageFacultativeAllows the software to display the tab in the virtual space
Object to be classifiedFacultativeAllows you to define what type of record can be added to the virtual space (folder/document)

In the "Boxes" virtual space, the addition of a record of type "Container" is not selectable since this option is implicit, because the structure was developed to manage archive repositories.
For access by user or group of users to be effective, you must first check the Boolean "Visible in Home page"
To create a storage subspace (if required) or location address, simply change the "Parent Location" metadata to the appropriate level: Location ->Suproom ->Sub-storage space -> Location address ->Sub-location address.

1.3 Consult the virtual space "Boxes"

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on the magnifier icon in the right column on the "Boxes" row

From this screen, it is possible to add the first level of the taxonomy: archive repositories.


1.4 Creation of an archive repository (1st hierarchical level)

In order to create an archive repository, we will need to follow these steps: 

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on the magnifier icon in the right column on the "Boxes" row;
  4. Click on the "Add" button at the top right corner of the interface.
Metadata about creating an archive repository
ElementFunctionImage
TypeAllows you to define a defined location type in Value Domains
CodeAllows you to set a single metadata at the location
TitleAllows you to enter a label to name the location
DescriptionAllows you to enter a description related to the location
Capacity (cm)Allows you to define the total capacity (in cm) of the archive warehouse (if applicable)
Disposition typeAllows you to define a planned decommissioning type for a location (if applicable)
Parent storage spaceMetadata calculated based on hierarchical structure
Container type(s)Allows you to determine a particular type of container for the location
When capacities (cm) are used, several other handy metadata can be displayed, mainly, remaining length (cm) and linear length of folders. However, it is advisable to capture capabilities only at the last hierarchical levels rather than capturing value at all levels. 
"Suggested" option

After creating the archive repository, it will be necessary to repeat the process for all the lower levels (rows, shelves, shelves, positions). When the last hierarchical level is entered, including the capacities, it will be possible to use the "Suggested" feature in the form of a container in order to find a position to a box based on the size of it. 


1.5 Delete a virtual space

In order to delete a virtual space, you will need to perform the following steps: 

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on the "X" on the line of the virtual space you wish to delete.
Careful!
To be able to delete a location, it must not have any records linked to it. To successfully delete it, you will need to perform batch processing so that no records are linked to the location.

2. Management of thematic portals

The purpose of thematic portals is to logically group together files or documents of the same nature, regardless of the classification structure imposed by the classification plan. In other words, a thematic portal allows the user to have quick access to a set of predefined records from the home screen.

2.1 Creation of a thematic portal

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on "Add";
  4. Fill in metadata and "Save".
ImageFunctionElements
TitleAllows you to name the thematic portal
AbbreviationAllows you to link an abbreviation to the thematic portal
UsersAllows users to view the thematic portal
GroupsAllows groups to consult the thematic portal
Visible in the home pageAllows the software to display the tab in the virtual space
Objects to be classifiedAllows you to define what type of record can be added to the thematic portal (folder/document)


Permission assignments
If no user or group is selected, all users in the collection will see the topic portal. Obviously, security management still applies. So if a document is stored in the thematic portal, but user X does not have access to it, user X will not see it. 
Visible in the home page
If no records are linked to the thematic portal, it will not be visible on the home page. The virtual space of the homepage is a real representation of your environment. 

2.2 Edit a thematic portal

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on the notebook icon in the right column on the row of the portal you want to edit.

2.3 Consult a thematic portal

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Thematic portals are the virtual spaces that appear. 


2.4 Delete a thematic portal

In order to delete a thematic portal, the following steps will need to be performed: 

  1. Click on "Administration" in the navigation menu;
  2. Then click on "Virtual Spaces";
  3. Click on the "X" on the line of the thematic portal you wish to delete.
Careful!
To be able to delete a thematic portal, it must not have any records linked to it. To successfully delete it, you will need to perform batch processing so that no records are linked to the thematic portal.

2.5 Add a folder to a thematic portal

To be able to add a folder to a topic portal, you can either create a new folder or edit an existing folder. 

  1. In Constellio, click in the menu at the top right on "Add Folder";
  2. In the tab of the form, click on the thematic portal of your choice;
  3. Choose where you want to file your file and "Select";
  4. "Save".

*The procedure is the same for a document.*


Was this article helpful?

Changing your password will log you out immediately. Use the new password to log back in.
First name must have atleast 2 characters. Numbers and special characters are not allowed.
Last name must have atleast 1 characters. Numbers and special characters are not allowed.
Enter a valid email
Enter a valid password
Your profile has been successfully updated.