Collection Management

Collection Management 

Piloting is accessible in the Constellio navigation menu. It allows the management and control of the filing space, the creation of tools related to document management as well as the configuration of system options. The piloting options are grouped into two sections: the control of the classification space and the control of the system. A brief overview of each option is discussed in this article. Depending on a customer's choices and needs, the options visible on the screen may vary. 

The elements of the classification space management are related to virtual spaces, value domains and metadata, roles and security, research, administrative units, the creation of document management tools, data import, export and extraction.

1. Virtual spaces

Virtual spaces have two different characters: locations and shared workspaces. The locations are used as storage spaces for physical files and documents that must be transferred to a new space depending on the type of decommissioning (transfer to the semi-active, to be kept, to be destroyed). While shared workspaces represent committees or groups with the same goals and functions. It is a place where one can add folders and documents so that a selected person or group of people has access to a common workspace. 

To learn more about virtual spaces, visit the "Virtual spaces" page. 

2. Value domains

Value domains are sets of values that allow you to define all the possibilities available when entering metadata for an item, such as a folder, a document, a location, a task, and so on. In the pilot, "Value Domains" allows the creation of multi-value metadata, for example, the value domain "Document Types" could contain the following types of documents: emails, minutes, reports, budget, etc. 

To learn more about value areas, visit the "Value domains" page. 

3. Configuring the search

We find in the configuration of the search these elements:
-Boost of search by metadata
-Boost search per query
-Manage facets
-Elevation and exclusion management
-Synonym management
-Research capsules
-Words excluded from the proofreader

The boost of metadata search increases the importance of metadata in a specific field (e.g., title, keywords, etc.) during the search. For example, we would like the search results for the metadata "Jean Ste-Marie" to display the results found in the "student name" field first, although we can also find this metadata in other available fields, such as fields, title, keywords, description, remarks, etc. To learn more about metadata search boosts, visit the "Boosting the search" page. 

The boost of searches by query allows you to request precise results for a search. For example, one could ask to find records that were created before a set date. Some programming in the form of queries is required. For more information, visit the "Boosting the search" page. 

Facets are criteria that facilitate the sorting and refinement of the search. The facets displayed in the search results window are the same for all users of a collation space, as well as for all types of items searched. To learn more about facets, see the article "Facets."

Elevation and exclusion management allow you to place a search result at the top completely for an accurate search and exclude a search result for all searches. For more information, see "iO Advanced search."

Synonyms are used to provide one (or more) equivalent term during a search. For example, if you search for 'dollar,' you can find documents with the terms 'dollars' or 'dolar.' For more information, see 'iO Advanced search.'

Search capsules are a tool intended to present information complementary to a search. A capsule can be customized. It is displayed when the user's search terms match the search criteria. For more information, visit the "iO Advanced search" page.

The words excluded from the proofreader are a Constellio spell checker that offers corrections to terms entered by the user based on the content of the index and/or past searches. For more information, visit the "iO Advanced search" page.

4. Manage printable

Allows you to manage labels and printable reports (metadata reports), more specifically, allow you to add labels for folder or containers, add reports for folders, documents, and tasks, get test XML, and get templates. For more information, see "Labels," "Metadata report," "JasperSoft integration," "Printable reports" and "Slip management."

5.Template management

Allows you to configure a predefined hierarchy of Constellio content or O365 content accompanied by the metadata associated with each element. To learn more, see the article “Automated content governance.”

6. Metadata schemas

Metadata schemas are predefined groupings of metadata organized to describe all the elements that are contained in Constellio. For example, we will have a standard diagram to describe a folder, a document, a location, etc. New metadata schemas as well as specific metadata can be added within existing metadata schemas. For more information, see "Metadata," "Metadata schemas," "Secure metadata management," "Create a custom schema" and "Adding metadata."

7. Managing security

Managing security is about giving users and user groups read, write, and delete permission on the content of an entire filing space or part of that space. For more information, see the article "Security management ."

8. Manage roles

Managing Roles allows you to assign to each role (user, administrator, manager and document manager) responsibilities or rights of action in Constellio. Roles are granted on all Constellio features. For more information, see the article "Role management". 

9. Manage the email server

This option allows you to configure a generic outgoing email address to Constellio. This address will allow you to send emails for various document management needs, including notifications, sending documents, logs, tasks, etc. For more information, see the article "Email server." 

10. Metadata extractors

Allows you to add documents and extract metadata, either by styles, regular checkouts or properties. For more information, see the article "Metadata extractors."

11. Import records

Allows the import of content (administrative units, classification plan, and retention schedule) through an Excel file. For more information, see the article "Importing data."

12. Temporary Registrations

Temporarily retains various information that is not registered on the server. For more information, see the article "Temporary records."

13.Work schedule

The “Work Schedule” functionality in Constellio allows you to customize the schedule of work days and holidays. Days added to this calendar are considered non-work days and are automatically deducted from the task due date.

14. Manage connectors

To allow Constellio to search the network share, and to enter folders in Constellio, it is necessary to set up a connector and link robots to it. Use this option to add and manage connectors.

15. Departments

This option allows you to create administrative units as well as administrative subunits. Administrative units are a necessary element in the management of the document management system. For more information, see the article "Administrative units."

16. Classification Plan

The classification plan is the logical and hierarchical structure that organizes an organization's records into distinct categories according to its functions and activities. This option allows you to create in Constellio the classification plan with its headings and subheadings. Specifically, this option allows you to view, edit, disable, and delete topics that can be precisely defined and that are linked to retention rules and administrative units. For more information, see the article "Classification plan."

17. Uniform subdivisions

A uniform subdivision is a classification level that subdivides all categories in the classification plan (headings, subheadings, etc.) and represents a general subject that applies to several areas (e.g., correspondence, working papers, etc.). Finally, a retention period can be assigned to all uniform subdivisions. For more information, see the article "Uniform subdivisions."

18. Retention schedule

A retention schedule is a tool that describes an organization's records, determines the periods of use and retention media for its active and semi-active records, and indicates which records should be permanently retained and which should be disposed of. This option allows the creation of a retention schedule in Constellio via the retention rules. The administrative units and the classification plan must be created in order to be able to link the retention rules to the headings of the classification plan and to the holding administrative units. For more information, see the article "Retention schedules."

19. Managing Borrowing

Loan management provides an overview of borrowings for documents, files and containers. It is possible to see the delays and to consult the loans by administrative units. For more information, see the article "Manage borrowings." 

20. Manage shares

Share management provides an overview of folder shares, documents, and published documents. For more information, see the article "Manage shares."

21. Manage notifications

Manage notifications allows you to manage certain notifications on folders and documents. You can receive notifications about modification, deletion, addition of subfolder/documents, modification of subfolder/documents and deletion of subfolder/documents. To learn more, see the "Notifications" article.

22. Manage Webhooks

Webhooks allow you to notify an external system when a user performs specific actions in Constellio. 

23. Manage Public Portals

The public portal is an extension of an organization's information management system which constitutes the opening of this system to the outside world. The portal aims to strengthen and energize the relationship between an organization and its partners, customers, suppliers and its public in general.

24. Concordance tables

The "Concordance Tables" functionality is a powerful tool for harmonizing and standardizing data between different systems or standards.

25. Import templates

The "Import Templates" feature is designed to facilitate and standardize the process of importing documents and metadata into the system.

2.6 Manage workflows

This option is used to manage the organization's processes. We can then create work processes for use in Constellio. For more information, see the article "iO Workflow."