Custom Structures (Virtual Space)

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.

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
Element	Function	Image
Type	Allows you to define a defined location type in Value Domains
Code	Allows you to set a single metadata at the location
Title	Allows you to enter a label to name the location
Description	Allows 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 type	Allows you to define a planned decommissioning type for a location (if applicable)
Parent storage space	Metadata calculated based on hierarchical structure
Container type(s)	Allows you to determine a particular type of container for the location

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.

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".

Image	Function	Elements
Title	Allows you to name the thematic portal
Abbreviation	Allows you to link an abbreviation to the thematic portal
Users	Allows users to view the thematic portal
Groups	Allows groups to consult the thematic portal
Visible in the home page	Allows the software to display the tab in the virtual space
Objects to be classified	Allows you to define what type of record can be added to the thematic portal (folder/document)

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.

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.*