terminology

Term	Definition
software	The software consists of these components: , , Settings, Show Status, and . You can also use with a web browser (see Accessing) or a mobile device (see Accessing).
File vs. document	An example of a file is a memo created using and saved on the C: drive. The file becomes a document only after you have associated metadata with it. Once you have installed and start transferring existing files to , you add metadata to the files to make them documents. In addition to documents, an vault can also store other types of objects, such as customers, assignments, or project data.
Multi-file document	A multi-file document is a special document type that can contain more than one file. The files share one set of metadata. Typical uses include linking of an electronic document with its signed and scanned counterpart, an email and all its attachments, or any such case where files need to be linked together and treated as one unit.
Metadata	Metadata consists of information about the document's properties, such as the parties of a contract or the recipient of a letter. Metadata is used to, for example, search for and organize documents.
Document and object permissions	Each document can be assigned permissions to specify the access rights of a user or user group. The permissions can be either allowed or denied separately. One user can have allowed or denied permissions in two different ways: the permissions have been specified for that particular user, or the user belongs to a user group for which the permissions have been specified. If no permissions have been specified for a user, the user cannot view the document or access it in any way. If certain permissions have been allowed, the user can perform the procedures determined by these permissions.
Vault	A vault is a centralized storage location for documents and other objects. Its physical location is on the server running . Regardless of the physical location, all users see the document vault as a directory on their local computer's drive. This means that using a document vault is similar to using a local hard drive.
View	Views are locations in which the documents and other objects are listed based on the metadata they contain.
Virtual folder	With virtual folders, you can sort the objects in a view into categories. When you add a grouping level to the view, uses the grouping level information to organize the objects into virtual folders.
Traditional folder
Client	A client is the regular user's computer or mobile device and the software installed on it. The regular user performs operations like creating documents and exploring the document vault.
Object type	By defining object types, you can create different types of objects. Document is one of such object types, one that every vault contains. In addition, the administrator can create other object types for the vault, such as customer, contact, and project. This way, you can use to, for example, store the company's customer and project databases.
Object	The term object refers to instances of various object types – that is, individual objects created using object types. For example, one contact person in the document vault is an object. Most functions are identical for documents and for other objects. This user guide often represents operations as being performed on documents, but the same operations are available for document sets and other objects. An individual document can therefore also be thought of as an object.
Document collection	Document collections are collections of individual documents in the document vault. Each collection member document has its own metadata. In addition, the document collection has a collective set of metadata independently of member documents (compare with multi-file document). Each document in the collection can still be accessed as an individual document but also through the document collection.
Relationships	You can also define the relationships between objects. Using relationships you can, for example, indicate that two documents are related. Relationships enable easy tracking of all documents related to an issue.
Template	You can use another object as a template for creating a new object. When you select a template from the list, the metadata card adjusts itself to the specifications of the template object. Specify an object as a template by setting its Is template property to Yes.
Workflow	The Workflow feature enables modeling object lifecycles according to real world processes. The workflow is grouped into states that correspond to the working stages of the document or other object. The administrator can easily define workflows to meet company requirements. For more information on workflows, see Configuring workflows.
Server	runs on a server computer. Clients connect to the server and retrieve data so that the contents of the document can be viewed on the clients. The server is the physical location of the document vault.
Login account	Login accounts are server-level (or in some cases vault-level) accounts that are used for authenticating users to . A login account can be associated with multiple users, but only one user per vault. Compare with users.
User	Users are vault-level objects that store user-specific settings and user history and that have permissions to perform specific operations in a vault. A user is linked to one login account. Compare with login accounts.
	, abbreviated as IML, is a repository-neutral approach to intelligent information management that unifies information across the enterprise based on context, not on the system or folder in which the information is stored. In addition, IML categorizes documents and records automatically and provides metadata suggestions with the aid of artificial intelligence. See intelligent_metadata_layer.html#intelligent_metadata_layer for more information.
Managed object	A managed object is either an internal object stored in a document vault or a promoted external repository object. Managed objects have metadata in and can be managed using various functionalities, such as version history or workflows. A managed external repository object can be demoted to an unmanaged object by removing its metadata. Compare with unmanaged object and see Unmanaged and managed objects.
Unmanaged object	An unmanaged object in represents a file in an external repository. An unmanaged object does not have metadata and it cannot be managed with the version history or workflows. An unmanaged object can be promoted into a managed object by adding metadata to it. Compare with managed object and see Unmanaged and managed objects.
Repository	A repository is any accessible place where information can be stored and accessed, such as an document vault, or an external location such as a network folder or a SharePoint site. Compare with external repository.
External repository	A repository that is other than an vault and the contents of which are displayed and can be edited via the user interfaces. Compare with repository.
Connector	A vault application that lets an external repository to be shown and accessed with . See Connectors overview for more information.
Intelligence service	An intelligence service is a vault application that attempts to understand vault content the way humans do. They can, for instance, be used to analyze file content and existing metadata for automatically categorizing content or for providing end users with metadata suggestions. See Intelligence Services Overview for more information.
Vault application	Vault applications are pieces of software that are installed to a document vault to extend the functionality of the vault. See Installing and managing vault applications for more information.
Quick view area	The area on the left side of the home screen, containing a number of quick views, such as Recently Accessed by Me, Assigned to Me, and Checked Out to Me.

software

The software consists of these components: , , Settings, Show Status, and . You can also use with a web browser (see Accessing) or a mobile device (see Accessing).

File vs. document

An example of a file is a memo created using and saved on the C: drive. The file becomes a document only after you have associated metadata with it. Once you have installed and start transferring existing files to , you add metadata to the files to make them documents.

In addition to documents, an vault can also store other types of objects, such as customers, assignments, or project data.

Multi-file document

A multi-file document is a special document type that can contain more than one file. The files share one set of metadata.

Typical uses include linking of an electronic document with its signed and scanned counterpart, an email and all its attachments, or any such case where files need to be linked together and treated as one unit.

Metadata

Metadata consists of information about the document's properties, such as the parties of a contract or the recipient of a letter. Metadata is used to, for example, search for and organize documents.

Document and object permissions

Each document can be assigned permissions to specify the access rights of a user or user group. The permissions can be either allowed or denied separately.

One user can have allowed or denied permissions in two different ways: the permissions have been specified for that particular user, or the user belongs to a user group for which the permissions have been specified. If no permissions have been specified for a user, the user cannot view the document or access it in any way. If certain permissions have been allowed, the user can perform the procedures determined by these permissions.

Vault

A vault is a centralized storage location for documents and other objects. Its physical location is on the server running . Regardless of the physical location, all users see the document vault as a directory on their local computer's drive. This means that using a document vault is similar to using a local hard drive.

View

Views are locations in which the documents and other objects are listed based on the metadata they contain.

Virtual folder

With virtual folders, you can sort the objects in a view into categories. When you add a grouping level to the view, uses the grouping level information to organize the objects into virtual folders.

Traditional folder

Client

A client is the regular user's computer or mobile device and the software installed on it. The regular user performs operations like creating documents and exploring the document vault.

Object type

By defining object types, you can create different types of objects. Document is one of such object types, one that every vault contains. In addition, the administrator can create other object types for the vault, such as customer, contact, and project. This way, you can use to, for example, store the company's customer and project databases.

Object

The term object refers to instances of various object types – that is, individual objects created using object types. For example, one contact person in the document vault is an object.

Most functions are identical for documents and for other objects. This user guide often represents operations as being performed on documents, but the same operations are available for document sets and other objects. An individual document can therefore also be thought of as an object.

Document collection

Document collections are collections of individual documents in the document vault. Each collection member document has its own metadata. In addition, the document collection has a collective set of metadata independently of member documents (compare with multi-file document).

Each document in the collection can still be accessed as an individual document but also through the document collection.

Relationships

You can also define the relationships between objects. Using relationships you can, for example, indicate that two documents are related. Relationships enable easy tracking of all documents related to an issue.

Template

You can use another object as a template for creating a new object. When you select a template from the list, the metadata card adjusts itself to the specifications of the template object.

Specify an object as a template by setting its Is template property to Yes.

Workflow

The Workflow feature enables modeling object lifecycles according to real world processes. The workflow is grouped into states that correspond to the working stages of the document or other object. The administrator can easily define workflows to meet company requirements. For more information on workflows, see Configuring workflows.

Server

runs on a server computer. Clients connect to the server and retrieve data so that the contents of the document can be viewed on the clients. The server is the physical location of the document vault.

Login account

Login accounts are server-level (or in some cases vault-level) accounts that are used for authenticating users to . A login account can be associated with multiple users, but only one user per vault. Compare with users.

User

Users are vault-level objects that store user-specific settings and user history and that have permissions to perform specific operations in a vault. A user is linked to one login account. Compare with login accounts.

, abbreviated as IML, is a repository-neutral approach to intelligent information management that unifies information across the enterprise based on context, not on the system or folder in which the information is stored. In addition, IML categorizes documents and records automatically and provides metadata suggestions with the aid of artificial intelligence.

See intelligent_metadata_layer.html#intelligent_metadata_layer for more information.

Managed object

A managed object is either an internal object stored in a document vault or a promoted external repository object. Managed objects have metadata in and can be managed using various functionalities, such as version history or workflows. A managed external repository object can be demoted to an unmanaged object by removing its metadata.

Compare with unmanaged object and see Unmanaged and managed objects.

Unmanaged object

An unmanaged object in represents a file in an external repository. An unmanaged object does not have metadata and it cannot be managed with the version history or workflows. An unmanaged object can be promoted into a managed object by adding metadata to it.

Compare with managed object and see Unmanaged and managed objects.

Repository

A repository is any accessible place where information can be stored and accessed, such as an document vault, or an external location such as a network folder or a SharePoint site.

Compare with external repository.

External repository

A repository that is other than an vault and the contents of which are displayed and can be edited via the user interfaces.

Compare with repository.

Connector

A vault application that lets an external repository to be shown and accessed with .

See Connectors overview for more information.

Intelligence service

An intelligence service is a vault application that attempts to understand vault content the way humans do. They can, for instance, be used to analyze file content and existing metadata for automatically categorizing content or for providing end users with metadata suggestions.

See Intelligence Services Overview for more information.

Vault application

Vault applications are pieces of software that are installed to a document vault to extend the functionality of the vault. See Installing and managing vault applications for more information.

Quick view area

The area on the left side of the home screen, containing a number of quick views, such as Recently Accessed by Me, Assigned to Me, and Checked Out to Me.