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CoreMan Correspondence Management System
Operation manual
Developed by
Copyright (c) 2008 Rade Kuzmanović. Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.2 or any later version published by the Free Software Foundation; with no Invariant Sections, no Front-Cover Texts, and no Back-Cover Texts. A copy of the license is included in the section entitled "GNU Free Documentation License".
Table of Contents
Correspondence Management System....................................................................4 CoreMan Basics........................................................................................................5 CoreMan interface..................................................................................5 Additional Programs for Work With CoreMan.....................................5 Types of User roles for work with CoreMan...........................................................6 User.........................................................................................................6 Entry Technician....................................................................................7 Verifier....................................................................................................7 Super User..............................................................................................8 Administrator.........................................................................................8 Document Entry.......................................................................................................9 Local Reference Number......................................................................10 Attachments and additional documents..............................................11 Additional references............................................................................11 Keywords...............................................................................................12 Reviewing of the entered document....................................................14 Adding Subdocuments.........................................................................15 Document Verification...........................................................................................16 Rejected Documents.............................................................................18 Uncommitted Documents....................................................................18 Document Search...................................................................................................19 Document sets........................................................................................................21 Data backup...........................................................................................................23 GNU Free Documentation License.......................................................................24
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Correspondence Management System
Correspondence Management is of paramount importance for all entrepreneurs, business people, government agencies and other parties that have to deal with deadlines, and who need the highest possible level of productivity, as well as an efficient control system over growing correspondence channels. Successful Correspondence Management is apparent especially with projects whose implementation might take up significant time periods – several years, even decades. Correspondence related to a project or projects might be of various forms, digital, hard-copy, combined. For an easier overview it is usually necessary to have all of the documents in the similar form, or even exist in both. In case of a long-term project, or several of such correspondence and document archive can significantly grow, and thus become very space-demanding, and mostly complicated for finding the necessary document. Documents in digital form are the perfect solution. They occupy almost no physical space, and using them one has a far greater level of flexibility when searching for them, but also when feeding them into the system and categorizing them. Digital documents can also be linked with their hard-copy counterparts and thus make their locating significantly easier. The one thing of paramount importance with CoreMan is that no documents can go astray or lost, so that in a key moment we can have access to complete previous correspondence.
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CoreMan Basics
CoreMan (Correspondence Management System) enables companies and organizations to make an easy accessible repository of correspondence and documentations, which would be easily and effectively managed. An important characteristics of CoreMan’s functionality is that it keeps and makes easily retrievable any incoming or outgoing document fed into the System. Also, the documents within the CoreMan system are accessible world-wide – over the Internet – if necessary. It is important to stress that a document once entered into CoreMan can not be deleted. It may be put aside from the rest of the documents, but if necessary it may be found. That means that every document is accessible and saved with adequate trace of actions that have been undertaken on the document. CoreMan interface CoreMan is a program which is accessed via users web-browsers (Internet Explorer, Mozilla Firefox, Opera etc.) so by its appearance it is very much alike a web site. Core of the CoreMan system and all the entered documents are located on a remote server. It is recommended that the server is used only for CoreMan. CoreMan display is optimized for screen resolution of 1280x1024. Internet access to the system was selected because of mobility and compatibility to all client computers and operation systems, and because of intuitiveness of use. For quality access to CoreMan system we recommend a broadband Internet or Ethernet connection, but the system will work just fine with use of a classical telephone line or GPRS connection. Additional Programs for Work With CoreMan The basic form of keeping sent and received documents we have chosen PDF (Portable Document Format), because of the same display on all operation system. Therefore in order to view the documents correctly users would need Adobe Acrobat Reader or an alternative program for work with PDF files. Files accompanying the main document may be of various sorts. It is understood that for successful work with those documents it is necessary to have all the adequate programs. Since CoreMan was conceived as a repository of all arrived documentation, digital or hardcopy, for entering the latter group the system requires a scanning application (which includes a scanner as part of hardware), and a program for conversion of scanned documents to PDF. This may all be a single program, but combined programs will work just fine. Example of scanning programs are OEM programs coming with the scanner combined with Adobe Acrobat or PDF995.
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Types of User roles for work with CoreMan
From the range of functions the CoreMan system is capable of it is possible to define types of roles for using the system. Defining of roles is also necessary from the angle of security and integrity of the system. It is important to point out that the roles do not overlap in functionality, so the users who require a larger range of functions may combine these roles. So, that a user could use privileges of a user and a super user, when creating his/her account the administrator should give set them as members of both groups.
Fig.1: Screen for logging into the CoreMan system
Fig.2: Successfully logged on user
User Document search is required to be the most often use of the CoreMan system. It is also required to be easy and effective, basic role in the system is User. User has the privileges to search the document database, to read the documents from the system and download them on the local computer. Fig.3: User’s menu
In addition to that, Users designated by the Super User may add or remove certain documents and sort them into SubSets.
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Entry Technician Document entry is a very responsible work. In order to procure all the security conditions of the system, document entry must be performed by precise and predefined protocol. Entry Technician receives the document from the person responsible for it along with a filled-up form for document entry, and thus enters the document into the system. Entering often includes scanning of the document from hardcopy or/and conversion from other formats to PDF. Along with the document entry the Technician is the person defining keywords for document retrieving and later search. After a document is entered, it awaits to be verified. Further role of the Technician is to correct the rejected documents and resend them for further verification. After the verification the document undergoes another lever of reviewing, after what it is accepted into the system. Fig.4: Entry
Entry Technician also has the privileges to search the documents, to read them and download them.
Technician’s menu
Verifier Documents entered into the system by the Entry Technician may be entered with a series of mistakes or omissions. In ideal cases these mistakes will not happen, but in order to preserve the precision of document entry, prior to their final acceptance into the system, all documents must be verified by a person proficient in the field the documents refer to. If a document is not correctly or adequately entered, verifier has the privileges to reject it and return to the Technician for correction. Verifier doesn’t have the privileges to alter the document, just accept or reject it, but he is also expected to provide the reasons for rejection of a rejected document. Fig.5: Verifier’s menu
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Super User Another level of precision check of the documents is Super user. He has the privileges to reject a document that has been added into the system and verified – if additional correction is required. He is also able to remove a certain document from retrievability from the system search, and thus make it generally inaccessible. This removing is registered, and the document is set in a special category, which is accessible only on special demands. Super user has the ability to manage Sub-Sets, and to assign Users for adding or removing documents from Sub-Sets. Fig.6: Super User’s menu
Administrator Managing the described roles and their assigning is done by the Administrator. The Administrator also has access to the activity log, in order to determine who did what in the system at any point. Administrator also has the role for better funcionality of the system, for system backup, as one of the most important security actions in the system, and for occasional reindexing of the documents and runing scripts and pathches for the CoreMan system. Fig.7: Administrators menu
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Document Entry
Entering the documents into the CoreMan System is done by an Entry Technician. On the Entry we have two types of documents: incoming documents and outgoing documents. The process of entering both sorts of the documents is nearly identical. The main difference is that due to sorting and document cross-linking both types of documents have differently defined Reference number. From the perspective of the CoreMan system every document is defined by Its reference number Arrival or sending of the document (which includes the sender or the recipient, remote reference number and date of sending/receiving of the document, Document title, Extract from the document text, References to other documents in the system (additional references), Attached or additional documents and Keywords.
Fig. 8: Page for entering an incoming document
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Local Reference Number Local reference number uniquely defines every incoming document. Local reference number is very strictly defined and it is selected from the range of offered number combinations, where it is not possible to select the same local reference number for two separate documents. Also, the reference number is related to the type of a document, and to the subject of the document
Fig. 9: An example of defining a local reference number
The reference number consists of five elements: The first element of the reference number is numeric and has X.Y form (i.e “1.3”), and this elements determines to which lot the document belongs. The second element is alphabetic, and has the form AB (i.e. “SW”) and determines the sort of the document (i.e. L-letter, A-agenda, Ccertificate etc.) The third part of the reference number is numeric and has the form of MN (i.e. “21”) and it defined the sender or the recipient of the document. The fourth part is also numeric (i.e. “701”) and it is the document affiliation, which means operational group the document belongs to (i.e. “701” – general correspondence related to material testing, etc.). The fifth part of the reference number is numeric and determines the number of the document in the system. The system will suggest the first free number. One can set a custom number, but it has to be higher then the suggested one. The custom number may be lower then the suggested, but it has to be free. If the custom number is already taken, the system will reject it. For outgoing documents the local reference number may and may not be defined. If the document was previously entered into the CoreMan system it was given an adequate reference number, so it is not necessary to define one again. The reference number is defined for outgoing documents that have not previously been entered into the system related to that very sending. Thus for outgoing documents Reference number is not an obligatory field1. Subject defines and describes the document. Although it need not be unique, it is recommended that it is made so that the document may be easily recognized by its subject. It may be a free type of entry2 and maximum length of 255 characters including spaces. Since the document search may be done by document subject a precise defining of the subject may ease the search.
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Not an obligatory field is a field into which one may enter data, but the system will accept the entry if the field is left blank. 2
Free type of entry means that data entered into the field may be letters, numbers but other characters as well, including space. CoreMan Manual
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Body text search is done according to the entered body text extract. CoreMan doesn’t go trough PDF documents, therefore it needs a manually entered extract of the content. This text needs to be identical to the text in the PDF document. It may be a free type of entry, and the system limitation is four billion of characters. System accepts it as plain text, or like a text entry without formatting like bold or italic letters, etc.
Attachments and additional documents The document being entered may have attachments or additional document. Obligatory additional document is its PDF counterpart. The bodytext mentioned above is taken from this obligatory PDF document. It may be accompanied with several additional documents. Those documents may be of various formats. Contents of these documents is not required to be entered into the Body Text field, but it may be helpful, for it may better the search quality, and thus make the main document more accessible. When the case has it that the main document has more than one attachment or additional document, recommended principle is to make a single archive file containing all the attachments or/and additional documents and add it as the second file (in addition to the obligatory PDF). For MS Windows recommendable archive is .zip, and for Linux .tar. On entry of the document it is important to keep in mind that name of the main PDF document and other following documents must comprise only of the letters from the English alphabet, and names of these documents should be written only in small-case letters without spaces (terms may be separated by a full stop – “.”, dash – “-“ or a low line – “_”).
Fig. 10: Adequate way of naming attachments and additional documents
Additional references References to other documents in the system serve to inter-connect documents within the system. Additional references relate to documents belonging to the same group as the main document, like, for example a letter and the recipients reply to it, or a tender and results of the tender, so that in the latter case the tender results have additional reference to the original tender. Connecting of the documents is done by clicking on the Choose additional reference link, which opens a pop-up window with a list of documents already in the system. It is recommendable that documents which CoreMan Manual
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need inter-connecting should be entered chronologically, in order to make the just connections and avoid confusion.
Fig. 11: Pop up window with a list of documents already in the system for connecting with the main document
Keywords Probably the most important search criterion is the document keywords. Keywords are predefined and may be easily entered into the system. It is important to point out that a keyword may be only a single word, which means a group of letters and numbers and some special character not separated by a space. Keywords may contain characters of central European and western European characters (i.e. č, ć, ž, Đ, ü, é, etc.). It is recommended that keywords be as short as possible, but the keywords should encompass all key characteristics of the document. Keywords may be additional recipients of the incoming or the outgoing document, name of the documents or works the document is related to. If a keywords needs to contain two or more terms, they are connected into a single word by a low line – “_”. An example of a multiple-term keyword is “multiple-term_keyword”. Precise defining of keywords is necessary because the system doesn’t search the documents by parts of keywords, nor by their approximate alikeness, but by exact and precise complete keyword.
Fig. 12: Keyword list
Selection of keywords for the document is done on the keyword pop-up window. Keywords are entered one by one, but it is possible to enter several keywords which are on the same page. Keywords may be retrieved via keyword CoreMan Manual
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search and keyword description search, where search is possible by initial letters of the keyword. So, if “T” is entered into the search field, the results will be all keywords beginning with that letter. If “Te” is entered, results will be all keywords beginning with “Te”. In order to find a keywords containing a certain letter or a group of letter search should be “%ra” which will result with all the keywords containing “ra”.
Fig. 13: Keyword pop-up in setup
Editing keywords is done in Setup section. Entering of new keywords is done by Entry Technician. When choosing keywords, they should be pre defined and planned for long-term use. Changing of keywords in the Setup section doesn’t do automatic keywords change with all the documents originally given the previous version of the keyword. Such change is done by document reindexing, which may be done only by the Administrator and on special demand. In the Setup section, under Keyword administration, it is possible to see all the existing keywords, which is highly recommendable before making a new keyword (in order to avoid double entries).
Fig. 14a and 14b: Windows for adding new keywords and editing existing keywords
It is also possible to add a keyword to a document previously entered into the system, or to a group of documents with similar characteristics. This action is done by the Administrator on a special demand.
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Reviewing of the entered document When all the fields have been filled, the Entry Technician enters it into the system by pressing the Add3 button either on the top or the bottom of the page, which opens the page for comparison of the document. Technician then has the opportunity to review entered values and sends the document for verification, or to correct all the eventual omissions before the document is sent for verification. An important characteristic of the reviewing page is that is enables comparison of entered data with the basic PDF document. Clicking on the Compare, either on the top or the bottom of the page, the system opens a new window with a display of the entered document with PDF document for comparison. If the document is considered correctly entered, or it needs to be changed, this window is closed, and the change itself is done on the main window.
Fig. 15: Reviewing of the entered document with embedded PDF file
The system accepts the entered changes by clicking on the Edit button either on the top or the bottom of the page, which opens a new page with entered changes included. Document is sent to verification by clicking the Commit button, either on the top or the bottom of the newly-open page. This gives us the version of the document which awaits verification.
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On the top and bottom of the page there are two buttons: Add and Cancel. Cancel button sends us back to the homepage of the CoreMan system. CoreMan Manual
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Adding Subdocuments Subdocuments are documents related to the main document, or documents the main document relates to, or is based on4. These documents are usually not the documents entered into the CoreMan system, or that should be added at any recent time. It is not exclusive that at some point they will not be entered, but if there is no immediate necessity, one subdocument may be related to several separate main documents within the system, and be interconnected via additional references.
Fig. 16: Screen for adding subdocument
Important attribute of subdocuments is that they are not retrievable via searches, but only via the main document to which they are set as subdocuments. Subdocuments are added from the page for reviewing an entered document. Characteristics of subdocuments are its referent number, text of the document, additional documents or attachments and keywords. Referent number is the same as the reference number of the main document, but it has additional letter which determines its hierarchal relation to the main document. The rest of characteristic are defined by the same principles as for the normal documents in the system.
Fig. 17: Subdocument entry display
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Like for example laws, parts of the project, technical documentation etc.
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Document Verification
Due to importance of the system precision and in order to lessen the possible errors to the minimum, every entered document has to be verified by an expert for the domain the document is about. It is highly recommended that the person performing the verification is not the same person who enters the document. The verification process is related to correctness of document entry, or correctness of submission of the document to entry. It is important to point out that the verification does not relate to checking of the original document, or its relevance to the project in progress, but rather the exactness of its entry into the system. In the main menu Verifier has access to the list of entered and unverified documents. The documents are listed by entry order. In the unverified documents display it is possible to sort them by their reference number, subject, date or sending/arrival and by additional references. For every document the system provides information on who has entered it into the system.
Fig. 18: List of unverified documents
Unverified documents may be viewed in two ways: in general view5, by clicking on the reference number, and in comparison view6 by clicking on the Edit link at the end of the row for every document. General display of documents opens in a new window and it is intended for a swift overview of documents and it is possible to make the comparison of all eventual changes the document has been submitted during entry. Those changes are accessible by clicking on the View history at the bottom of the screen, next to the version number of the document. Version number of the document was developed in order to follow the entry process. Version 1 of the document is the version when the Entry Technician enters firs data and clicks on the Add button on the basic entry 5
Korisnički prikaz dokumenta
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Verifikatorski prikaz dokumenta
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page. In a precise straight-forward entry process Version 2 is the version when the Technician presses the Submit button on the comparison page, and that is the version awaiting verification. In the same manner Version 3 is the version the Verifier has marked correctly entered. However, if there has been an error in the entry process, every correction increases the version of the documents, and for example, Version 6 could be the version of the document to await first verification.
Fig. 19: User display of the document
Comparison page is very similar to the comparison page for the Entry Technician when initially entering the document. Verifier doesn’t have privileges to alter the entered document. Although the display enables change of the contents of the fields, it is not possible to save the change.
Fig. 20: Document display for the Verifier
The document comparison itself and attached basic PDF document may be done by clicking on the Compare button, either on the top or the bottom of the page. The comparison is displayed in a new pop-up window. The newly opened pop-up serves only for comparison weather the PDF document and entered document. Both for accepting the correctly entered document and rejecting the document with an error this window has to be closed, and the accepting and
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rejecting of the document is done by pressing the buttons Accept or Reject either on the top or the bottom of the comparison page. It is important that the Verifier is a person proficient to the subject the document, but it is very recommendable that the Verifier is familiar with the document itself, in order to be able to adequately compare keywords, relations with other documents, and to adequately check the reference number. If the document is correctly entered, the verifier accepts the document by pressing the Submit button, which makes the document available for searches and makes it available for download. If the documents needs corrections, by pressing the Reject button, the verifier puts the document into the group of rejected documents, and he should inform the Entry Technician about the reasons why the document was rejected, so that Technician could correct the error accordingly and in good time.
Rejected Documents If a document had not been entered correctly, or if the Verifier makes an estimate that a document needs to be supplemented, it is being rejected. That document is labeled “Rejected” and it awaits for the Entry Technician to process it accordingly. Rejected documents are accessed from the main menu. Display of rejected documents is identical to the display of the documents awaiting verification. It is possible to sort the documents by their reference number, subject, date of sending/arrival and by additional references. For every document the system provides the information about who has entered it into the system. The rejected documents are viewable in two ways: in the general display, by clicking on the reference number of the document, and in a comparison page, by clicking on the Edit link, at the end of the row for every document. These documents may be edited, deleted, given a sub-document and sent on re-verification. Deleting document at this point means removing accessibility of the document to CoreMan searches. But, a document deleted in this manner remains registered into the system and the Administrator may access it on a special demand.
Uncommitted Documents As long as the Entry Technician doesn’t click the Commit button, the document is not entered into the CoreMan system. It is not accessible for searches. It is just remains classified as an uncommitted document. It may be viewed by a Verifier, but it may be edited, completed or supplemented by the Entry Technician who has started the entry of the document. CoreMan Manual
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Document Search
System document search is one of the most important functions of CoreMan, as it is of paramount importance that all the documents be accessible and easily retrievable. Document search may be performed by document reference number, keywords and document body text. A document may also be located over other documents it is related to. Document search is done in the Search section. It is accessible to everyone who needs document access. The function is basically accessible to Users and Entry Technicians.
Fig. 21: The document search page
The documents accessible in the searches the system doesn’t include unverified documents or ones put aside as invalid. Access to the first group is granted only to the Entry Technician, while access to the second group is granted only by a special demand. The documents on the search result page may be sorted by their reference number, subject, or by the sort of the attached or added document. A search may be done by any of the criteria the documents have been entered into the system by – by its Subject, by date of sending/arrival, by additional references, by extract from the body text and by keywords. Probably the mostly used and mostly flexible search may be the one using the keywords. The keywords are pre-defined, and it is thus recommendable to take a look at the keywords in the system before making any searches.
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Fig. 22: Search results
When searching, one may use the special characters, or joker characters “?” or “*”. A question mark replaces only one character, while an asterisk replaces any number of characters7. Documents found may be downloaded to the local computer, either as single documents or as a group of documents. Download on a local computer doesn’t in any way jeopardize the documents in the system, because the downloaded document is only a copy of the main document. Download of multiple documents is enabled by checking the check-boxes in the Download column, and clicking on the Download selected button. If a document is not suitable for that search, it is possible to remove it from display by simple click on the Remove link. This action will not jeopardize the document in the system – it will remain accessible and traceable for all other searches – it will just not be displayed in the current search results. Search results may also be downloaded on the local computer in order to make any future similar searcher easier. On the bottom of the screen there is an Export options link, and by clicking on the sort of the document one may se the results in a separate file, that may be saved on the local computer.
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Example: in case one searches by a keyword “compensation” one may type “compensa?ion”, and the system will display all the documents containing “compensation”. One may also type “compen*”, and the system will display all documents containing “compensation”. CoreMan Manual
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Document sets In order to group the documents related to one subject, we have documents sets. Such document sets may be regarded as records for a single subject. A Super User is authorized to make a new set and to determine the users who will be able to add documents to that set. Making of a new set is done by clicking on the Add document set icon, where one can enter the name of the document set, its description and select users who will be able to add/delete documents from the set. Sets may only be created one by one. In order to avoid confusion when creating several sets in a row, form making of a new set, one must open the creation page again.
Fig. 23: Page for making new document sets and determining users with privileges to add/remove documents to and from the set
Adding document to a set is done from a result page of a search. The desired document is marked (Add to Set column), and the desired set is selected from the drop-down menu. By clicking on the Add to set button, one has added the documents into the selected set.
Fig. 24: Adding a document to a certain set form the document search
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Fig. 25: Document set management page
Accessing the documents nested in a set is done by clicking the icon Edit document set, and afterwards by clicking on the name of the set one wishes to access. In the search screen – which is accessible by clicking on the Search button (with no set search parameters) – one may see all the documents nested in that set. On this screen one may remove documents from the set by marking them and clicking the Remove from set button.
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Data backup
One of the basic principles of the CoreMan system is that all the inputted documents be accessible and easily retrievable, and it is important that no document can get lost or misplaced. This additionally requires regular data backup in order to prevent data loss due to hardware problems, malfunctions and other things not related to CoreMan functionality, but which may jeopardize data integrity. Backup page is accessible from the main menu by clicking on Backup data. That opens-up a page with directions to insert the adequate media into the CD/DVD device and by pressing Backup begins data transfer from the system onto the backup medium. This action may only be performed by the Administrator.
Fig. 26: Document backup page
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GNU Free Documentation License
Version 1.2, November 2002 Copyright (C) 2000,2001,2002 Free Software Foundation, Inc. 51 Franklin St, Fifth Floor, Boston, MA 02110-1301 USA Everyone is permitted to copy and distribute verbatim copies of this license document, but changing it is not allowed.
0. PREAMBLE The purpose of this License is to make a manual, textbook, or other functional and useful document "free" in the sense of freedom: to assure everyone the effective freedom to copy and redistribute it, with or without modifying it, either commercially or noncommercially. Secondarily, this License preserves for the author and publisher a way to get credit for their work, while not being considered responsible for modifications made by others. This License is a kind of "copyleft", which means that derivative works of the document must themselves be free in the same sense. It complements the GNU General Public License, which is a copyleft license designed for free software. We have designed this License in order to use it for manuals for free software, because free software needs free documentation: a free program should come with manuals providing the same freedoms that the software does. But this License is not limited to software manuals; it can be used for any textual work, regardless of subject matter or whether it is published as a printed book. We recommend this License principally for works whose purpose is instruction or reference. 1. APPLICABILITY AND DEFINITIONS This License applies to any manual or other work, in any medium, that contains a notice placed by the copyright holder saying it can be distributed under the terms of this License. Such a notice grants a world-wide, royalty-free license, unlimited in duration, to use that work under the conditions stated herein. The "Document", below, refers to any such manual or work. Any member of the public is a licensee, and is addressed as "you". You accept the license if you copy, modify or distribute the work in a way requiring permission under copyright law. A "Modified Version" of the Document means any work containing the Document or a portion of it, either copied verbatim, or with modifications and/or translated into another language. A "Secondary Section" is a named appendix or a front-matter section of the Document that deals exclusively with the relationship of the publishers or authors of the Document to the Document's overall subject (or to related matters) and contains nothing that could fall directly within that overall subject. (Thus, if the Document is in part a textbook of mathematics, a Secondary Section may not explain any mathematics.) The relationship could be a matter CoreMan Manual
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of historical connection with the subject or with related matters, or of legal, commercial, philosophical, ethical or political position regarding them. The "Invariant Sections" are certain Secondary Sections whose titles are designated, as being those of Invariant Sections, in the notice that says that the Document is released under this License. If a section does not fit the above definition of Secondary then it is not allowed to be designated as Invariant. The Document may contain zero Invariant Sections. If the Document does not identify any Invariant Sections then there are none. The "Cover Texts" are certain short passages of text that are listed, as FrontCover Texts or Back-Cover Texts, in the notice that says that the Document is released under this License. A Front-Cover Text may be at most 5 words, and a Back-Cover Text may be at most 25 words. A "Transparent" copy of the Document means a machine-readable copy, represented in a format whose specification is available to the general public, that is suitable for revising the document straightforwardly with generic text editors or (for images composed of pixels) generic paint programs or (for drawings) some widely available drawing editor, and that is suitable for input to text formatters or for automatic translation to a variety of formats suitable for input to text formatters. A copy made in an otherwise Transparent file format whose markup, or absence of markup, has been arranged to thwart or discourage subsequent modification by readers is not Transparent. An image format is not Transparent if used for any substantial amount of text. A copy that is not "Transparent" is called "Opaque". Examples of suitable formats for Transparent copies include plain ASCII without markup, Texinfo input format, LaTeX input format, SGML or XML using a publicly available DTD, and standard-conforming simple HTML, PostScript or PDF designed for human modification. Examples of transparent image formats include PNG, XCF and JPG. Opaque formats include proprietary formats that can be read and edited only by proprietary word processors, SGML or XML for which the DTD and/or processing tools are not generally available, and the machine-generated HTML, PostScript or PDF produced by some word processors for output purposes only. The "Title Page" means, for a printed book, the title page itself, plus such following pages as are needed to hold, legibly, the material this License requires to appear in the title page. For works in formats which do not have any title page as such, "Title Page" means the text near the most prominent appearance of the work's title, preceding the beginning of the body of the text. A section "Entitled XYZ" means a named subunit of the Document whose title either is precisely XYZ or contains XYZ in parentheses following text that translates XYZ in another language. (Here XYZ stands for a specific section name mentioned below, such as "Acknowledgements", "Dedications", "Endorsements", or "History".) To "Preserve the Title" of such a section when you modify the Document means that it remains a section "Entitled XYZ" according to this definition. The Document may include Warranty Disclaimers next to the notice which states that this License applies to the Document. These Warranty Disclaimers are considered to be included by reference in this License, but only as regards
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disclaiming warranties: any other implication that these Warranty Disclaimers may have is void and has no effect on the meaning of this License. 2. VERBATIM COPYING You may copy and distribute the Document in any medium, either commercially or noncommercially, provided that this License, the copyright notices, and the license notice saying this License applies to the Document are reproduced in all copies, and that you add no other conditions whatsoever to those of this License. You may not use technical measures to obstruct or control the reading or further copying of the copies you make or distribute. However, you may accept compensation in exchange for copies. If you distribute a large enough number of copies you must also follow the conditions in section 3. You may also lend copies, under the same conditions stated above, and you may publicly display copies. 3. COPYING IN QUANTITY If you publish printed copies (or copies in media that commonly have printed covers) of the Document, numbering more than 100, and the Document's license notice requires Cover Texts, you must enclose the copies in covers that carry, clearly and legibly, all these Cover Texts: Front-Cover Texts on the front cover, and Back-Cover Texts on the back cover. Both covers must also clearly and legibly identify you as the publisher of these copies. The front cover must present the full title with all words of the title equally prominent and visible. You may add other material on the covers in addition. Copying with changes limited to the covers, as long as they preserve the title of the Document and satisfy these conditions, can be treated as verbatim copying in other respects. If the required texts for either cover are too voluminous to fit legibly, you should put the first ones listed (as many as fit reasonably) on the actual cover, and continue the rest onto adjacent pages. If you publish or distribute Opaque copies of the Document numbering more than 100, you must either include a machine-readable Transparent copy along with each Opaque copy, or state in or with each Opaque copy a computernetwork location from which the general network-using public has access to download using public-standard network protocols a complete Transparent copy of the Document, free of added material. If you use the latter option, you must take reasonably prudent steps, when you begin distribution of Opaque copies in quantity, to ensure that this Transparent copy will remain thus accessible at the stated location until at least one year after the last time you distribute an Opaque copy (directly or through your agents or retailers) of that edition to the public. It is requested, but not required, that you contact the authors of the Document well before redistributing any large number of copies, to give them a chance to provide you with an updated version of the Document. 4. MODIFICATIONS You may copy and distribute a Modified Version of the Document under the conditions of sections 2 and 3 above, provided that you release the Modified Version under precisely this License, with the Modified Version filling the role of the Document, thus licensing distribution and modification of the Modified CoreMan Manual
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Version to whoever possesses a copy of it. In addition, you must do these things in the Modified Version: •
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A. Use in the Title Page (and on the covers, if any) a title distinct from that of the Document, and from those of previous versions (which should, if there were any, be listed in the History section of the Document). You may use the same title as a previous version if the original publisher of that version gives permission. B. List on the Title Page, as authors, one or more persons or entities responsible for authorship of the modifications in the Modified Version, together with at least five of the principal authors of the Document (all of its principal authors, if it has fewer than five), unless they release you from this requirement. C. State on the Title page the name of the publisher of the Modified Version, as the publisher. D. Preserve all the copyright notices of the Document. E. Add an appropriate copyright notice for your modifications adjacent to the other copyright notices. F. Include, immediately after the copyright notices, a license notice giving the public permission to use the Modified Version under the terms of this License, in the form shown in the Addendum below. G. Preserve in that license notice the full lists of Invariant Sections and required Cover Texts given in the Document's license notice. H. Include an unaltered copy of this License. I. Preserve the section Entitled "History", Preserve its Title, and add to it an item stating at least the title, year, new authors, and publisher of the Modified Version as given on the Title Page. If there is no section Entitled "History" in the Document, create one stating the title, year, authors, and publisher of the Document as given on its Title Page, then add an item describing the Modified Version as stated in the previous sentence. J. Preserve the network location, if any, given in the Document for public access to a Transparent copy of the Document, and likewise the network locations given in the Document for previous versions it was based on. These may be placed in the "History" section. You may omit a network location for a work that was published at least four years before the Document itself, or if the original publisher of the version it refers to gives permission. K. For any section Entitled "Acknowledgements" or "Dedications", Preserve the Title of the section, and preserve in the section all the substance and tone of each of the contributor acknowledgements and/or dedications given therein. L. Preserve all the Invariant Sections of the Document, unaltered in their text and in their titles. Section numbers or the equivalent are not considered part of the section titles. M. Delete any section Entitled "Endorsements". Such a section may not be included in the Modified Version. N. Do not retitle any existing section to be Entitled "Endorsements" or to conflict in title with any Invariant Section. O. Preserve any Warranty Disclaimers.
If the Modified Version includes new front-matter sections or appendices that qualify as Secondary Sections and contain no material copied from the CoreMan Manual
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Document, you may at your option designate some or all of these sections as invariant. To do this, add their titles to the list of Invariant Sections in the Modified Version's license notice. These titles must be distinct from any other section titles. You may add a section Entitled "Endorsements", provided it contains nothing but endorsements of your Modified Version by various parties--for example, statements of peer review or that the text has been approved by an organization as the authoritative definition of a standard. You may add a passage of up to five words as a Front-Cover Text, and a passage of up to 25 words as a Back-Cover Text, to the end of the list of Cover Texts in the Modified Version. Only one passage of Front-Cover Text and one of BackCover Text may be added by (or through arrangements made by) any one entity. If the Document already includes a cover text for the same cover, previously added by you or by arrangement made by the same entity you are acting on behalf of, you may not add another; but you may replace the old one, on explicit permission from the previous publisher that added the old one. The author(s) and publisher(s) of the Document do not by this License give permission to use their names for publicity for or to assert or imply endorsement of any Modified Version. 5. COMBINING DOCUMENTS You may combine the Document with other documents released under this License, under the terms defined in section 4 above for modified versions, provided that you include in the combination all of the Invariant Sections of all of the original documents, unmodified, and list them all as Invariant Sections of your combined work in its license notice, and that you preserve all their Warranty Disclaimers. The combined work need only contain one copy of this License, and multiple identical Invariant Sections may be replaced with a single copy. If there are multiple Invariant Sections with the same name but different contents, make the title of each such section unique by adding at the end of it, in parentheses, the name of the original author or publisher of that section if known, or else a unique number. Make the same adjustment to the section titles in the list of Invariant Sections in the license notice of the combined work. In the combination, you must combine any sections Entitled "History" in the various original documents, forming one section Entitled "History"; likewise combine any sections Entitled "Acknowledgements", and any sections Entitled "Dedications". You must delete all sections Entitled "Endorsements." 6. COLLECTIONS OF DOCUMENTS You may make a collection consisting of the Document and other documents released under this License, and replace the individual copies of this License in the various documents with a single copy that is included in the collection, provided that you follow the rules of this License for verbatim copying of each of the documents in all other respects. You may extract a single document from such a collection, and distribute it individually under this License, provided you insert a copy of this License into the extracted document, and follow this License in all other respects regarding verbatim copying of that document. CoreMan Manual
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7. AGGREGATION WITH INDEPENDENT WORKS A compilation of the Document or its derivatives with other separate and independent documents or works, in or on a volume of a storage or distribution medium, is called an "aggregate" if the copyright resulting from the compilation is not used to limit the legal rights of the compilation's users beyond what the individual works permit. When the Document is included in an aggregate, this License does not apply to the other works in the aggregate which are not themselves derivative works of the Document. If the Cover Text requirement of section 3 is applicable to these copies of the Document, then if the Document is less than one half of the entire aggregate, the Document's Cover Texts may be placed on covers that bracket the Document within the aggregate, or the electronic equivalent of covers if the Document is in electronic form. Otherwise they must appear on printed covers that bracket the whole aggregate. 8. TRANSLATION Translation is considered a kind of modification, so you may distribute translations of the Document under the terms of section 4. Replacing Invariant Sections with translations requires special permission from their copyright holders, but you may include translations of some or all Invariant Sections in addition to the original versions of these Invariant Sections. You may include a translation of this License, and all the license notices in the Document, and any Warranty Disclaimers, provided that you also include the original English version of this License and the original versions of those notices and disclaimers. In case of a disagreement between the translation and the original version of this License or a notice or disclaimer, the original version will prevail. If a section in the Document is Entitled "Acknowledgements", "Dedications", or "History", the requirement (section 4) to Preserve its Title (section 1) will typically require changing the actual title. 9. TERMINATION You may not copy, modify, sublicense, or distribute the Document except as expressly provided for under this License. Any other attempt to copy, modify, sublicense or distribute the Document is void, and will automatically terminate your rights under this License. However, parties who have received copies, or rights, from you under this License will not have their licenses terminated so long as such parties remain in full compliance. 10. FUTURE REVISIONS OF THIS LICENSE The Free Software Foundation may publish new, revised versions of the GNU Free Documentation License from time to time. Such new versions will be similar in spirit to the present version, but may differ in detail to address new problems or concerns. See http://www.gnu.org/copyleft/. Each version of the License is given a distinguishing version number. If the Document specifies that a particular numbered version of this License "or any later version" applies to it, you have the option of following the terms and conditions either of that specified version or of any later version that has been published (not as a draft) by the Free Software Foundation. If the Document does not specify a version number of this License, you may choose any version ever published (not as a draft) by the Free Software Foundation. CoreMan Manual
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Operation manual
Developed by
Copyright (c) 2008 Rade Kuzmanović
Table of Contents
Correspondence Management System....................................................................4 CoreMan Basics........................................................................................................5 CoreMan interface..................................................................................5 Additional Programs for Work With CoreMan.....................................5 Types of User roles for work with CoreMan...........................................................6 User.........................................................................................................6 Entry Technician....................................................................................7 Verifier....................................................................................................7 Super User..............................................................................................8 Administrator.........................................................................................8 Document Entry.......................................................................................................9 Local Reference Number......................................................................10 Attachments and additional documents..............................................11 Additional references............................................................................11 Keywords...............................................................................................12 Reviewing of the entered document....................................................14 Adding Subdocuments.........................................................................15 Document Verification...........................................................................................16 Rejected Documents.............................................................................18 Uncommitted Documents....................................................................18 Document Search...................................................................................................19 Document sets........................................................................................................21 Data backup...........................................................................................................23 GNU Free Documentation License.......................................................................24
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Correspondence Management System
Correspondence Management is of paramount importance for all entrepreneurs, business people, government agencies and other parties that have to deal with deadlines, and who need the highest possible level of productivity, as well as an efficient control system over growing correspondence channels. Successful Correspondence Management is apparent especially with projects whose implementation might take up significant time periods – several years, even decades. Correspondence related to a project or projects might be of various forms, digital, hard-copy, combined. For an easier overview it is usually necessary to have all of the documents in the similar form, or even exist in both. In case of a long-term project, or several of such correspondence and document archive can significantly grow, and thus become very space-demanding, and mostly complicated for finding the necessary document. Documents in digital form are the perfect solution. They occupy almost no physical space, and using them one has a far greater level of flexibility when searching for them, but also when feeding them into the system and categorizing them. Digital documents can also be linked with their hard-copy counterparts and thus make their locating significantly easier. The one thing of paramount importance with CoreMan is that no documents can go astray or lost, so that in a key moment we can have access to complete previous correspondence.
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CoreMan Basics
CoreMan (Correspondence Management System) enables companies and organizations to make an easy accessible repository of correspondence and documentations, which would be easily and effectively managed. An important characteristics of CoreMan’s functionality is that it keeps and makes easily retrievable any incoming or outgoing document fed into the System. Also, the documents within the CoreMan system are accessible world-wide – over the Internet – if necessary. It is important to stress that a document once entered into CoreMan can not be deleted. It may be put aside from the rest of the documents, but if necessary it may be found. That means that every document is accessible and saved with adequate trace of actions that have been undertaken on the document. CoreMan interface CoreMan is a program which is accessed via users web-browsers (Internet Explorer, Mozilla Firefox, Opera etc.) so by its appearance it is very much alike a web site. Core of the CoreMan system and all the entered documents are located on a remote server. It is recommended that the server is used only for CoreMan. CoreMan display is optimized for screen resolution of 1280x1024. Internet access to the system was selected because of mobility and compatibility to all client computers and operation systems, and because of intuitiveness of use. For quality access to CoreMan system we recommend a broadband Internet or Ethernet connection, but the system will work just fine with use of a classical telephone line or GPRS connection. Additional Programs for Work With CoreMan The basic form of keeping sent and received documents we have chosen PDF (Portable Document Format), because of the same display on all operation system. Therefore in order to view the documents correctly users would need Adobe Acrobat Reader or an alternative program for work with PDF files. Files accompanying the main document may be of various sorts. It is understood that for successful work with those documents it is necessary to have all the adequate programs. Since CoreMan was conceived as a repository of all arrived documentation, digital or hardcopy, for entering the latter group the system requires a scanning application (which includes a scanner as part of hardware), and a program for conversion of scanned documents to PDF. This may all be a single program, but combined programs will work just fine. Example of scanning programs are OEM programs coming with the scanner combined with Adobe Acrobat or PDF995.
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Types of User roles for work with CoreMan
From the range of functions the CoreMan system is capable of it is possible to define types of roles for using the system. Defining of roles is also necessary from the angle of security and integrity of the system. It is important to point out that the roles do not overlap in functionality, so the users who require a larger range of functions may combine these roles. So, that a user could use privileges of a user and a super user, when creating his/her account the administrator should give set them as members of both groups.
Fig.1: Screen for logging into the CoreMan system
Fig.2: Successfully logged on user
User Document search is required to be the most often use of the CoreMan system. It is also required to be easy and effective, basic role in the system is User. User has the privileges to search the document database, to read the documents from the system and download them on the local computer. Fig.3: User’s menu
In addition to that, Users designated by the Super User may add or remove certain documents and sort them into SubSets.
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Entry Technician Document entry is a very responsible work. In order to procure all the security conditions of the system, document entry must be performed by precise and predefined protocol. Entry Technician receives the document from the person responsible for it along with a filled-up form for document entry, and thus enters the document into the system. Entering often includes scanning of the document from hardcopy or/and conversion from other formats to PDF. Along with the document entry the Technician is the person defining keywords for document retrieving and later search. After a document is entered, it awaits to be verified. Further role of the Technician is to correct the rejected documents and resend them for further verification. After the verification the document undergoes another lever of reviewing, after what it is accepted into the system. Fig.4: Entry
Entry Technician also has the privileges to search the documents, to read them and download them.
Technician’s menu
Verifier Documents entered into the system by the Entry Technician may be entered with a series of mistakes or omissions. In ideal cases these mistakes will not happen, but in order to preserve the precision of document entry, prior to their final acceptance into the system, all documents must be verified by a person proficient in the field the documents refer to. If a document is not correctly or adequately entered, verifier has the privileges to reject it and return to the Technician for correction. Verifier doesn’t have the privileges to alter the document, just accept or reject it, but he is also expected to provide the reasons for rejection of a rejected document. Fig.5: Verifier’s menu
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Super User Another level of precision check of the documents is Super user. He has the privileges to reject a document that has been added into the system and verified – if additional correction is required. He is also able to remove a certain document from retrievability from the system search, and thus make it generally inaccessible. This removing is registered, and the document is set in a special category, which is accessible only on special demands. Super user has the ability to manage Sub-Sets, and to assign Users for adding or removing documents from Sub-Sets. Fig.6: Super User’s menu
Administrator Managing the described roles and their assigning is done by the Administrator. The Administrator also has access to the activity log, in order to determine who did what in the system at any point. Administrator also has the role for better funcionality of the system, for system backup, as one of the most important security actions in the system, and for occasional reindexing of the documents and runing scripts and pathches for the CoreMan system. Fig.7: Administrators menu
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Document Entry
Entering the documents into the CoreMan System is done by an Entry Technician. On the Entry we have two types of documents: incoming documents and outgoing documents. The process of entering both sorts of the documents is nearly identical. The main difference is that due to sorting and document cross-linking both types of documents have differently defined Reference number. From the perspective of the CoreMan system every document is defined by Its reference number Arrival or sending of the document (which includes the sender or the recipient, remote reference number and date of sending/receiving of the document, Document title, Extract from the document text, References to other documents in the system (additional references), Attached or additional documents and Keywords.
Fig. 8: Page for entering an incoming document
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Local Reference Number Local reference number uniquely defines every incoming document. Local reference number is very strictly defined and it is selected from the range of offered number combinations, where it is not possible to select the same local reference number for two separate documents. Also, the reference number is related to the type of a document, and to the subject of the document
Fig. 9: An example of defining a local reference number
The reference number consists of five elements: The first element of the reference number is numeric and has X.Y form (i.e “1.3”), and this elements determines to which lot the document belongs. The second element is alphabetic, and has the form AB (i.e. “SW”) and determines the sort of the document (i.e. L-letter, A-agenda, Ccertificate etc.) The third part of the reference number is numeric and has the form of MN (i.e. “21”) and it defined the sender or the recipient of the document. The fourth part is also numeric (i.e. “701”) and it is the document affiliation, which means operational group the document belongs to (i.e. “701” – general correspondence related to material testing, etc.). The fifth part of the reference number is numeric and determines the number of the document in the system. The system will suggest the first free number. One can set a custom number, but it has to be higher then the suggested one. The custom number may be lower then the suggested, but it has to be free. If the custom number is already taken, the system will reject it. For outgoing documents the local reference number may and may not be defined. If the document was previously entered into the CoreMan system it was given an adequate reference number, so it is not necessary to define one again. The reference number is defined for outgoing documents that have not previously been entered into the system related to that very sending. Thus for outgoing documents Reference number is not an obligatory field1. Subject defines and describes the document. Although it need not be unique, it is recommended that it is made so that the document may be easily recognized by its subject. It may be a free type of entry2 and maximum length of 255 characters including spaces. Since the document search may be done by document subject a precise defining of the subject may ease the search.
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Not an obligatory field is a field into which one may enter data, but the system will accept the entry if the field is left blank. 2
Free type of entry means that data entered into the field may be letters, numbers but other characters as well, including space. CoreMan Manual
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Body text search is done according to the entered body text extract. CoreMan doesn’t go trough PDF documents, therefore it needs a manually entered extract of the content. This text needs to be identical to the text in the PDF document. It may be a free type of entry, and the system limitation is four billion of characters. System accepts it as plain text, or like a text entry without formatting like bold or italic letters, etc.
Attachments and additional documents The document being entered may have attachments or additional document. Obligatory additional document is its PDF counterpart. The bodytext mentioned above is taken from this obligatory PDF document. It may be accompanied with several additional documents. Those documents may be of various formats. Contents of these documents is not required to be entered into the Body Text field, but it may be helpful, for it may better the search quality, and thus make the main document more accessible. When the case has it that the main document has more than one attachment or additional document, recommended principle is to make a single archive file containing all the attachments or/and additional documents and add it as the second file (in addition to the obligatory PDF). For MS Windows recommendable archive is .zip, and for Linux .tar. On entry of the document it is important to keep in mind that name of the main PDF document and other following documents must comprise only of the letters from the English alphabet, and names of these documents should be written only in small-case letters without spaces (terms may be separated by a full stop – “.”, dash – “-“ or a low line – “_”).
Fig. 10: Adequate way of naming attachments and additional documents
Additional references References to other documents in the system serve to inter-connect documents within the system. Additional references relate to documents belonging to the same group as the main document, like, for example a letter and the recipients reply to it, or a tender and results of the tender, so that in the latter case the tender results have additional reference to the original tender. Connecting of the documents is done by clicking on the Choose additional reference link, which opens a pop-up window with a list of documents already in the system. It is recommendable that documents which CoreMan Manual
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need inter-connecting should be entered chronologically, in order to make the just connections and avoid confusion.
Fig. 11: Pop up window with a list of documents already in the system for connecting with the main document
Keywords Probably the most important search criterion is the document keywords. Keywords are predefined and may be easily entered into the system. It is important to point out that a keyword may be only a single word, which means a group of letters and numbers and some special character not separated by a space. Keywords may contain characters of central European and western European characters (i.e. č, ć, ž, Đ, ü, é, etc.). It is recommended that keywords be as short as possible, but the keywords should encompass all key characteristics of the document. Keywords may be additional recipients of the incoming or the outgoing document, name of the documents or works the document is related to. If a keywords needs to contain two or more terms, they are connected into a single word by a low line – “_”. An example of a multiple-term keyword is “multiple-term_keyword”. Precise defining of keywords is necessary because the system doesn’t search the documents by parts of keywords, nor by their approximate alikeness, but by exact and precise complete keyword.
Fig. 12: Keyword list
Selection of keywords for the document is done on the keyword pop-up window. Keywords are entered one by one, but it is possible to enter several keywords which are on the same page. Keywords may be retrieved via keyword CoreMan Manual
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search and keyword description search, where search is possible by initial letters of the keyword. So, if “T” is entered into the search field, the results will be all keywords beginning with that letter. If “Te” is entered, results will be all keywords beginning with “Te”. In order to find a keywords containing a certain letter or a group of letter search should be “%ra” which will result with all the keywords containing “ra”.
Fig. 13: Keyword pop-up in setup
Editing keywords is done in Setup section. Entering of new keywords is done by Entry Technician. When choosing keywords, they should be pre defined and planned for long-term use. Changing of keywords in the Setup section doesn’t do automatic keywords change with all the documents originally given the previous version of the keyword. Such change is done by document reindexing, which may be done only by the Administrator and on special demand. In the Setup section, under Keyword administration, it is possible to see all the existing keywords, which is highly recommendable before making a new keyword (in order to avoid double entries).
Fig. 14a and 14b: Windows for adding new keywords and editing existing keywords
It is also possible to add a keyword to a document previously entered into the system, or to a group of documents with similar characteristics. This action is done by the Administrator on a special demand.
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Reviewing of the entered document When all the fields have been filled, the Entry Technician enters it into the system by pressing the Add3 button either on the top or the bottom of the page, which opens the page for comparison of the document. Technician then has the opportunity to review entered values and sends the document for verification, or to correct all the eventual omissions before the document is sent for verification. An important characteristic of the reviewing page is that is enables comparison of entered data with the basic PDF document. Clicking on the Compare, either on the top or the bottom of the page, the system opens a new window with a display of the entered document with PDF document for comparison. If the document is considered correctly entered, or it needs to be changed, this window is closed, and the change itself is done on the main window.
Fig. 15: Reviewing of the entered document with embedded PDF file
The system accepts the entered changes by clicking on the Edit button either on the top or the bottom of the page, which opens a new page with entered changes included. Document is sent to verification by clicking the Commit button, either on the top or the bottom of the newly-open page. This gives us the version of the document which awaits verification.
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On the top and bottom of the page there are two buttons: Add and Cancel. Cancel button sends us back to the homepage of the CoreMan system. CoreMan Manual
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Adding Subdocuments Subdocuments are documents related to the main document, or documents the main document relates to, or is based on4. These documents are usually not the documents entered into the CoreMan system, or that should be added at any recent time. It is not exclusive that at some point they will not be entered, but if there is no immediate necessity, one subdocument may be related to several separate main documents within the system, and be interconnected via additional references.
Fig. 16: Screen for adding subdocument
Important attribute of subdocuments is that they are not retrievable via searches, but only via the main document to which they are set as subdocuments. Subdocuments are added from the page for reviewing an entered document. Characteristics of subdocuments are its referent number, text of the document, additional documents or attachments and keywords. Referent number is the same as the reference number of the main document, but it has additional letter which determines its hierarchal relation to the main document. The rest of characteristic are defined by the same principles as for the normal documents in the system.
Fig. 17: Subdocument entry display
4
Like for example laws, parts of the project, technical documentation etc.
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Document Verification
Due to importance of the system precision and in order to lessen the possible errors to the minimum, every entered document has to be verified by an expert for the domain the document is about. It is highly recommended that the person performing the verification is not the same person who enters the document. The verification process is related to correctness of document entry, or correctness of submission of the document to entry. It is important to point out that the verification does not relate to checking of the original document, or its relevance to the project in progress, but rather the exactness of its entry into the system. In the main menu Verifier has access to the list of entered and unverified documents. The documents are listed by entry order. In the unverified documents display it is possible to sort them by their reference number, subject, date or sending/arrival and by additional references. For every document the system provides information on who has entered it into the system.
Fig. 18: List of unverified documents
Unverified documents may be viewed in two ways: in general view5, by clicking on the reference number, and in comparison view6 by clicking on the Edit link at the end of the row for every document. General display of documents opens in a new window and it is intended for a swift overview of documents and it is possible to make the comparison of all eventual changes the document has been submitted during entry. Those changes are accessible by clicking on the View history at the bottom of the screen, next to the version number of the document. Version number of the document was developed in order to follow the entry process. Version 1 of the document is the version when the Entry Technician enters firs data and clicks on the Add button on the basic entry 5
Korisnički prikaz dokumenta
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Verifikatorski prikaz dokumenta
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page. In a precise straight-forward entry process Version 2 is the version when the Technician presses the Submit button on the comparison page, and that is the version awaiting verification. In the same manner Version 3 is the version the Verifier has marked correctly entered. However, if there has been an error in the entry process, every correction increases the version of the documents, and for example, Version 6 could be the version of the document to await first verification.
Fig. 19: User display of the document
Comparison page is very similar to the comparison page for the Entry Technician when initially entering the document. Verifier doesn’t have privileges to alter the entered document. Although the display enables change of the contents of the fields, it is not possible to save the change.
Fig. 20: Document display for the Verifier
The document comparison itself and attached basic PDF document may be done by clicking on the Compare button, either on the top or the bottom of the page. The comparison is displayed in a new pop-up window. The newly opened pop-up serves only for comparison weather the PDF document and entered document. Both for accepting the correctly entered document and rejecting the document with an error this window has to be closed, and the accepting and
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rejecting of the document is done by pressing the buttons Accept or Reject either on the top or the bottom of the comparison page. It is important that the Verifier is a person proficient to the subject the document, but it is very recommendable that the Verifier is familiar with the document itself, in order to be able to adequately compare keywords, relations with other documents, and to adequately check the reference number. If the document is correctly entered, the verifier accepts the document by pressing the Submit button, which makes the document available for searches and makes it available for download. If the documents needs corrections, by pressing the Reject button, the verifier puts the document into the group of rejected documents, and he should inform the Entry Technician about the reasons why the document was rejected, so that Technician could correct the error accordingly and in good time.
Rejected Documents If a document had not been entered correctly, or if the Verifier makes an estimate that a document needs to be supplemented, it is being rejected. That document is labeled “Rejected” and it awaits for the Entry Technician to process it accordingly. Rejected documents are accessed from the main menu. Display of rejected documents is identical to the display of the documents awaiting verification. It is possible to sort the documents by their reference number, subject, date of sending/arrival and by additional references. For every document the system provides the information about who has entered it into the system. The rejected documents are viewable in two ways: in the general display, by clicking on the reference number of the document, and in a comparison page, by clicking on the Edit link, at the end of the row for every document. These documents may be edited, deleted, given a sub-document and sent on re-verification. Deleting document at this point means removing accessibility of the document to CoreMan searches. But, a document deleted in this manner remains registered into the system and the Administrator may access it on a special demand.
Uncommitted Documents As long as the Entry Technician doesn’t click the Commit button, the document is not entered into the CoreMan system. It is not accessible for searches. It is just remains classified as an uncommitted document. It may be viewed by a Verifier, but it may be edited, completed or supplemented by the Entry Technician who has started the entry of the document. CoreMan Manual
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Document Search
System document search is one of the most important functions of CoreMan, as it is of paramount importance that all the documents be accessible and easily retrievable. Document search may be performed by document reference number, keywords and document body text. A document may also be located over other documents it is related to. Document search is done in the Search section. It is accessible to everyone who needs document access. The function is basically accessible to Users and Entry Technicians.
Fig. 21: The document search page
The documents accessible in the searches the system doesn’t include unverified documents or ones put aside as invalid. Access to the first group is granted only to the Entry Technician, while access to the second group is granted only by a special demand. The documents on the search result page may be sorted by their reference number, subject, or by the sort of the attached or added document. A search may be done by any of the criteria the documents have been entered into the system by – by its Subject, by date of sending/arrival, by additional references, by extract from the body text and by keywords. Probably the mostly used and mostly flexible search may be the one using the keywords. The keywords are pre-defined, and it is thus recommendable to take a look at the keywords in the system before making any searches.
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Fig. 22: Search results
When searching, one may use the special characters, or joker characters “?” or “*”. A question mark replaces only one character, while an asterisk replaces any number of characters7. Documents found may be downloaded to the local computer, either as single documents or as a group of documents. Download on a local computer doesn’t in any way jeopardize the documents in the system, because the downloaded document is only a copy of the main document. Download of multiple documents is enabled by checking the check-boxes in the Download column, and clicking on the Download selected button. If a document is not suitable for that search, it is possible to remove it from display by simple click on the Remove link. This action will not jeopardize the document in the system – it will remain accessible and traceable for all other searches – it will just not be displayed in the current search results. Search results may also be downloaded on the local computer in order to make any future similar searcher easier. On the bottom of the screen there is an Export options link, and by clicking on the sort of the document one may se the results in a separate file, that may be saved on the local computer.
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Example: in case one searches by a keyword “compensation” one may type “compensa?ion”, and the system will display all the documents containing “compensation”. One may also type “compen*”, and the system will display all documents containing “compensation”. CoreMan Manual
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Document sets In order to group the documents related to one subject, we have documents sets. Such document sets may be regarded as records for a single subject. A Super User is authorized to make a new set and to determine the users who will be able to add documents to that set. Making of a new set is done by clicking on the Add document set icon, where one can enter the name of the document set, its description and select users who will be able to add/delete documents from the set. Sets may only be created one by one. In order to avoid confusion when creating several sets in a row, form making of a new set, one must open the creation page again.
Fig. 23: Page for making new document sets and determining users with privileges to add/remove documents to and from the set
Adding document to a set is done from a result page of a search. The desired document is marked (Add to Set column), and the desired set is selected from the drop-down menu. By clicking on the Add to set button, one has added the documents into the selected set.
Fig. 24: Adding a document to a certain set form the document search
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Fig. 25: Document set management page
Accessing the documents nested in a set is done by clicking the icon Edit document set, and afterwards by clicking on the name of the set one wishes to access. In the search screen – which is accessible by clicking on the Search button (with no set search parameters) – one may see all the documents nested in that set. On this screen one may remove documents from the set by marking them and clicking the Remove from set button.
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Data backup
One of the basic principles of the CoreMan system is that all the inputted documents be accessible and easily retrievable, and it is important that no document can get lost or misplaced. This additionally requires regular data backup in order to prevent data loss due to hardware problems, malfunctions and other things not related to CoreMan functionality, but which may jeopardize data integrity. Backup page is accessible from the main menu by clicking on Backup data. That opens-up a page with directions to insert the adequate media into the CD/DVD device and by pressing Backup begins data transfer from the system onto the backup medium. This action may only be performed by the Administrator.
Fig. 26: Document backup page
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0. PREAMBLE The purpose of this License is to make a manual, textbook, or other functional and useful document "free" in the sense of freedom: to assure everyone the effective freedom to copy and redistribute it, with or without modifying it, either commercially or noncommercially. Secondarily, this License preserves for the author and publisher a way to get credit for their work, while not being considered responsible for modifications made by others. This License is a kind of "copyleft", which means that derivative works of the document must themselves be free in the same sense. It complements the GNU General Public License, which is a copyleft license designed for free software. We have designed this License in order to use it for manuals for free software, because free software needs free documentation: a free program should come with manuals providing the same freedoms that the software does. But this License is not limited to software manuals; it can be used for any textual work, regardless of subject matter or whether it is published as a printed book. We recommend this License principally for works whose purpose is instruction or reference. 1. APPLICABILITY AND DEFINITIONS This License applies to any manual or other work, in any medium, that contains a notice placed by the copyright holder saying it can be distributed under the terms of this License. Such a notice grants a world-wide, royalty-free license, unlimited in duration, to use that work under the conditions stated herein. The "Document", below, refers to any such manual or work. Any member of the public is a licensee, and is addressed as "you". You accept the license if you copy, modify or distribute the work in a way requiring permission under copyright law. A "Modified Version" of the Document means any work containing the Document or a portion of it, either copied verbatim, or with modifications and/or translated into another language. A "Secondary Section" is a named appendix or a front-matter section of the Document that deals exclusively with the relationship of the publishers or authors of the Document to the Document's overall subject (or to related matters) and contains nothing that could fall directly within that overall subject. (Thus, if the Document is in part a textbook of mathematics, a Secondary Section may not explain any mathematics.) The relationship could be a matter CoreMan Manual
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disclaiming warranties: any other implication that these Warranty Disclaimers may have is void and has no effect on the meaning of this License. 2. VERBATIM COPYING You may copy and distribute the Document in any medium, either commercially or noncommercially, provided that this License, the copyright notices, and the license notice saying this License applies to the Document are reproduced in all copies, and that you add no other conditions whatsoever to those of this License. You may not use technical measures to obstruct or control the reading or further copying of the copies you make or distribute. However, you may accept compensation in exchange for copies. If you distribute a large enough number of copies you must also follow the conditions in section 3. You may also lend copies, under the same conditions stated above, and you may publicly display copies. 3. COPYING IN QUANTITY If you publish printed copies (or copies in media that commonly have printed covers) of the Document, numbering more than 100, and the Document's license notice requires Cover Texts, you must enclose the copies in covers that carry, clearly and legibly, all these Cover Texts: Front-Cover Texts on the front cover, and Back-Cover Texts on the back cover. Both covers must also clearly and legibly identify you as the publisher of these copies. The front cover must present the full title with all words of the title equally prominent and visible. You may add other material on the covers in addition. Copying with changes limited to the covers, as long as they preserve the title of the Document and satisfy these conditions, can be treated as verbatim copying in other respects. If the required texts for either cover are too voluminous to fit legibly, you should put the first ones listed (as many as fit reasonably) on the actual cover, and continue the rest onto adjacent pages. If you publish or distribute Opaque copies of the Document numbering more than 100, you must either include a machine-readable Transparent copy along with each Opaque copy, or state in or with each Opaque copy a computernetwork location from which the general network-using public has access to download using public-standard network protocols a complete Transparent copy of the Document, free of added material. If you use the latter option, you must take reasonably prudent steps, when you begin distribution of Opaque copies in quantity, to ensure that this Transparent copy will remain thus accessible at the stated location until at least one year after the last time you distribute an Opaque copy (directly or through your agents or retailers) of that edition to the public. It is requested, but not required, that you contact the authors of the Document well before redistributing any large number of copies, to give them a chance to provide you with an updated version of the Document. 4. MODIFICATIONS You may copy and distribute a Modified Version of the Document under the conditions of sections 2 and 3 above, provided that you release the Modified Version under precisely this License, with the Modified Version filling the role of the Document, thus licensing distribution and modification of the Modified CoreMan Manual
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7. AGGREGATION WITH INDEPENDENT WORKS A compilation of the Document or its derivatives with other separate and independent documents or works, in or on a volume of a storage or distribution medium, is called an "aggregate" if the copyright resulting from the compilation is not used to limit the legal rights of the compilation's users beyond what the individual works permit. When the Document is included in an aggregate, this License does not apply to the other works in the aggregate which are not themselves derivative works of the Document. If the Cover Text requirement of section 3 is applicable to these copies of the Document, then if the Document is less than one half of the entire aggregate, the Document's Cover Texts may be placed on covers that bracket the Document within the aggregate, or the electronic equivalent of covers if the Document is in electronic form. Otherwise they must appear on printed covers that bracket the whole aggregate. 8. TRANSLATION Translation is considered a kind of modification, so you may distribute translations of the Document under the terms of section 4. Replacing Invariant Sections with translations requires special permission from their copyright holders, but you may include translations of some or all Invariant Sections in addition to the original versions of these Invariant Sections. You may include a translation of this License, and all the license notices in the Document, and any Warranty Disclaimers, provided that you also include the original English version of this License and the original versions of those notices and disclaimers. In case of a disagreement between the translation and the original version of this License or a notice or disclaimer, the original version will prevail. If a section in the Document is Entitled "Acknowledgements", "Dedications", or "History", the requirement (section 4) to Preserve its Title (section 1) will typically require changing the actual title. 9. TERMINATION You may not copy, modify, sublicense, or distribute the Document except as expressly provided for under this License. Any other attempt to copy, modify, sublicense or distribute the Document is void, and will automatically terminate your rights under this License. However, parties who have received copies, or rights, from you under this License will not have their licenses terminated so long as such parties remain in full compliance. 10. FUTURE REVISIONS OF THIS LICENSE The Free Software Foundation may publish new, revised versions of the GNU Free Documentation License from time to time. Such new versions will be similar in spirit to the present version, but may differ in detail to address new problems or concerns. See http://www.gnu.org/copyleft/. Each version of the License is given a distinguishing version number. If the Document specifies that a particular numbered version of this License "or any later version" applies to it, you have the option of following the terms and conditions either of that specified version or of any later version that has been published (not as a draft) by the Free Software Foundation. If the Document does not specify a version number of this License, you may choose any version ever published (not as a draft) by the Free Software Foundation. CoreMan Manual
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