Repositories are a key concept used with Document Valet. A document repository represents a specific combination of

•  Storage technology +
• File locations within the technology +
• Key information (if applicable) +
• Key expiry (if applicable)

An unlimited number of repositories can be created, however, BSI recommends that you generally create repositories for the following use cases:

• When a group of documents has a specific retention policy (e.g. we keep applications for five years). By putting all application documents into a single repository, you can easily manage a retention policy and confirm that all documents are removed after their retention period is expired.
• When a group of documents is explicitly confidential in nature (in-camera minutes, discipline proceedings). This allows you to configure the security in your chosen storage medium to prevent access to these documents by unauthorized staff users from outside of iMIS.

Within each Repository, you can have multiple destination folders to organize your files appropriately.

iMIS Storage

Information about iMIS Storage

Advantages

• Low cost
• Documents can be converted to standard documents and vice-versa easily

Disadvantages

• iMIS Security prevents non-staff users from accessing documents uploaded by other users.

Sharepoint

Information about Sharepoint storage

Advantages

• File sizes up to 100 MB are supported
• Third-party users can access documents using Document Valet Viewer for review and assessment purposes

Disadvantages

• Requires installation and configuration of a Sharepoint instance
• Keys must be renewed every 2 years

Azure

Information about Azure storage

Advantages

• File sizes up to 100 MB are supported
• Third-party users can access documents using Document Valet Viewer for review and assessment purposes

Disadvantages

• Requires installation and configuration of a Sharepoint instance
• Keys must be renewed every 2 years

• Repository – (Required) select the repository where documents are to be saved or retrieved from.
• Data Source – select the single or multi-instance user-defined data source in iMIS which has the applicable Document Reference Field that the documents are associated with. Note: the “Multi-Instance Type” displays auotmatically if a multi-instance source is chosen.
• Document Ref Field – The Document Reference Field  is an integer field which is related to the documents stored in relation to the iMIS Data Source. For example, a field called “Resume” on a demographics table represents the number of documents of the type “Resume” uploaded by a specific ID.
• Key Values – Up to three key values can be used by Document Valet to identify the specific documents and records to be displayed:
  • iMIS ID – This field allows you to specify an alias to represent the iMIS ID. For example, “ApplicantID” might be used as an alias. This defaults to “ID”.
  • MI Key Alias – This field allows you to specify an alias to represent the SEQN or Ordinal value that identifies a specific multi-instance record. Document Valet detects which alternative key is applicable for a specific multi-instance table and defaults to that value (either SEQN or Ordinal).  For example, “AppOrdinal” might be used to identify a specific application record.
  • DI MI Key Name – For advanced applications, it may be appropriate to directly access the Document Index table. This third option allows you specify a specific record within a group of similar records. For example, rather than seeing all resumes on file, you can narrow your search down to the most recent one by using this alternative key.
• Allow Changes – This option enables file upload and document deletion features. if this is not used, then Document Valet will only display the available documents and permit the user to download them.
• Min No of documents – The minimum number of documents setting controls if Document Valet will provide an error message upon page or form submission related to missing document(s). A typical use case would be to ensure that at least one document is provided by a user. This value can be hard-coded or chosen from a related field on the Data Source (e.g. for members in good standing this value may be 0 but for users who are suspended at least one document is required).
• Max No of documents – Similar to the minimum setting, the maximum setting controls how may documents are permitted. When the maximum value is reached, the “Upload” features are disabled until at least one document is removed.
• Document Types – this controls the type(s) of documents that are accepted by Document Valet. This is a comma separated list with a period at the beginning of each distinct file type. For example:
  .pdf,.jpg,.png,.gif
• Maximum File Size (Mb) – The maximum file size is dictated by your overall repository settings, however, you can set a smaller size as appropriate to encourage smaller files.
• Target Location Id – This useful feature allows Document Valet to automatically reposition itself on a page upon loading to allow you to embed it as a supporting element within a form or or HTML block.
  • Enter the name of a DIV element that you would like to use here (e.g. “divResumeUpload“)
  • Add the appropriate “DIV” element to your form or HTML in form format:
    <div id=”divResumeUpload>&nbsp;</div>
• Show Date – Enable this setting to show the date the file was uploaded
• Show Size – Enable this setting to see the file size in MB
• Show Drag-n-Drop Area – Enable this setting to see the alternative upload option which is a full-width “drag and drop” area which can be used as appropriate.
• Document Tagging Settings – Document tags are a flexible and powerful feature that allows end users to group disparate documents into classifications that make sense to their organizations.
  • Display Document Tags – This option enables the display of tags as part of the Document Valet Manager component.
  • Tag List Source – This optional setting allows you to specify an IQA to provide a list of suggested or curated tags to add to documents.
  • Allow user-defined tags – This option works with the Tag List Source setting – if enabled, you can use the Tag List Source as a “Suggested” list but allow users to add their own options. If it is disabled, then the Tag List Source acts as a curated list and users can only choose from the available options.
  • Default tag(s) for new documents – This option will automatically set a default tag for all new documents that are uploaded. The field can be hard-coded (e.g. “Birth Certificate) or take a url parameter if prefaced with the token value of “@url:”. For example:
    @url:ApplicationType
  • Show Tags On Page Load – This setting controls if tags are displayed on page load or collapsed. By clicking on the tag icon you can toggle between these two states. Generally, you will show tags immediately if they are important in the page context.
• Show Preview Button (pdf,jpg,png) – this option allows for a preview of selected file types to be immediately displayed without directly downloading a copy to the user’s browser. Note that this feature is browser-dependent. If the browser does not support this feature, then the document will be downloaded.
• No document message – This message displays on page load and replaces the generic “No documents found” message that displays by default. e.g. Your proof of purchase can be uploaded here.
• Validation message – this option controls the messaging which is displayed when the Minimum Number of Documents condition is violated. This allows you to provide a clear statement to the end user such as “A copy of your insurance certificate is a condition of your annual license renewal.”

Content Here

Document Valet is a licensed product. To obtain the most recent release, please contact Bursting Silver.

Version 2.1.1

• Bug Fix – Document Valet now ensures that automated repositioning of the iPart survives a postback event
• MetaData to Repository – Document Valet now writes formatted metadata to the document repository to allow for better data validation and cross-referencing. Metadata includes the iMIS ID, DataSource (iMIS Table), AssociatedField, MIKeyValue (Ordinal or Seqn), RepositoryName, MI Flag and base FileName (without GUID information). This feature is not visible to the end-user.
• Repository Tools – Initial beta release of Repository Tools is now available.

Version 2.1

• Graph API Protocol Support – This release incorporates a new access protocol for Sharepoint using the Graph API. This replaces the deprecated ACS method which was used before.
• Updated End-User Documentation – Updated and moved to the Bursting Silver website
• Copyright Update – Updated to Bursting Silver Incorporated.
• Key Expiry Feature – A new “Key Expiry” feature has been added to all repositories:
  • Document Valet now requires a setting “KEY_EXPIRY_DATE” in the format yyyy-mm-dd for all repositories.
  • When the expiry date is within 3 months Document Valet will begin to remind staff users that their keys are expiring.
  • Reminders will grow more urgent as the expiry date approaches
  • Note that when keys are updated, system administrators must update the KEY_EXPIRY_DATE setting to correspond to their new expiration date.
    

Version 2.0.x

• Preview function added – a Preview function to display pdf, jpg and png documents in the browser has been added to enhance the user experience. Note that this feature is browser-dependent and not all browsers will support this option.
• Key Values – A new feature has been added to allow Alias values to be used when working with complex pages in iMIS.
  Example: A page is displaying information from both the “Application” and “Registration” user-defined tables. The URL would be in the form of:?ID=123456&Ordinal=4567&RegOrdinal=12354By default, Document Valet will consume the “ID” and “Ordinal” url values and present them to iMIS to obtain the document list. If the document in question is on the “Registration” data source then the new Key Values feature allows this to be selected:
  
• The new setting “DI MI Key Name” allows Document Valet to work directly with the underlying Ordinal (or SEQN) used in the Document Index table (VADM_DocumentIndex). This allows for a scenario where specific documents can be chosen directly from the index.