Working with documents (create/update/search/remove)

This software allows you to perform various operations with documents in Hummingbird DM libraries, such as:

Creating documents

To create a document, you should use the DOCUMENT element with the attribute action="create". You can create a new document in the library by specifying the form of the document in the form attribute of the PROFILE element and filling out the necessary fields of the form using FIELD elements.

Example:

<DOCUMENT id="doc" action="create" onerror="break">

<PROFILE form="DEF_PROF">

<FIELD name="DOCNAME">The Jack's document</FIELD>

<FIELD name="AUTHOR_ID">JACK</FIELD>

<FIELD name="TYPIST_ID">JACK</FIELD>

<FIELD name="APP_ID">MS WORD</FIELD>

<FIELD name="TYPE_ID">DEFAULT</FIELD>

</PROFILE>

</DOCUMENT>

Updating documents

If the DOCUMENT element uses the attribute action="update", the values of the specified form fields are updated and actions specified in the ACTIONS element are carried out for the found document.

Example:

<DOCUMENT action="update" onerror="break">

<SEARCH>

<QUERY>

SELECT DOCNUMBER FROM DOCSADM.PROFILE WHERE SYSTEM_ID='%doc.SYSTEM_ID%'

</QUERY>

</SEARCH>

<PROFILE form="DEF_PROF">

<FIELD name="ABSTRACT">The Jack's very important document</FIELD>

</PROFILE>

</DOCUMENT>

Assigning access rights for documents

The PROFILE element of the DOCUMENT element contains a child element named SECURITY used to assign access rights. You can use this element both to override the existing set of rights for a document and to add new right combinations to those existing. You can also use this element to disable all restrictions for a document. It is possible to set access right both for user and for groups.

Example:

<DOCUMENT action="update" onerror="break">

<SEARCH>

<QUERY>

SELECT DOCNUMBER FROM DOCSADM.PROFILE WHERE SYSTEM_ID='%doc.SYSTEM_ID%'

</QUERY>

</SEARCH>

<PROFILE form="DEF_PROF">

<SECURITY action="add">

<USER user_id="MARY">

<ACCESSRIGHTS

view_profile="yes"

edit_profile="yes"

view_content="yes"

retreive_content="yes"

edit_content="yes"

copy_content="yes"

delete_content="yes"

control_access="yes"

assign_to_file="yes"

view_only_published="yes"/>

</USER>

<GROUP group_id="JACKS_CLIENTS">

<ACCESSRIGHTS

view_profile="yes"

edit_profile="yes"

view_content="yes"

retreive_content="yes"

edit_content="no"

copy_content="no"

delete_content="no"

control_access="no"

assign_to_file="no"

view_only_published="yes"/>

</GROUP>

</SECURITY>

</PROFILE>

</DOCUMENT>

Creating versions, subversion and attachments

When you are creating a document, you can add any number of versions, subversions and attachments to it. To do it, you should use the elements CREATE_VERSION and CREATE_ATTACHMENT in the ACTIONS element of the DOCUMENT element.

Versions, subversions and attachments can be files loaded to Hummingbird DM from the disk.

Example:

<DOCUMENT action="update" onerror="break">

<SEARCH>

<QUERY>

SELECT DOCNUMBER FROM DOCSADM.PROFILE WHERE SYSTEM_ID='%doc.SYSTEM_ID%'

</QUERY>

</SEARCH>

<ACTIONS>

<CREATE_VERSION copy="no" subversion="no" author="JACK" typist="JACK" comment="Document version 1">

<CONTENT location="external">..\Docs\Document.doc</CONTENT>

</CREATE_VERSION>

<CREATE_ATTACHMENT label="XLS" author="JACK" typist="JACK" comment="Document attachment XLS">

<CONTENT location="external">..\Docs\Document.xls</CONTENT>

</CREATE_ATTACHMENT>

</ACTIONS>

</DOCUMENT>

Searching for documents

You can search for documents. Use the SEARCH element of the DOCUMENT element for that. Search is carried out not by the fields of a form, but with the help of an SQL query because it allows you to search for documents by your algorithms more flexibly.

You can use search to:

• find out whether there are documents with the specified parameters in the library (not only the values of form fields) and automatically change the logic of import depending on the result (see the ifexists attribute of the DOCUMENT element for more information)

• update document attributes

• update the attributes of all found documents (see Updating numerous documents with one operation for more information)

• refer to document attributes later (see Using references to items for more information)

Removing documents

If the attribute action="delete" is used in the DOCUMENT element, the document found during search is removed.

Example:

<DOCUMENT action="delete" onerror="skip">

<SEARCH>

<QUERY>

SELECT DOCNUMBER FROM DOCSADM.PROFILE WHERE SYSTEM_ID = %doc.SYSTEM_ID%

</QUERY>

</SEARCH>

</DOCUMENT>