FileHold 8.5 Released

FileHold 8.5 was released yesterday afternoon. We are getting onto the upgrades and new installations.

You can take a look at the new features here:

Features include:

• MS SharePoint 2007 / WSS 3.0 Integration
• An optional feature that is very cool to use is FileHold Fast Find for 3rd party application integration with various Windows Desktop applications.
• Folder based "Auto Tagging"
• Document Control Numbering (DCN) that ensures unique DCN's are assigned to each document
  
• SQL 2005 Reporting Services Integration to allow customers to write their own reports against FileHold metadata, usage, and other system metrics
  

In addition to these new features FileHold 8.5 document management software also comes with a number of other improvements including:

• Improved performance in the FileHold web client to help VPN users and other users spread across large enterprise networks with performance
  
• Support for Microsoft Vista with full Vista installer support coming in early December 2008
  
• Integration support for the FileHold Desktop Client with Microsoft Office 2007
• Improved auto positioning by the Brava viewer to make metadata capture even easier
• Enhanced search capabilities with the ability to highlight the words being searched as they are found.
• New update to FileHold's integrated DTSearch full text search engine using Version 2.0
  
• Improved System Administration License Usage Reporting in Web Client > System Administration
  
• Improvements in the FileHold Desktop Application for Cabinet >Folder hierarchy display performance
• Implement Library Level Statistics reporting: Cabinets# -> Drawer# -> Folder# -> Document counts with totals per system, for both: Active and Archive Library.
• Implementation of repetitive markup burnings into CSF files.
• IT department friendly (silent) FDA install / uninstall support to help IT departments deploy the desktop client using Active Directory deployment scripts or system management software like Kaseya or Microsoft System Management Server (SMS). Please note that FileHold does not test these various systems directly but has customers who are running these systems that kindly provide us with real world feedback during our quality assurance process. If you are a FileHold customer interested in helping FileHold with our next release around this area, please contact me for further information.
  

Learning More: Guest User account / security role in FileHold Document Management Software ?

In FileHold Document Management's overview of system security there are all the standard users. It is also possible to use a guest user account to solve very specific types of business problems.

The functionality available to Guest users are the same as the Read-Only users but more limited. Below are the functionality which Guest users can or cannot perform:

- No ability to add a document as they are a type of read only user - they can only get copies of documents that other people add.
- Can view the Metadata & File Properties of a document in the cabinet / folder where the user has access.
- Can view a document's History of Changes (Edits to Metadata & Usage of File).
- Can perform searches but cannot create smart folders and saved searches.
- Can 'Get a Copy' but cannot check-out document(s).
- Can 'Email' FileHold documents.
- Cannot edit the Metadata of a document.
- Cannot create links between documents but can view the linked documents made by other users.
- Cannot move or copy document(s) to another library location.
- Cannot delete document(s).
- Cannot add documents to Document Tray.
- Cannot create or add Virtual folder.
- Can view the Properties of the Library objects in read-only mode.
- No access to My FileHold and its sub nodes including My Favorites, Checked Out Documents, Document Alerts, Document Reminders, Recently Accessed and Recently Added.
- No access to View Preferences including My Alert Preferences and My User Preferences.
- Cannot be a participant or an observer of a Workflow activity.
- Does not have access to Reviews & Approvals and its subnodes including My Workflow Tasks and Status Report generated by the FileHold Workflow engine.
- Can be assigned a Brava Viewer License.

Document Management API Code Snippet - Add Documents with Metadata

Sometimes customers will integrate the FileHold document management software system with other systems, databases and applications in their network or enterprise. While the majority of our wide ranging customer base use FileHold Document Management Software out of the box, there are customer examples who require an API for integration into other systems. For example, we have customers that have integrated with SAP, GlobalShop ERP, Java based systems via SOAP, Oracle E-Business Suite Financials, MS SharePoint, and custom intranet applications as well as various types of corporate enterprise information portals.

FileHold is a .NET 2.0 / 3.0 C# based system designed around a scalable, highly configurable web services oriented architecture.

This blog post features a useful code snippet that shows how you can add a document to the FileHold document management software system via the FileHold web services based API.

For those who do not understand what a code snippet is - this is an example of how to use code - not an entirely self contained piece of software.

============================
The Document Manager class has a method AddDocument and one of the
parameters is a array of FieldWithValues structure.



// ----------- code snippet


// get the fields definition for the schema

FieldDefinition[] fielddefinitions =
DocumentSchemaManager.GetDocumentSchemaFields( SchemaId );


//create the new schema values for the document

List fieldsWithValues = new List();


//for each schema field

foreach ( FieldDefinition field in fielddefinitions )

{

// only do for NON system fields

if ( !field.IsSystem )

{

FieldWithValue newFieldValue = = new
FieldWithValue();



//global field id

newFieldValue.FieldId = field.MetadataFieldId;



// define variable ob type object

object value = null;

// and now based on the field type assign the value

// if you want to assign default value

// value = field.InitialValue;



// if it is string

// value = "text of the metadata"



// if it is date

// DateTime dt = new DateTime( 2008, 4, 12 );

// value = dt;



// in case of dropdown menu

// get the menu items into array

// DropdownFieldChoice[] menuchoices =
DocumentSchemaManager.GetDropDownMenuItems(field.MetadataFieldId);

// // set the default null value

// value = new int[] { };

// foreach (DocumentSchemaManagerService.DropdownFieldChoice menu in
menuchoices )

// {

// if (menu.Value == YOU_MENU_FIELD_VALUE )

// {

// value = new int[] { menu.Id };

// break;

// }

// }



// set the value

newFieldValue.FieldValue = value;

// add the field value to the list

fieldsWithValues.Add( newFieldValue );

}

}



// now you can use the fieldsWithValues variable in the AddDocument method



// ----------- end of code snippet