Configuring a controlled directory
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Prerequisite
- Administration: access to the Configuration > Electronic file > Controlled directory (AD029) menu.
- Document: access to the Configuration > Document > Controlled directory (DC040) menu.
- PDM: access to the Configuration > Item > Controlled directory (IT037) menu.
Introduction
When creating a controlled directory, it is possible to configure it by defining its servers. There are three types of servers available: Amazon S3, Local server, and External server.
See further details below:
Configuring a controlled directory
1. Access the controlled directory configuration menu.
2. Click on the 
toolbar button.
3. On the screen that will open, enter an ID # and a name for the controlled directory.
4. Click on the 
button to enable the other tabs.
5. In the General tab, click on the button to add a server to the controlled directory.
6. On the screen that will open, enter an ID # and a name for the server.
7. Fill in the other fields in accordance with the server type to be configured:
Local server
To configure a local server, simply fill in the Path field. No other fields need to be completed.
Path: in this field, enter the path for access to a local server, if the server is not external or an Amazon S3 repository.
The Use as default option is shown checked by the system and cannot be edited.
Do not insert a path that takes to a folder located inside the SoftExpert Suite installation folder because, if the system needs to be uninstalled for whatever reason, this folder will also be removed by the uninstaller.
Amazon S3
It is possible to use this type of server if it has been configured that electronic files will be stored in the Amazon S3 repository, in the Configuration > System (CM006) menu of the Configuration component.
Path: insert the directory structure in the bucket. The name of the bucket must not be included in the path.
Amazon S3: check this option to indicate that the files will be stored in the Amazon S3 repository.
Storage category: select the option that will be used to determine the billing type for the service: STANDARD, STANDARD_IA, or ONEZONE_IA.
The Use as default option is shown checked by the system and cannot be edited.
The Amazon S3 option will be displayed if, in the Configuration component, the correct configurations have been set for storage in the Amazon S3 repository. Click here and learn how to configure this storage type.
External server
This resource makes it possible to have file servers in different locations, speeding up the viewing of electronic files in the environment where they are most frequently used:
Path: insert the path for access to the server of the controlled directory.
External server: check this option to indicate that the server is external.
Server: insert the address of the external server.
Port: insert the port of the external server.
Interval: in the From and To fields, insert the range of the IP addresses that will be allowed to access the server that is being added. When the user views an electronic file, the system checks, through the IP of their machine, which server has this IP in the configured range and uses that server. If the IP of the user's machine is not in any configured range, the system will use the default server. If the server being configured is not the default one, the range will have to be inserted.
Use as default: if there is more than one server configured for the directory, this option will be available for editing. In this case, keep it checked to define that the server will be the default server of the controlled directory. Uncheck it to indicate that the server is not the default server of the controlled directory.
8. Click on the 
button to finish adding the server to the controlled directory.
9. In the lower part of the General tab, check the Allow online copying between servers option so that, when the logged user views the electronic file of a document that is not on their server nor on the default server, the system copies the document to the user's server, allowing the electronic file to be viewed. Otherwise, when the user tries to view the electronic file, the system will inform that the file is not available and will ask the user to try later.
9. Check the Allow viewing the default server if the file is not synchronized option so that the system allows for viewing the default-server file, even if this file is not synchronized. Otherwise, when the user tries to view the electronic file, the system will inform that the file is not available and will ask the user to try later.
- During document revision, the system will always use the default server to search for and save electronic files, ensuring that an outdated file is not used. Therefore, it is not necessary to create multiple servers and routines for the replication of directories with revisions in progress.
- In the association of a new electronic file, the file will always be stored on the default server. If the "Allow online copying between servers" option is not checked, the user who has just associated the file will not be able to view it until the synchronization is done.
10. After performing the necessary configurations, finish adding the controlled directory by clicking on the button.
Conclusion
Now that the controlled directory is duly configured, the next step is to associate it with the desired object.
The Component tab displays the SoftExpert Suite components that use the controlled directory resource.
If you wish to use the same directory in several components, the directories from other components can be associated through the association of an existing record; this option is available next to the Add button on the controlled directory configuration menu, or via the Administration component.