4. Documentation Handling¶

Document management is an essential tool to achieve an efficient, organized and systematic dynamic in the interested areas of the entity.

The Documentation Handling service, serves the following purposes:

• Creating cabinets: A cabinet is an abstraction that allows you to group together a set of related documents. Conceptually, its similar to a folder in a traditional filesystem, even though it only supports one level of nesting - this is, a cabinet cannot contain other cabinets as elements - only documents.
• Creating documents: A document is an abrstaction that represents a group of papers that deals with the same subject. For example, sworn declarations, statutes, balance sheets, etc.
• Attach files to documents, and download them. A document may have several files, just like a balance sheet may have several sheets.

erDiagram
    DigitalProfile ||--|| Cabinet: has
    Cabinet ||--o{ Document: has
    Document ||--o{ Files: has
    Files ||--o{ DownloadToken: has
    Document }o--|| DigitalProfile: belongs

    DigitalProfile {
      string id
      string name

    }

    Cabinet {
      string id
      string name
    }

    Document {
      string id
      string name
    }

    Files {
      string url
      string filename
      int size
      string content_type
    }

    DownloadToken {
      string token
      string doc_id
      string url
      int size
      int expires_in
      string content_type
    }

4.1 Cabinets¶

A cabinet is specified by its name and an optional description. Initially the cabinets holds no documents.

4.2 Documents¶

A document is an abstraction that represent a group of papers that deals with the same subject. For example, sworn declarations, statutes, balance sheets, etc. A document is specified by:

• A name name is required, limited to max 255 characters.

• An optional description, limited to max 255 characters.

• A document type doc_type. More information on 4.9 Document types

• An external reference ref. By convention, the id of the profile that is related to this profile must be saved as an external reference.

• The cabinet_id is a reference to the id field of the cabinet that contains this document.

• The pair of attributes date_from and date_tp is used to define the period of validity of the document.

4.3 Files¶

Each document has associated one or more files. The size of the files have a limit of 50 MB per file.

4.4 Download tokens¶

To download the files a temporary download token is used to allow access to the files that comprises a document. The expiry time for this token has a microsecond granularity and can be found in the expires_in field. The default expiry time is 10 minutes. At most, it can be one day.

4.5 Summing it up¶

The following diagram summarizes the main entities linked in handling documentation and foreign key references to maintain.

4.6 Labels/Tags¶

A document can be marked using arbitrary strings as tags. A label has a minumum length of 2 characters and a maximum of 20 characters.

4.7 Additional Information¶

All the additional information you want can be saved in the profile in key-value format.

4.8 History¶

If the document is set to be versionable, the system will keep track of all the changes made to it, along with the timestamp and user or application that made the change. The versions of the document will be numbered starting from 1. Each change is an object that references the document by its unique identifier (orig_id), the version number immediately previous and an array of changes. The changes format is similar to that described for profiles. At most, up to 50 versions of the same documents are allowed. By default, the documents of a profile can't be erased. If you wish to allow the delation, they can be marked as erasables.

4.9 Document Types¶

Each documents carries a type, that allows you to categorize its function. By default, the following types are provided:

• Balance Sheet: balance_sheet.
• Security Gesture: gesture.
• ID Front Cover: id_front.
• ID Back Cover: id_back.
• ID Card: identity_card.
• Paycheck Stub: paycheck_stub.
• Signature: signature.
• Selfie: selfie
• Statute: statute.
• Statutory Powers: statutory_powers.
• Tax Records: tax_records.
• Others: other.

You can extend this enumeration to contain all the document types that your entity needs to represent their bussiness model.

4.10 Allowed file types¶

4.11 Documentation to expire and expired documentation¶

Trak.e allows you to configure a validity period for each document. The platform may be configured to issue alerts when a documents is close to its expiration date, or when the document actually reaches its expriration date.

4.12 Resources¶

4.13 API¶

API