Define file plans in Athento

In Athento it is possible to link documents to a File or Record Plan, that is to say, we can link our digital contents to a hierarchical codified structure of document series.

We can work with FPs using different strategies:

Field-based file plans

This is the most powerful way of defining our FP since it will allow us to exploit and access each and every one of the data that defines our document classification. This method facilitates the search and allows us to work with the data in a more flexible way.

In this case, all we have to do is create the fields that describe our FP and enable the Marketplace option so that we can use them in any of our forms.

Space-based file plan

We can use the spaces to define a hierarchical navigation structure. One approach would be to create a space per document series. Within the spaces, we can use simple folders to represent the subseries, or we can use folderish forms if we also want the subseries to store information (fields).

One advantage of this method is that we can easily limit access at the document series level. However, this strategy limits us somewhat when it comes to exploiting the data for searching and reporting. 

Mixed file plan

In this strategy, we combine both components and obtain the benefits of access limitation and field benefits. 

We can define the document series at space level, as in the previous example, and the subseries at field level as shown in the first screenshot.