V2 File Handling

V2Master

• Contents

  1. V2 File Handling
  2. Issues
     1. First Release
     2. Design Issues to Discuss
     3. Items to Prototype
  3. Requirements
  4. Transmittal Email
  5. Transmittal ZIP Files
  6. Permissions
  7. Transmittal Metadata
     1. Selecting Recipients
     2. Selecting Revisions
     3. Selecting Files
  8. Listing Transmittals
  9. Future Release

• 2013.08.31 ah & jk

Issues

First Release

1. What is included in the first release?
   1. Clone transmittal?
   2. Automatically link cloned transmittal?

Design Issues to Discuss

1. ZIP files stored or created during download?
2. Revision file versioning?

3. Keep names and email addresses for non-system users in the Users table or somewhere else?

   1. Try to avoid re-factoring all the session and access/permissioning code
   2. Consider security issues
   3. Would like to be able to create a contact list of all project members, including the external contacts
4. How should transmittal codes be generated?
5. What roles if required for creating a transmittal?

Items to Prototype

1. Recipient selection
2. Revision selection
3. File selection

Requirements

1. You can send revisions to recipients that do not have a system login
2. Sending a transmittal (in the first release):
   1. Sends an HTML formatted email
   2. To all recipients
   3. The email contains a link, with a personalized key, for downloading a ZIP file with all the files
   4. A audit trail record is made when it is sent
3. Once a transmittal is sent it cannot be changed

   1. Means that you can always see exactly what was sent, including the exact copies of all files

4. Once a revision file is transmitted, the sent file(s) are are locked
   1. You cannot change the file, but can change it's metadata
   2. File versioning is required
5. If a transmittal has not been sent, it can be:
   1. Edited
   2. Deleted
   3. Recipients can be added and removed
   4. Revisions can be added and removed
6. You can clone a transmittal

   1. When cloned, the transmittal code is appended with (copy), which can be edited

   2. If you want to change a transmittal that has been sent, you have to clone it
   3. The clone is automatically linked to the original transmittal
7. References (links) between transmittals can be added or deleted at any time
8. You can re-send a transmittal, to the original recipients, provided nothing is changed
   1. A audit trail record is made indicating that it was re-sent
9. The complete history of transmittal, including canceled transmittals, is retained, including:
   1. The cover letter
   2. The revisions
10. When a ZIP file is downloaded using an email link, an audit trail record is made containing:
    1. Date and time
    2. Recipient identification
    3. IP address

Transmittal Email

1. Transmittal code (automatically generated by the system?)
2. Date (set automatically when sent)
3. Sender (selected from the user list)
   1. User must have a role matching the folder (what role?)
4. Email subject line, built from:
   1. Project name/code
   2. Transmittal code
   3. Transmittal title
5. Transmittal title
6. Classification codes

   1. Only classification fields configured in the top block appear in the email

   2. Possible classification fields (which is configurable by the user)
      1. Sub-Title
      2. Description
7. Message text
8. Table of revisions being sent (document code, title, date, etc.)

Transmittal ZIP Files

1. Create ZIP file when transmittal is sent or when the user downloads?
   1. From the user's point of view the system creates a ZIP file when a transmittal is sent
   2. From the system point is view it is probably more efficient to generate the ZIP file during a download
2. Use file versioning instead of creating ZIP files in order to ensure that the exact transmittal is maintained

Permissions

1. Transmittals are stored in a folder
2. The folder must be writable by the transmittal sender and the current user
3. The files being sent must be readable by the sender and the current user
4. If you have permission to read a transmittal:
   1. You can download the ZIP file, which may include files that you otherwise not allowed to see
   2. You see the complete file list, but you may not be able to see the detail screens all of them

Transmittal Metadata

1. Code (required. must be unique)
2. Name (required)
3. Message (optional)

4. Status (set automatically. pending, in process, sent, canceled)

5. Sate sent (set automatically)
6. Folder (required)
7. Classification fields (configurable. optional/required as defined by the classification configuration)

Selecting Recipients

1. All recipients must be registered in the system, with the minimum
   1. Must have an email, name, company, description (.g. project position name)
   2. Description is optional and is not included in the transmittal
   3. The email address does not not need to be validated
2. Would be nice to be able to register new recipients the while creating a transmittal (perhaps another window)
3. List of possible recipients includes the
   1. System users (who have logins)
   2. External (non-system) participants
   3. All project participants

Selecting Revisions

1. Document revisions are sent in transmittals (not files)
2. When a revision is part of a transmittal the corresponding document detail page will contain a link it
   1. The ability to see the link is subject to user's ability to read the transmittal's folder
3. Use the basket to put documents in a transmittal

   1. Probably need a refresh basket select list, to allow users to create a basket in a different window

Selecting Files

1. Only files attached to revisions can be sent
2. Any file and all file types can be sent, including both revision and working files
3. It is possible to select the file type(s) on an individual revision and file basis
4. It may be possible to select or un-select all files for the selected revisions base on:
   1. File Category, e.g. all revision or working files
   2. File type
   3. File format
5. Revisions can be added to a transmittal via baskets (lists)

Listing Transmittals

1. It is possible to list transmittals
2. Sort/search by:
   1. Title
   2. Description
   3. Date
   4. Sender
   5. Recipient
   6. Folder
   7. Classification fields

Future Release

1. Managing download links
   1. Timeouts. Link no longer works when time limit reached
   2. Cancel download link for selected recipients
2. Promote an external user to be a system user
   1. Ideally by sending an invitation. Most of the metadata should be already setup
3. Transmittal templates
   1. Transmittal type selects a templates for:
      1. Email subject line
      2. Email message
   2. Variable substitution in templates
4. Cover letters in PDF format
   1. Automatically registered in the system as documents/revisions
   2. When a transmittal is canceled then it is stored as a new revision
5. When workflows are implemented

   1. Check box on transmittal that requires that all workflows of document must be completed

6. Ordering of
   1. revision files
   2. recipients
7. Cancel transmittal transaction,
   1. Transmittal status set to canceled
   2. Inform the original recipients that the transmittal is canceled
   3. A audit trail record is made indicating that it was canceled
   4. Subject line has 'CANCEL' at the start
   5. All keys for downloading the ZIP are blocked. If they are used then the system reports that the transmittal is canceled
8. Improved reporting:
   1. Transmittals and list of file sent to:
      1. An email address
      2. A domain name
   2. List of transmittals that a particular file was sent in
9. Transmitting tasks
   1. A PDF representation of the task, in it's current, is created and registered as a document/revision when the transmittal is sent