This page covers the following:
Create and edit archive users
Add new user with National ID No. (SSN), CVR-RID or Username/Password
If you have the right access (given by Nets Admin or another super user at your company) you can create new users. Go to menu item in upper right corner and click “User administration”. Then press the button for “Create new user” and a new page will show. Fill out information about the user. “Reset” will clear the form without saving.
The following information must be filled out for a new user:
- First name
- Last name
- E-mail address (must be unique)
- National ID No./SSN or CVR-RID
When registering a new user, you must fill out either National ID No./SSN or CVR-RID. Note that if your company has no access to login with Country Specific eID, then you will not see SSN and CVR-RID fields while creating a user.
Register a new user using National ID:
National ID number is the User’s identification number, referring to “Fødselsnummer” in Norway, “Personnummer” in Sweden and “CPR-nummer” in Denmark.
Important: The CVR-RID field must be left empty.
Register a new User using CVR and RID:
CVR-RID is the Employer ID and Employee ID used in Denmark. CVR and RID must be entered as written, separated by a dash, (“-”).
Important: The National ID field must be left empty.
SSN and CVR-RID fields are optional if "Log in with
Username/Password" is enabled for your Company. When the user is created, an email will be sent to the users email address, containing a link to set a password. Note that users email address must be unique.
Then choose
E-Archive as service in dropdown and then company the registered user belongs, and press “Create”. Additional fields appear, and here you give access for the specific user for the different features/pages for the specific archive.
Edit an archive user
To edit an archive user, go to menu item in upper right corner and click “User administration”. Then choose service E-Archive in drop down menu, and in addition choose the company and press Search. All users related to the company and service will be listed.
Administration
Based on permissions given by Nets admin or super user at your company, user can have corresponding access to archive features. This section covers following pages:
Archive Admin
When Nets admin has created the archive, it will appear in Archive admin page and you can administer the E‐Archive configuration here; Configure, Layout and Document types. On click on Validation rules button you can create your own validation type with your defined set of rules. This will be similar to other types like string, numeric, date etc. and will validate value with rules that you configure. E‐Archive supports enumeration (predefined set of values) that you can create and configure to one or more indexes in an archive as a validation type. Enumerations can be updated at any time, however, used references cannot be removed.
Configure
On click of link Configure, a new page appear and here you can check/uncheck for
Extended access control. It is possible to set up extended access control in the archive so that only users with the right access level can search, upload and see related documents. Connections between users and access roles are set in user admin or by Nets admin.
You can configure retention and purge dates. In E‐Archive, documents are stored with a given lifetime (which can be infinite). Once this has been reached, the documents are physically removed from the archive. Documents can also be deleted ahead of this time. They will then be marked as deleted, but stored in the archive for a configured period of time before they are removed. This period can range from days to years. During this period, it is possible for an administrator to recover the documents. Once the documents have been physically removed from the archive, recovery is no longer possible. The retention parameters allow you to configure lifetime for stored and deleted documents. The settings will determine the purge date (expiration date) for the documents stored in the archive. Once the purge date is reached, the documents will be physically removed from the archive. The retention parameters can be set both for the archive itself, and for each single document type. The document type has precedence, so if a parameter is configured for a document type, this will override the same setting in the archive configuration. If it is not set on the document type, the setting for the archive will be used. The purge date of the document is calculated when the document is first stored, and only re‐calculated when a change happens to the document of a kind that normally causes a change to the purge date. This means that if you change document type for a document, or you delete or un‐delete it, then the purge date will be recalculated. If you, however, update only the settings on the document type or archive, existing documents will not be updated. The new setting will be used for new documents and for recalculations of purge date on existing documents when that is triggered by one of the above actions.
Document lifetime
| The amount of time from a document is stored until it is physically removed from the archive. Document lifetime is optional. If this is not
configured, a stored document will never be purged unless it is deleted. |
Purge after delete
| The amount of time from a document is deleted till it is physically
removed from the archive. Purge after delete must be specified. Deleted document will be removed from the archive after spending amount of time configured here. The time period specified for 'purge after delete' can be the same or less than 'document lifetime'. When a document is deleted, the first purge date will be used. This means that it is possible to shorten the life time of a document by deleting it, but it is not possible to extend it. |
Indexes
Indexes are text fields related to each stored document. The archive has two variants of indexes ‐ system mandated indexes that needs to be present in every archive, and archive specific indexes that can be configured by the customer. An archive can have up to 20 archive specific indexes. Note that E‐Sign integration will mandate the use of some of these indexes for E‐Sign specific values.
Index name
| The name of the index. The Index name is the canonical identification of the index. It cannot be modified once the index has been created. |
Required
| A value for the index has to be present when storing a document, and at least one value needs to be present at all time.
- While creating a new archive, you can make the System index as required if it is optional by the system.
- A new Generic index can be created with required or optional.
- You cannot modify index from optional to required.
|
Searchable
| A searchable index may be used to search for documents. One or more indexes may be used to
search for documents.
-
You can create max 15 searchable generic indexes for an archive.
- You can create max 5 non‐searchable generic indexes for an archive.
- You can modify index from searchable to non‐searchable. However, this index will still remain as searchable by the system and you can revert it back on later.
- You cannot modify non‐searchable index to searchable.
|
Modifiable
| The value of an index may be changed at a later time.
|
Type
| A type of value an index should accept while storing document.
The following types are allowed:
- string –readable string of characters in the ISO‐8859‐1 character set.
- numeric ‐ any sequence of the characters between ‘0’ and ‘9’.
- date – date on the format YYYYMMDD.
- boolean – value either 0 or 1 (in the portal values are shown as No and Yes respectively).
- custid – valid Norwegian/Danish/Swedish social sequrity number or organization number.
- account ‐valid Norwegian bank account number.
- countrycode – ISO‐3166‐1 standard 2 letter or 3 letters code (portal will add drop‐down with list of country names).
You cannot modify the type for the System indexes Maximum length is 100
You can change non‐string type to string, however, reverse is not allowed.
Only permissible modification will be non‐string type to string. For example, numeric to
string is allowed, however string to numeric and date to numeric are not allowed. You can define custom validation types(predefined set of values). Type starting with '*' represents custom validation type. Read more about Validation rules below. |
Length
| A min and max length value an index should accept while storing or modifying the document. You can decrease the minimum value however you cannot increase during archive modification. You can increase the maximum value however you cannot decrease during archive modification. |
Max Allowed
| Number of values an index can accept.
You can increase the number of values at any time, but you can not decrease it. Max number of values can be 99. |
Standard E-Archive indexes
customerId
| Can be used to store the associated customerId (social security number /
organization number) related to the document.
|
description
| Can be used to store description of the archived object. |
| documentDate | The original date of the document
|
| documentGroup | The document group associated with the document
|
documentId
| Unique document identification
|
documentType
| The document type associated with the document
|
externalRef
| Used to store the orderId from the E‐signing order
|
fileName
| Used to store the filename when uploading a document
|
mimetype
| Indicate the type of data that a file contains
|
source
| Indicates who (person/machine/system) has archived the document
|
shemaVersion
| Archive internal index |
esignPortalUser
| Used by Nets Trust Portal to store information about the user who
initiated the signing order (Earchive special index)
|
Layout
On click of link Layout a new page will open and you can customize the layout for users. Here you can configure your own layout by providing which indexes should be visible in the different views of the portal. You are able to edit the visibility for instance in the search, upload, and result pages. It is also possible to have custom names on all the indexes displayed to the end user.
You could use the drag able interface to arrange the indexes the way you want to display them.
Index name
| Display the actual index name.Non editable field.
|
Display Name
| Name to be displayed to user and will be visible in archive template & create order. Field is modifiable.
|
Search page
| Check/uncheck if the specific index should be shown at search page |
Result page
| Check/uncheck if the specific index should be shown at result page
|
Detailed page
| Check/uncheck if the specific index should be shown at Detailed page
|
Upload page
| Check/uncheck if the specific index should be shown at upload page
|
Document types
To create or edit document types, click the “Document types” link. A new page will show and you can create your own
document groups by clicking "+" icon (Add new group) It is also possible to load pre‐defined
document types by pressing “Load” button. Then you will get a list with prefilled document groups and types. You have to first save the document group in order to be able to save the document types.
When you click “Add new group” you can use the ID number suggested by the system, or use your own values, enter a Group name and press “save” icon.
After you have created a document group, you can create the document types for this document group by clicking the “+” icon (Add new type). You can see all documenttypes for a documentgroup by
expanding the documentgroup. Fill inn “Type name”
and then click “Save” icon. You should only fill inn “Document lifetime” and “Purge after delete” if the documents belonging to this Document type has special rules. Create the document types belonging to the document group one‐by‐one. You can delete a group, but if the group contains a type, you need to delete that first. If the type is in use then cannot be deleted unless it is empty. Deletion is done with the “Delete” icon.
Documentation
By clicking the "Documentation" link you can download a PDF documentation of your archive configuration.
The PDF file is downloaded to your computer containing these five sections:
Archive Indexes
Archive Rules
Archive Validation Rules
Validations
Document Groups and Types
Configure access control
It is possible to give access for spesific archives, document groups and types, for spesific users. This secures that only users with the right access control role can search and see the related documents.
NOTE: If the archive is enabled for extended access control all users must have an access control role to
retrieve documents from the archive.
To create roles and access for an archive, follow these steps:
- Go to Administration->Archive admin and press link
configure for the spesific archive and check for "Extended access control" and press "Save" button.
- Go to Administration->Configure access control, choose "Create new role for access" and add role name. Then choose "+" icon for the archive you marked with "Extended access control" above, and choose document group/type and search/update/delete and then press "Create". The access control role is now created.
- Go to User administration->choose the user you want to give the extended access control and press edit icon. Here the role you created will appear and you can connect the user to the specific role and then press "Save"
You can also edit an existing role, or delete a role.
Rejected documents
At Search page you will see a red icon (text by mouseover: You have documents that failed to be archived, go to Rejected documents) when the archive contains rejected documents. Rejected documents are documents that have been rejected by automatically archiving because the metadata information doesn’t match the archive setup. The documents are stored for manual handling.
For correction, choose menu item "Rejected documents" and a new page show with more options. Here you see an overview of all rejected documents and you can search by order ID. The page contains a list where you can display which date the rejected documents is received, number of rejected documents and how many documents which is in process of being corrected. You could also view the rejected documents, or start correcting them.
On click on “Start correction” the system will start on the first rejected document in the list, or Click on edit icon at a
spesific document and you will be presented with the option to start correcting the rejected document a
nd
to store it in the archive.
To have the rejected documents stored in the archive, you need to fill out all the required fields and
click the button “Store and next”. If all the necessary information is provided and the operation is
processed ok, a message will be displayed saying: “Document stored to archive”. It is also possible to
save a draft of the work you are doing so you can go back and correct it later. In addition, you could
also skip correction of this document.
Shielded customers
E‐Archive offers the possibility to shield customers. To shield a customer, go to Shielded customers menu item.
Only users where the attribute for the shielded users are set, will be able to register shielded customers and see documents to customers that are shielded. Examples for shielded customer could be member of the royal family, politicians or other people of great public interest.
The customers you would like to shield needs to be entered with their customerIds in this screen.
Please note that there cannot be more than one customerId on each line. Click save
when all
shielded customers have been added to the list.
Report admin
When clicking the menu item Administration and then Report admin, you will be directed to your companies archive’s reports administration and are able to configure the reports. In dropdown, select the archive for witch you want to configure the report “E‐archive upcoming Removals”.
When archive is selected, you can specify which indexes to see in the report and you can also specify how long time
period the report shall show. Click “Save report setup” when finished.
The new report setup will be used the next time the report is generated.
Reports
As a standard setup this report provides details of the documents which are going to be permanently removed from the archives within two months.
View list of all reports in the dropdown and you can select the appropriate report. Optional and Calendar will show past 3 months date until current date for selection.
You can perform date search based on the dates selected in From-To dates. Optional and By default, no report is selected, and it displays all the reports details in the below overview table.
On click of Search will display all the results based on the search criteria
Downloads the report by clicking the Download icon.The report displays the total number of documents (SDO, DELETED and Total which are available in the archive also showing the total document volume (in MB).
Search
Go to the search page and choose the archive you want to search in. Based on how the search page is configured (at Archive admin) you will then get a set of searchable fields.
Insert search parameters and click “Search”.
It is possible to perform substring searches. A "*" can be placed in front, in the middle and/or in the end of a search field to match any characters. If the search field contains only "*", it will search for any documents where the field
has a value.
Include or exclude deleted records in search
Deleted records are searchable for the period specified in the archive.
-
To search for only active records use “Regular”
- To search for only records marked for deletion use “Deleted”.
- To search in both active and documents marked for deletion use “All”.
Documents failed to be archived
If the red triangle icon appears on the search page there are documents that have failed to be archived. Contact the administrator of the archive who can update the documents.
Search results
A list of results from the search is given.
Here you can choose to view details, download and view the document or delete the document. The option to delete documents is only available if the user has the access to do this.
On click of "View details"
the details about this archive item are displayed. Here you can change details, and click the “Save changes” button. The option for “Update” will only be available if the user is given access to update.
On click of "Download" icon you will be presented with different dependent on the technical type of the document. A SDO (Digitally Signed Object) document can be downloaded as PDF, PDF with signatures, only signatures or as original document. Other documents can only be downloaded as the original document. For documents with only one download option, the document will be down loaded.
On click of "Delete" icon a pop up will appear asking you to confirm the deletion of the archived document. The option for deletion will only be available if the user is given access to delete.
There are three buttons above the table showing search result:
- On click of "Export to excel" will export the search result data in an excel format.
- On click of "Download documents" will copy all documents in the result list to a zip file. The maximum number of documents you can download is 100. If the search result returns more than 100 results the 'Download documents' button will not appear. Download documents option will only be available if attribute for download is set for the user.
-
On click of "Delete all" you can delete all documents in the search results. You will be asked to confirm the deletion. It is also possible to change the delete day up to 180 days back in time. The option will only be available if attribute for deletion is set for the user.
Documents for Shielded customers
E-Archive offers the possibility to shield customers. Only users granted the right access can see documents registered to customers that are shielded. Examples for shielded customer could be member of the royal family, politicians or other people of great public interest. The search result will only contain documents related to shielded customers if the attribute for shielded-customer access is set for the user who performs the search.
Upload
To manually upload a document to an archive, choose "Upload" menu item.
Select in displayed list of all archives that are established for the company in the dropdown. The archive that you last accessed will be used as default the next time you search the archive. You can either browse or use drag and drop function to upload the document to archive. Then fill in the information about the document, at least the required fields marked with a star (*) and then click 'Upload'.
Reset
On click of Reset, the entered data in the any of the field will be updated to previous value.
Use as default
After an upload is completed, you can reset all the fields, or you could save them to your next session by clicking 'Use as default' button.
