Indexes

Indexes are an automatic method to hierarchically organize documents in relation to their properties (Metadata, label, MIME type, etc). To use indexes you need to first create an index template. Once created, associate the index to one or more Document types.

Index are hierarchical models so a tree template needs to be specified for them. This tree template will contain references to document metadata or properties that will be replaced with the actual value for those metadata or properties.

Example:

  • Document type: Product sheet
  • Metadata type: Product year, associated as a required metadata for the document type Product sheet.
  • Index: Product sheets per year, and associated to the document type Product sheet.
  • Index slug: product-sheets-per-year. Slugs are internal unique identifiers that can be used by other Mayan EDMS modules to reference each index.
  • Index tree template as follows:
blockdiag Product sheets per year Root (Has document links? No) {{ document.metadata_value_of.product_year }} (Has document links? Yes) Tree template

Now every time a new Product sheet is uploaded a hierarchical unit with the value of the metadata type Product year is created and a link to the uploaded Product sheet added to it.

Example:

Suppose three Product sheets are uploaded with the following values as their Product year metadata: 2001, 2002, 2001 respectively. The result index that will be generate based on the tree template would be as follows:

blockdiag Product sheets per year 2001 2002 Product A data sheet (2001) Product C data sheet (2001) Product B data sheet (2002) Index content

Mirroring

Indexes can be exported as FUSE filesystems. Using the management command mountindex we could export the previous example index as follows:

mkdir -p ~/indexes/products
mayan-edms.py mountindex product-sheets-per-year ~/indexes/products

The ~/indexes/products directory will now have a directory and files structure identical to that of the index. Once indexes are mounted with this command, they behave like any other filesystem directory and can even be further shared via the network with network file system software like Samba or NFS.

blockdiag Product sheets per year Block device (Hard drive) Network Users mirroring

Indexes and mirrored indexes are Read Only as they are generated as a result of prior activities like document uploads, metadata changes.