Ceci est une version HTML d'une pièce jointe de la demande d'accès à l'information 'SJ-Datenbanken'.


 
Ref. Ares(2010)880346 - 30/11/2010
EUROPEAN COMMISSION 
DIRECTORATE-GENERAL 
INFORMATICS 
Information systems Directorate 
   
 
European Commission 
HAN@SJ WP1 - Use Case Specification 
  
 
 
 
Date: 23/11/2010 
Version: 1.2 
Authors: 
 
 
Revised by: 
 
 
Approved by: 
 
  
 
Public:  
 
Reference Number: 
  
 
 
Commission européenne, B-1049 Bruxelles / Europese Commissie, B-1049 Brussel - Belgium. Telephone: (32-2) 299 11 11. 
 
Commission européenne, L-2920 Luxembourg. Telephone: (352) 43 01-1. 

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1. USE-CASE DESCRIPTION.................................................................................................................... 1 
1.1. Solon document portal............................................................................................................................. 
1.2. Other EDM functions .............................................................................................................................. 
2. SOLON DOCUMENT PORTAL USE CASES ..................................................................................... 3 
2.1. Switch repository..................................................................................................................................... 
2.2. Access documents in 'my team' ............................................................................................................... 
2.3. Acccess to files/documents categorised as reference notes ..................................................................... 
2.4. Impersonation .......................................................................................................................................... 
2.5. Search files .............................................................................................................................................. 
2.6. Consult a list of files.............................................................................................................................. 11 
2.7. Consult a file properties......................................................................................................................... 13 
2.8. Edit a file properties .............................................................................................................................. 15 
2.9. Search Document/Items......................................................................................................................... 15 
2.10. Consult a list of Documents................................................................................................................. 18 
2.11. Consult a document properties ............................................................................................................ 19 
2.12. Edit a Document properties ................................................................................................................. 21 
2.13. Consult a list of Items .......................................................................................................................... 21 
2.14. Consult a item properties ..................................................................................................................... 23 
2.15. Edit a Item properties .......................................................................................................................... 24 
2.16. Export items......................................................................................................................................... 25 
2.17. Create a Document .............................................................................................................................. 26 
3. OTHER EDM FUNCTIONS USE CASES .......................................................................................... 27 
3.1. Import an attachment available as paper to a Document ....................................................................... 27 
 
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Document History 
 
Version Date 
Comment 
Modified 
Pages 
1.0 
31-03-2010  Creation of document 
All 
1.2 
23-11-2010  Taking into account the last modifications and 
All 
freezing of document prior to Ares registration 
 
 
 
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1. USE-CASE DESCRIPTION 
1.1. Solon document portal 
Access 
Access 
document/files in 
documents/files 
my team 
categorised as 
reference note 
Search Files 
Search 
Document/items 
<<include>> 
<<include>> 
<<include>> 
Solon 
Consult a list of 
Consult a list of 
Consult a list of 
reader 
documents 
Items 
Files 
<<extend>> 
<<include>
<<extend>> 
Consult a Consult a Item 
Consult a file 
document 
properties 
properties 
properties 
Solon 
Archiv. 
<<extend>> 
<<extend>> 
<<extend>> 
Edit a document 
Edit an item 
Edit a file 
properties 
property 
properties 
Solon 
Create a document 
Admin. 
Impersonates 
Export items 
Switch repository 
 
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1.2. Other EDM functions 
Import an attachment 
available as paper to 
a Document
<<include>> 
Import an attachment 
available as electronic 
to a document (Ares) 
Solon 
reader 
Solon 
Archiv. 
Monitor Items loading 
Solon 
(Ares report TBD) 
Admin. 
Monitor OCR processing
(Ares report TBD)
 
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2. SOLON DOCUMENT PORTAL USE CASES 
2.1. Switch repository 
2.1.1. Flow of Events 
 
2.1.1.1.  Basic Flow: switching to Solon as primary repository  
A user with the administrator profile navigates to the 'Administration' tab. 
He clicks on 'Repository control switches'. 
By default : 
Ares is the default repository 
- 'include Solon Repository documents' option is activated 
NB : in this default situation, the search in Solon will be based on Ares and Solon repository 
files and Ares Documents. In addition, due to activation of the corresponding option, Solon 
repository
 documents will be added to the search results. Finally, the content of an Ares file will 
be displayed as the sum of Ares document in the Ares file plus Solon repository documents in 
the Solon repository file whose reference is equal to the Ares file specific code, if any. 
He clicks on 'submit'. 
The current repository is switched to Solon Repository
He can then use Solon with this switch of repository taken into account. 
NB : in this new situation, the search scope and facilities of Solon is reverted to the pre-migration 
situation : only files and documents from the Solon repository are searchable and accessible. 
There might be some additional limitations that will be raised in the relevant use cases. 
2.1.1.2.  Alternative Flows 
2.1.1.2.1.  < First Alternative Flow : switching back to Ares as primary repository> 
When having switched to Solon repository, it becomes the Primary repository for the duration of 
the user session. Such user – still with administrator profile – wil be able to switch back instantly 
to Ares by clicking back to Ares in the corresponding tab. 
It restores the default behaviour of Solon in a post-migration context. 
2.1.1.2.2.  < Second Alternative Flow >: 'Activation or desactivation of 'Include Solon respoitory 
documents' 
Once the primary repository is settled to Ares, it is possible for a user with the administrator 
profile to desactivate the default option which adds Solon repository documents to results by 
checking off the corresponding option box. In this new situation, the user will have access 
exclusively to Ares files and documents. 
It is also possible to check it on back to re-activate the option. 
2.1.1.3. Exceptional Flows 
NA. 
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2.1.2. Special Requirements 
2.1.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.1.2.2. Security Requirements 
Switching repository and subsequent options is only allowed for administrator profiles. 
When Ares is settled as the default repository, authentication is based on ECAS. If no live ECAS 
ticket is found when launching Solon, ECAS authentication is required. 
When swiching to Solon repository, ECAS authentication will be used if it is already enforced. 
Solon can also work with NTLM ('Windows login') authentication in case Ares is not the default 
respository. 
 
2.1.2.3. < Other Special Requirement > 
It is to be noticed that in the pre-migration context, the same version of Solon might be used with 
the default repository set to Solon Repository instead of Ares. In other words, there won't be two 
separate branches/versions of Solon, one for the post-migration period and one for pre-migration 
period but one single version. At the T0 time of the migration the default repository will be set to 
Ares in production. 
In test and development environments, Ares will be set as the default repository to assess post-
migration situation. 
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2.2. Access documents in 'my team' 
2.2.1. Flow of Events 
2.2.1.1.  Basic Flow: Access to documents/files in my team for Ares 
When Solon repository was the primary one, Solon used to offer an acces to 'my team' resources 
through a dedicated tab. Such resources consisted in prepared searches for getting fast access to 
dossier and/or documents related to the connected user or its team. 
Such functions are now available in Ares in various places : 
•  My tasks, 
•  Outbox, 
•  Dealines, 
•  Favourite files. 
These new features combined with general purpose file and document searches allows to provide 
the same kind of service than what was available in Solon 'my team' tab with a view on the 
ongoing workflows. 
As it is essential to foster use of the workflows in Ares, the 'my team' tab will not be available 
anymore in Solon. Users will be invited to use the corresponding features in Ares. 
 
2.2.1.2.  Access to documents/files in my team for Solon repository in my team 
In case the repository is switched to Solon, which is only allowed for administrator profiles, the 
'my team' tab with its features will be available and will only offer resources to Solon repository 
files and documents. 
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2.3. Acccess to files/documents categorised as reference notes 
2.3.1. Flow of Events 
2.3.1.1.  Basic Flow: Access to reference note in Ares mode  
A user navigates to 'Reference notes' tab. 
From there, he can access various 'References notes' entries, consting in prepared searches for the 
following ressources : 
•  "Lignes à suivre" : all files whose reference (e.g. file specific code in Ares) starting 
with 'LS', 
•  "Notes" bleues" : all documents filed in the 'NB' file, 
•  "Arrêts signalés (Chrono)" : all documents in 'ARRET SIGNALES' file, 
•  "Arrêts signalés (Thématique)" : all documents in a file strting with "AS/". 
The corresponding 'reference notes' files alllowing to categorise documents as reference notes 
will be created in the Ares Database. 
Therefore, the feature will continue to exist in Solon and will offer access to the reference 
documents : 
•  Stored in Solon repository reference files for pre-migration documents 
•  Stored in Ares reference files for post-migration. 
These collections of reference files and/or documents will be presented in dual lists just like for 
the results of file or document searches except that Solon repository files will be hidden from 
search results (cf corresponding Use Cases). 
 
2.3.1.2.  Alternative Flows 
2.3.1.2.1.  < First Alternative Flow : Access to reference notes in Solon mode 
When the primary repository is settled to Solon repository, reference material contained in the 
Solon repository only will be presented. 
 
2.3.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.3.2. Special Requirements 
2.3.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.3.2.2. Security Requirements 
Security Reference files will in Ares will be created with security parameters equivalent to those 
existing in the Solon Repository i.e. with a 'public' derogation making their content open to the 
whole SJ. 
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2.3.2.3. < Other Special Requirement > 
NA. 
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2.4. Impersonation 
2.4.1. Flow of Events 
2.4.1.1.  Basic Flow: Impersonation with Ares as primary repository 
Impersonation in Solon was mainly aimed at taking somebody else team profile (not rights on 
documents) in 'My team' tab. As 'my team' tab will be removed when Ares is the primary 
repository, the impersonation feature is not necessary anymore. 
It will be removed and the 'Preference' tab as well. 
NB : Right granted to Hermes database will be those of each one personnal account : no access 
rights through delegations and/or acting as virtual entity will be possible in Solon.. 
 
2.4.1.2.  Basic Flow: Impersonation with Solon as primary repository  
The impersonation feature will be kept alive for administrators having the right to set Solon as 
primary repository. 
 
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2.5. Search files 
2.5.1. Flow of Events 
2.5.1.1.  Basic Flow: simple search  
A user navigates to 'file search' tab. 
Using the available criteria, he specifies a file search. 
The file search criteria available are : 
•  File title (corresponding to Ares file names in EN DE & FR) 
•  Files Reference (corresponding to Ares file specific code) 
Thes search is submitted through the corresponding button. 
A list of matching files in Ares and Solon Repository is displayed. 
Using the 'Reset' button, it is possible to clear the search form and specify a new search. 
NB :  
- for the handling of the list of dossier, cf the corresponding use case. 
- Since matching files active at the date of the Ares migration are mirrored in Solon Respository 
and Ares. They will be displayed twice. 
2.5.1.2.  Alternative Flows 
2.5.1.2.1.  < First Alternative Flow : advanced search 
Using the 'Advanced search button' the user can expand the scope of usable criteria. 
Additionnal available criteria are : 
•  File status 
•  File 'type' (corresponding to certain categories of files for wich the file specific 
code starts by a given string of characters) 
•  File owned by a team (corresponding to the file 'Chef de File' in Ares) 
•  File team owner 
•  File date for creation or activation. 
 
2.5.1.2.2.  < Second Alternative Flow >: Searching files in Solon repository 
When the primary repository is settled to Solon repository, the search is managed the same way 
except that : 
•  Files retrieved are those of the Solon repository only. 
•  Additionnal search criteria are available : 
•  File empty/non empty 
•  Date of creation or update. 
2.5.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
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2.5.2. Special Requirements 
2.5.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.5.2.2. Security Requirements 
Only those Ares files for which the user has a granted access will be displayed in the resulting 
displayed list. Given the default visibility rules, it means that mostly SJ owned files will be 
displayed if they match the search, unless there are speficic security provisions on it restricting 
the access to a limited number of SJ users. 
2.5.2.3. < Other Special Requirement > 
The size of the resulting files list will be limited due to a limit set by Ares. 
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2.6. Consult a list of files 
2.6.1. Flow of Events 
2.6.1.1.  Basic Flow: browsing through a list of files  
Further to a search a list of matching Ares and Solon Respository files is displayed. 
A user browses through this list of files and their content. 
Each file can be expanded so that the list of documents in the file is displayed. 
When the repository is set to Ares with the default option set to 'include Solon repository 
documents', the content of the Ares file displayed will be made up of : 
•  Documents in the Ares file, 
•  Documents in the Solon repository file whose reference is matching the Ares file 
specific code, if it exists. 
If the default option 'include Solon repository documents' is not set, only Ares documents are 
displayed. 
The content of a Solon repository file displayed only includes Solon repository documents. 
Each document can be expanded so that the list of items in the document is displayed. 
Once a file or a document is expanded, it can be collapsed to restore its initial display state. 
The list of files is split into pages of limited size. When the resulting list exceeds this limit, the 
users can navigate through the pages of files. 
The list of files is sortable using the column headers. 
2.6.1.2.  Alternative Flows 
2.6.1.2.1.  < First Alternative Flow : Browse through a list of Solon files 
When the primary repository is the Solon repository, the behaviour is the same except that only 
Solon repository files, document and items are displayed. The number of document per file is 
diplayed in addition. This value is not available in Ares mode. 
2.6.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.6.2. Special Requirements 
2.6.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.6.2.2. Security Requirements 
Only those files and documents for which the user has a granted access in Ares and/or the Solon 
repository
 will be displayed in the resulting displayed list. The rules governing access to items is 
bound to the containing document. 
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2.6.2.3. < Other Special Requirement > 
The size of the Ares resulting files list and documents in a file will be limited due to a limit set by 
Ares (currently 300). Once the limit is reached, a warning message notifying the user that the list 
might be truncated will be displayed. 
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2.7. Consult a file properties 
2.7.1. Flow of Events 
2.7.1.1.  Basic Flow: consulting an Ares file properties 
A user consults the file properties through a properties sheet further to a file search or by direct 
linking. 
The file properties which are displayed in the properties sheet are meta-data: 
•  The file Specific code, 
•  The file name(s) in EN, DE and FR, 
•  The entity owner of the file ('Chef de file'), 
•  The status of the file, 
•  Eventual links to third systems, 
•  The Nomcom point of attachment, 
and the list of documents in the file consisting in : 
•  The documents actually contained in the Ares file, 
•  For  Ares files : The documents contained in the Solon repository file whose 
reference matches the Ares file specific code if any. This applies only if the option 
'include Solon repository documents' is on. 
All documents are presented with a link to their Solon Properties sheet wheter they are Ares or 
Solon Repository documents. 
The documents in the list are sortable using the following sort keys : 
•  Document title, 
•  Document dates of filing and creation. 
The list of documents might be paginated if the size of the list exceeds a fixed limit. 
2.7.1.2.  Alternative Flows 
2.7.1.2.1.  First Alternative Flow : consulting a Solon repository file properties 
When the primary repository is the Solon repository, the behaviour is the same except that only 
Solon repository document are displayed. 
In addition, the derogations related to the file access are displayed for those users having the 
administrator profile. 
 
2.7.1.2.2. Second alternative flow : linking to third systems 
The file properties sheet for a file provides a link to another system managing the relevant case 
for some categories of files : 
•  CC, 
•  RECO, 
•  WTO-LD, 
•  NAT, 
•  NIF, 
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•  GESTDEM. 
The availability of these links is based on a string pattern found in the file specific code. 
2.7.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.7.2. Special Requirements 
2.7.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.7.2.2. Security Requirements 
Only those documents for which the user has a granted access will be displayed in the list of 
documents for the file. 
2.7.2.3. < Other Special Requirement > 
The size of the list of documents in a file will be limited due to a limit set by Ares (2000). 
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2.8. Edit a file properties 
2.8.1. Flow of Events 
2.8.1.1.  Basic Flow: modifying an Ares file properties 
A user consults the file properties through a property sheet further to a file search or by direct 
linking. 
He whishes to modify one of the document meta-data or the list of documents contained in the 
file. 
There is no more possibility to modify an Ares file in Solon. 
The user activates the link to Ares available at the top of the property sheet. 
He can then modify the file using Ares or Nomcom functionalities. 
 
2.8.1.2.  Alternative Flows 
2.8.1.2.1.  First Alternative Flow : modifyiying a Solon repository file properties 
For a Solon repository file, it is still possible to edit the document properties using the file 
property sheet. 
The typical case for this will be when a file specific code will be modified in an Ares file. If there 
is a corresponding file in the Solon respository, the same modification will have to be carried out 
in the Solon repository file reference to keep the relation between the files operative. 
 
2.8.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.8.2. Special Requirements 
2.8.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.8.2.2. Security Requirements 
Modication of files are only allowed to certain profiles according to Ares and Solon Repository 
enrolment rules. 
2.8.2.3. < Other Special Requirement > 
NA. 
2.9. Search Document/Items 
2.9.1. Flow of Events 
2.9.1.1.  Basic Flow: simple search  
A user navigates to 'document search' tab. 
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Using the available criteria, he specifies a document search. In default mode, i.e. Ares set as 
primary respoitory and Solon respository documents included, the search will cover document of 
both repositories. 
The document search criteria available are : 
•  Document full-text, 
•  Document reference : 
•  Document type + year + sequential number per team for Solon respository 
documents, 
•  'Ares' + year + Commission-wide sequential number for Ares documents. 
•  Document subject (corresponding to title in Ares). 
•  Reference (corresponding to file specific code in Ares) of the file in which the 
document is filed. 
The search is submitted through the corresponding button. 
Two separate lists of matching documents in Ares and in the Solon respository are displayed. 
Using the 'Reset' button, it is possible to clear the search form and specify a new search. 
NB : for the handling of the lists of documents, cf the corresponding use case. 
2.9.1.2.  Alternative Flows 
2.9.1.2.1.  < First Alternative Flow : advanced search 
Using the 'Advanced search button' the user can expand the scope of usable criteria. 
Additionnal available criteria are : 
•  Title (corresponding to file name in Ares) of the file in which the document is filed. 
•  Team (corresponding to 'Chef de file' in Ares) of the file in which the document is 
filed. 
•  Document with/without links (Not compatible with Ares) 
•  Documents having items in a given language  
•  Date of registration and date of the document 
•  Document with/without items (Not compatible with Ares) 
•  Level of confidentiality/security marking 
•  External reference (in an Item for an Ares document, in a document for a Solon 
repository document) 
•  Filed/Not Filed (Not compatible with Ares) 
•  Registered by an organization and/or person 
•  Received from an organization and/or person 
•  Sent by an organization and/or person 
•  Transmitted to an organization and/or person 
•  Authorised to a person (Not compatible with Ares). 
Use of criteria marked as 'Not compatible with Ares' will prevent the query to be carried-out on 
the Ares repository. The Ares result list will be replaced by a warning message and the Solon 
result list only will be displayed. 
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2.9.1.2.2.  < Second Alternative Flow >: Searching files in Solon repository 
When the primary repository is settled to Solon repository, the search is done the same way 
except that : 
•  Documents retrieved are those of the Solon repository only. 
2.9.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.9.2. Special Requirements 
2.9.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.9.2.2. Security Requirements 
Only those documents for which the user has a granted access will be displayed in the resulting 
displayed list.  
Given the default visibility rules, it implies that mostly documents in SJ owned files or 
documents for which the user is "partie prenante" will be displayed if they match the search, 
unless there are speficic security provisions on it restricting the access to a limited number of SJ 
users. 
2.9.2.3. < Other Special Requirement > 
The size of the resulting files list will be limited due to a limit set by Ares (200 or 3000). 
 
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2.10. Consult a list of Documents 
2.10.1. Flow of Events 
2.10.1.1.  Basic Flow: browsing through a list of document  
Further to a search a list of matching documents is displayed. 
This list is splitted in two parts : 
•  Ares documents, 
•  Solon repository documents. 
A user browses through these lists of documents and their content. 
Each document can be expanded so that the list of items in the document is displayed. 
Once a document is expanded, it can be collapsed to revert to its initial display state. 
The list of documents is split into pages of limited size. When the resulting list exceeds this limit, 
the users can navigate through the pages of documents. 
The list of files is sortable using the column headers. 
2.10.1.2.  Alternative Flows 
2.10.1.2.1.  < First Alternative Flow : Browse through a list of Solon documents 
When the primary repository is the Solon repository, the behaviour is the same except that only 
Solon repository document and items are displayed. 
2.10.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.10.2. Special Requirements 
2.10.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.10.2.2. Security Requirements 
Only those documents for which the user has a granted access in Ares and/or the Solon 
repository
 will be displayed in the resulting displayed list. The rules governing access to items is 
bound to the containing document. 
2.10.2.3. < Other Special Requirement > 
The size of the resulting documents will be limited due to a limit set by Ares (2000). Once the 
limit is reached, a warning message notifying the user that the list might be truncated is 
displayed. 
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2.11. Consult a document properties 
2.11.1. Flow of Events 
2.11.1.1.  Basic Flow: consulting an Ares document properties 
A user consults the document properties through a properties sheet further to a document search 
or by direct linking. 
The file properties which are displayed in the properties sheet are meta-data: 
•  The document reference, 
•  The document subject (title in Ares), 
•  Document date, 
•  Sender of the document, 
•  Destinee of the document, 
•  The list of annexes with links to these annexes, 
•  The links to third party systems, 
•  The list of attributions, 
•  The list of files in which the document is filed with links to the files Solon properties 
sheets, 
•  The list of links to other  Ares documents, 
•  Information concerning the registration of the document and security status. 
 
2.11.1.2.  Alternative Flows 
2.11.1.2.1.  First Alternative Flow : consulting a Solon repository document properties 
If the document belongs to the Solon repository, the behaviour is the same with the following 
differences : 
•  Possibility to PDF merge items (not available in Ares), 
•  Possibility to see who has access to the document in a separate box, 
•  The links are to Solon repository documents rather than Ares documents
Cross-repository links are not possible. 
NB : consultation of Solon Repository documents and their properties sheets is available in link 
with the default option 'Include Solon Repository documents', and even if Ares is the default 
respository. 
2.11.1.2.2. Second alternative flow : linking to third systems 
The document property sheet for a document provides a link to another system holding the same 
document for some categories of documents : 
•  CISNET documents, 
•  SG Vista documents (C, COM & SEC document), 
•  ECJ proceedings documents linked to Curia corresponding material. 
The availability of these links is based on a string pattern found in the document title. 
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NB : For Solon repository documents linked to SG Vista the document used to be created with a 
reference corresponding to the SG Vista reference. The type and the identity of reference number 
allowed to establishing the link from Solon to SG Vista. Knowing the impossibility to control the 
type and reference number in Ares, the same documents after the migration will have to be 
created with the SGVISTA reference at the end of the title following a convention similar the one 
one currently applied e.g. for CISNET documents. 
2.11.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.11.2. Special Requirements 
2.11.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.11.2.2. Security Requirements 
Only those files for which the user has a granted access will be displayed in the list of files. 
2.11.2.3. < Other Special Requirement > 
NA. 
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2.12. Edit a Document properties 
2.12.1. Flow of Events 
2.12.1.1.  Basic Flow: modifying an Ares document properties 
A user consults the document properties through a properties sheet further to a file search or by 
direct linking. 
He whishes to modify one of the document meta-data or the list of items contained in the 
document. 
There is no more possibility to modify an Ares document in Solon. 
The user activates the link to Ares available at the top of the property sheet. 
He can then modify the document using Ares or Nomcom functionalities. 
 
2.12.1.2.  Alternative Flows 
2.12.1.2.1.  First Alternative Flow : modifyiying a Solon repository document properties 
For a Solon repsository document, it is still possible to edit the document properties using the 
document property sheet. 
 
2.12.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.12.2. Special Requirements 
2.12.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.12.2.2. Security Requirements 
Modication of documents are only allowed to certain profiles according to Ares and Solon 
Repository enrolment rules. 
2.12.2.3. < Other Special Requirement > 
NA. 
 
 
2.13. Consult a list of Items 
2.13.1. Flow of Events 
2.13.1.1.  Basic Flow: browsing through a list of items  
In Solon, it is possible to view a list of items for a document in : 
•  A list of documents while expanding the corresponding document level (cf relevant 
Use Case), 
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•  A document property sheet (cf relevant Use Case). 
In addition, a list of items is available further to an item search whose search form is common to 
the document search form (cf relevant Use Case). This feature, 'show hit-list as items', is 
especially relevant when the full-text search criterion is used, because the full-text hits are those 
of the items, not the documents which might contain several items. 
This possibility to get a result set as items is not offered in Ares, and as a consequence : 
•  'show-hit-list as items' will never be set as the default option for a search even if a 
full-test criterion is used, 
•  If 'show-hit as items' is forced by the user, the hit-list related to Solon repository 
items will be displayed wherehas the hit-list for Ares items will be replaced by a 
warning message notifying that the seacrh has not been executed. 
NB : In case of a full-text search : for Ares documents, the user obtains a list of document and 
still has to expand the documents and open individually each item to assess presence of full-text 
search key hits. 
2.13.1.2.  Alternative Flows 
2.13.1.2.1.  < First Alternative Flow : Browse through a list of Solon repository items 
When the primary repository is the Solon repository, diplaying the list of items further to a 
search is still possible and limited to Solon repository items. 
2.13.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.13.2. Special Requirements 
2.13.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.13.2.2. Security Requirements 
Only those items for which the user has a granted access in the Solon repository will be 
displayed in the resulting displayed list. The rules governing access to items is bound to the 
containing document. 
2.13.2.3. < Other Special Requirement > 
NA. 
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2.14. Consult a item properties 
2.14.1. Flow of Events 
2.14.1.1.  Basic Flow: consulting an Ares item properties 
An Item/attachement properties consultation is achieved through consultation of the 
corresponding list of items for a document in the document property sheet. 
An Ares item does not hold any fixed ranking number nor log information related to its creation, 
but an on-the-fly calculated ranking is diplayed. 
In addition, an external reference and attachement type are available. 
PDF merge feature will be available for Ares items and Solon repository items. 
2.14.1.2.  Alternative Flows 
2.14.1.2.1.  First Alternative Flow : consulting a Solon repository item properties 
An item properties consultation is identical with the differences already pointed out : 
•  No external reference per item, 
•  Fixed ranking number and logging information available (this is available at 
document level). 
2.14.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.14.2. Special Requirements 
2.14.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.14.2.2. Security Requirements 
NA. 
2.14.2.3. < Other Special Requirement > 
NA. 
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2.15. Edit a Item properties 
2.15.1. Flow of Events 
2.15.1.1.  Basic Flow: modifying an Ares document properties 
A user consults the items properties through a property sheet further to a document search or by 
direct linking. 
He whishes to modify one of the items meta-data or the list of items contained in the document. 
There is no more possibility to modify an Ares item in Solon. 
The user activates the link to Ares available at the top of the property sheet. 
He can then modify the items with the Ares modify special function if she/he has the right to do 
it. 
 
2.15.1.2.  Alternative Flows 
2.15.1.2.1.  First Alternative Flow : modifyiying a Solon repository document properties 
For a Solon repository item, it is still possible to edit the item properties using the document 
property sheet. 
 
2.15.1.3. Exceptional Flows 
In case of connection error with Ares, an explicit message will be displayed. 
2.15.2. Special Requirements 
2.15.2.1.  < Interface(s) with other Systems> 
When  Ares is settled as the default repository, Solon will connect to the Ares underlying 
database (Hermes) through the use of Hermes Repository Services. 
2.15.2.2. Security Requirements 
Modication of items are only allowed to certain profiles according to Ares and Solon Repository 
enrolment rules. 
2.15.2.3. < Other Special Requirement > 
NA. 
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2.16. Export items 
2.16.1. Flow of Events 
2.16.1.1.  Basic Flow: export iems  
A user is able to export a list of items from a result list presented in Items. 
As the display of items lists of results is only available in for Solon respository items, this will be 
only available for these items, excluding Ares items. 
 
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2.17. Create a Document 
2.17.1. Flow of Events 
2.17.1.1.  Basic Flow: Creating an Ares document 
For creation of a new document, the user will have to switch to Ares and use the ''Add new" 
document feature. 
No creation of new Solon respository documents will be allowed after the Ares Migration 
("freezing" of the Solon Repository). 
2.17.1.2. Exceptional Flows 
The capacity to create new references of document might be re-activated for loading batches of 
old document in the Solon repository. The reasons for this are : 
•  It is unlikely that HRS will allow batch loading of sets of documents, 
•  Such old document might be irrelevant for Ares. 
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3. OTHER EDM FUNCTIONS USE CASES 
3.1. Import an attachment available as paper to a Document 
3.1.1. Flow of Events 
3.1.1.1.  Basic Flow: Scan an attachment available as paper through scanning 
The user has an atttachment available as paper. It may be an incoming mail or an outcoming mail 
for which recording of the handwritten signature is necessary. 
He needs to attach it to an Ares document either : 
•  To a saved document, 
•  To a registered document using the 'modify special' feature in exceptional cases. 
The first step is to scan the document to produce an electronic attachment file from the paper 
attachment. 
The user goes to the scan and identifies her/himself. Two methods are available for identification 
on the scanner, depending on the hardware, : 
•  Through the scanner screen and/or keyboard using her/his NET1 account (only on 
Digital Sender), 
•  Through a special paper page 'Personal barcode separator page' which will 
authentify her/him automatically. 
Once identified, the user proceeds by scanning the paper attachement following available 
instructions. He can enter in the 'subject' field, the save number/reference number for the 
document ( not available with personal barcode page). The text entered here is free : the purpose 
of using a naming convention is only used to retrieve later a scanned electronic attachment files 
among others in a folder. 
After a few minutes, the user receives a notification of the processed electronic attachement in his 
mailbox. 
The link to the processed electronic attachment .tif file is included into this email. The 
corresponding attachments file is stored in a personal 'My scans' share. This share is protected 
and available only to her/himself.  The name of the scanned attachment file is made up of the 
memo/subject the user entered when he was on the scanning device or automatically processed if 
this feature was available. 
Then, he has to import the electronic attachement in Ares using Ares features i.e. 'modify' if the 
document is only saved or 'modify special' if the document is already registered. 
 
3.1.2. Special Requirements 
3.1.2.1.  < Interface(s) with other Systems> 
The system will be compatible with the current set of SJ scanning hardware (Digital Senders and 
Multi Function Devices). 
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3.1.2.2. Processing of large documents 
The current system for splitting of large documents will have to be modified so that it is 
independant of Ares or the Solon Repository. The resulting file will have to be imported in Ares. 
Limitation regarding the size of files for importation in Ares will have to be assessed. 
 
3.1.2.3. Security Requirements 
Use of the scanning facilities is open to all SJ users. Possibility to import the attachment in Ares 
will be linked to Ares rights, like it was for the Repository. 
 
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Document Outline