EUROPEAN COMMISSION
LEGEAL SERVICE
INFORMATICS
European Commission
Solon update - Supplementary Specification
Date: 25/04/2008
Version: 1.0
Authors:
Revised by:
Approved by:
Public:
Reference Number:
JUR(2008)90014
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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TABLE OF CONTENTS
1. INTRODUCTION .................................................................................................................................... 1
1.1. Purpose ....................................................................................................................................................
1
1.2. Scope .......................................................................................................................................................
1
1.3. Definitions, Acronyms and Abbreviations ..............................................................................................
1
1.4. References ...............................................................................................................................................
1
1.5. Overview .................................................................................................................................................
1
2. FUNCTIONALITY .................................................................................................................................. 1
2.1. Access to update features ........................................................................................................................
1
2.2. Update of document subject field ............................................................................................................
2
2.3. Update of document date .........................................................................................................................
3
2.4. Update of list attributions ........................................................................................................................
3
2.5. Update of list of items section .................................................................................................................
4
2.6. Update of list of dossier section ..............................................................................................................
5
2.7. Update of links section ............................................................................................................................
8
2.8. Update of dossier reference field...........................................................................................................
10
2.9. Update of dossier title field ...................................................................................................................
10
3. USABILITY ............................................................................................................................................ 11
4. RELIABILITY........................................................................................................................................ 11
4.1. Access concurrency ...............................................................................................................................
11
5. PERFORMANCE................................................................................................................................... 11
6. SUPPORTABILITY............................................................................................................................... 11
7. SECURITY ............................................................................................................................................. 11
7.1. Scope .....................................................................................................................................................
11
7.2. Mapping of Features to Requirements...................................................................................................
11
8. DATA PROTECTION ........................................................................................................................... 11
9. DESIGN CONSTRAINTS ..................................................................................................................... 11
10. DOCUMENTATION REQUIREMENTS......................................................................................... 12
10.1. User Manual ........................................................................................................................................
12
10.2. Online Help .........................................................................................................................................
12
10.3. Installation Guides, Configuration, and Read Me File ........................................................................
12
10.4. Labeling and Packaging.......................................................................................................................
12
10.5. Security................................................................................................................................................
12
11. PURCHASED COMPONENTS.......................................................................................................... 12
12. INTERFACES ...................................................................................................................................... 12
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12.1. User Interfaces.....................................................................................................................................
12
12.2. Hardware Interfaces.............................................................................................................................
12
12.3. Software Interfaces ..............................................................................................................................
12
12.4. Communications Interfaces .................................................................................................................
12
13. LICENSING REQUIREMENTS ........................................................................................................ 12
14. LEGAL, COPYRIGHT AND OTHER NOTICES............................................................................ 12
15. APPLICABLE STANDARDS ............................................................................................................. 13
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Document History
Version Date
Comment
Modified
Pages
0.1
5/11/2007
Document created by
0.2
10/12/2007 Completion of document with security
requirements
1.0
24/04/2008 Freezing of document
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1. INTRODUCTION
This supplementary specification document describes in a more detailed way, the use-case related
to modification of objects in the repository through Solon.
The aim of these new features in Solon is to replace and eventually extend and improve the
corresponding features in legacy 'SJ MENU / ADONIS QUERY CENTER' system.
1.1. Purpose
This document includes more precise functional and data structures requirements related to the
use case 'Edition Objet' in Solon (formerly NDC) use case specification document.
1.2. Scope
The 'objects' available here for udpate are the eDomec documentary objects :
- Filing plan 'Nomcom headings' (update not covered by Solon)
- Dossiers
- Documents
- Items
This edition of an object is covered by the generic term of 'update', as a way to update objects in
the repository, in opposition to :
- the current first version version of Solon which is read-only, meaning that you can only browse
trhough existing objects
- Adonis and eventual further versions of Solon which may allow creation of new objects, not
limited to update.
As an exception to this last statement, the update feature may allow creation of a completely new
dossier, done for the occasion of a document filling as this is the way it is delivered to users in
the legacy SJ MENU system.
1.3. Definitions, Acronyms and Abbreviations
This document complies with the edomec terminology.
1.4. References
[UCS] NDC – Use Case Specification lot1 v0.4
[EDOMEC] - E-DOMEC/HERMES/ARES/NOMCOM Glossary - REG SG.B.3 D(2007)8874
1.5. Overview
This document etstablishes a list of update functions which are available through Solon and sets
the security rules that applies to these new features.
2. FUNCTIONALITY
2.1. Access to update features
Udpate of objects is done through the Solon Property Sheets (PS) :
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- Dossier PS
- Document PS
Only authrorised users have access to update features and associated user interface widgets.
Unauthorised users for update of a given field access the PS for this field in read-only mode,
update features for this field are not visible for them just like it is in the current first version of
Solon.
In each property sheet, a number of sections and/or fields are updatable.
Updatable sections/fields for document are :
- Subject field
- Date of document
- Attribution section
- Items section
- Dossiers section
- Links section
Updatable sections/fields for dossiers are :
- Reference field
- Title field
Each editable section/field have one and only one edit button icon (i.e. a pen
) to enter into
edit mode for this section/field.
These edit icons are located in the left margin of the PS for each editable section/field without
any color background to avoid any confusion with data and labels.
Each of these icons act as a toggle for its section/field : a user can alternatively enter/exit from
edit mode for this section with the edit toggle button.
When edit mode is not active for a section/field, no other subordinated widget for modifying data
is visible (e.g. delete a dossier link, a a new document link...) : in most situations users do not
want to edit data and there is no use to overload the property sheet display.
When edit mode is active for a section/dossier, then additionnal edit widgets for this
section/dossier are visible and the button is displayed in a distinctive background color.
2.2. Update of document subject field
In document PS, once clicking on the edit button for editable field document subject, an
expanded widget form appears below the document subject.
Once expanded, the form allows the user to update the subject of the document in an edit box
starting from the current subject.
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He can then choose to :
- validate any modification through a 'Submit' button
- close the Update widget form
Once a document subject modification is validated in the database, the following are updated in
the Repository database :
- Document subject (adoprd.document.objet)
- Document date of last update with the date of the day (adoprd.document.date_maj)
2.3. Update of document date
Using a similar technique than for document subject, it is possible to update the date of
document. NB : this is the actual date of document and not the registration date which per
definition controlled by the system.
2.4. Update of list attributions
It must be possible through a dedicated edit button to edit the section of attributions.
Actions on attributions will be limited to :
- create a new attribution
- close an existing attribution with possibility to type a memo.
In document PS, once clicking on the edit button for editable section attributions, a set of
additonnal widget buttons appears. These buttons are :
- a 'close attribution' button in front of each pending
attribution reference line
- a 'create new attribution' button below the table of attributions
In case a document is not yet attributed, it must be possible to initiate an attribution list. In this
situation, an atribution section stating that the document is not yet attributed and offering the edit
button will be available. NB : this empty dossier section will be only visible for update
authorized users and for incoming documents. For outgoing documents the update feature will
only be offered if attributions are already present : outgoing documents should never be
attributed.
The 'close attribution' button closes a pending attribution with the possiblility to create a memo
associated to this closing. Before proceeding, a confirmation prompt is submitted to the user.
Once a 'close attribution' is validated, the date of closing is updated into adoprd.attribution,
changing to closed the state of the attribution.
Once clicking on the 'create new attribution' button, an expanded widget form appears
below the button.
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The user can then choose to :
- Choose a team/person to which the document is attributed.
- Choose a type of attribution (default : TR).
- Choose a deadline in a calendar widget.
Once an attribution is created, the corresponding line is created in the adoprd.attribution table.
In addition to this possibility, there are some restricted features :
- possibility for administrators only :
Re-open a closed attribution
Delete an attribution
- possibility for archivists and administrators :
Modify an existing attribution memo
2.5. Update of list of items section
It must be possible through a dedicated edit button to edit the section of items.
Currently, the addition of items to a document through upload of electronic files is provided by
standalone RWFT application. The Solon update feature of list of items attached to a document
will replace the RWFT app offering equivalent features.
In document PS, once clicking on the edit button for editable section items, an expanded widget
form appears below list of items.
Once expanded, the form allows the user to update the list of items under the document.
He can then choose to :
- Add a new item
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- Modify an existing item content
- Modify an existing item language
- close the Update widget form
In case a document does not yet have items, it must be possible to initiate an items section. In this
situation, a link stating that the document is empty and offering the edit button will be available.
NB : this link will be only visible for update authorized users.
Once an item addition or modification is validated in the database, the following are updated in
the Repository database.
In case of a new item insertion :
- the selected local file is uploaded in the repository file store and
- the corresponding record line is inserted into the sj.t_document_att_version table.
In case of a modification of item content :
- sj.t_document_att_version..doc_docfile is modified along with fields related to modifications
trackings
In case of a modification of item language :
- sj.t_document_att_version..doc_language_id is modified along with fields related to
modifications trackings
2.6. Update of list of dossier section
In document PS, once clicking on the edit button for editable section dossiers, a set of additonnal
widget buttons appears. These buttons are :
- a 'Remove from this dossier' button in front of each
existing dossier reference line
- a 'Fill in existing dossier' button below the table of dossier references
- a 'Fill in new dossier' button below the table of dossier references
In case a document is not yet filed in any dossier, it must be possible to initiate a filing. In this
situation, a dossier section stating that the document is not yet filed and offering the edit button
will be available. NB : this empty dossier section will be only visible for update authorized users.
The 'Remove from this dossier' button deletes the filing link between the document and the
designated dossier. Before proceeding, a confirmation prompt is submitted to the user.
Once a 'Remove from this dossier' is validated, the link between the document and the dossier is
deleted in the repository database. (adoprd.doc_dossier : line corresponding to relevant
cle_document and dossier_id).
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Once clicking on the 'Fill in existing dossier' button, an expanded widget form appears below
the button.
He can then choose to :
- type a kwown dossier reference in a decicated edit box.
NB : this box will be supplemented by a dropdown list offering the existing active dossier
reference starting with the string of characters already typed.
- check existence of typed dossier reference
- validate the filing through a 'Submit' button
- close the Update widget form
Filing in a dossier will fail, with a specific message displayed in each case, when :
- the dossier reference does not exist (check is not mandatory)
- the dossier is not in active state
Once a document filing is validated in the database, the following are inserted in the Repository
database :
- (adoprd.doc_dossier : new line corresponding to relevant cle_document and dossier_id)
It must bue possible using a special dedicated check box to limit the scope of existing dossier
dossier to those belonging to the team of the current user.
Once clicking on the 'Fill in new dossier' button, an expanded widget form appears below the
button.
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He can then choose to :
- type the new dossier reference in a decicated edit box.
- type the new dossier title in a decicated edit box.
- type the new dossier nomcom heading in a decicated edit box.
NB : this box will be supplemented by a dropdown list offering the existing Nomcom headings
starting with the string of characters already typed.
- select the team owner for the dossier among a list of teams corresponding to the current user
account valid teams (similar to 'my team' tab valid teams). NB : not present on screenshot above.
- check existence of typed dossier reference in order to avoid duplicates
- validate the creation of dossier and filing through a 'Submit' button
- close the Update widget form
Once a dossier is created document filing is validated in the database, the following are inserted
in the Repository database :
- (adoprd.dossier) : new line corresponding to the new dossier with the following value :
- adoprd.cle_dossier : Dossier reference
- adoprd.status : A
- adoprd.date_maj : date of the day
- adoprd.service_owner : id of the selected team
- adoprd.designation : Dossier title
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- adoprd.dossier_id : sequential id of the dossier, to be incremented from last known id
- adoprd.date_ouv : date of the day
- adoprd.cle_nom_resp : id of the person (entity) in the selected team
- adoprd.cle_serv_resp : same than service owner
- adoprd.cle_serv_resp : same than service owner
- adoprd.file_level : 1
- adoprd.upload : N
- adoprd.heading_id_ado : id of the Nomcom heading selected
- (adoprd.doc_dossier : new line corresponding to relevant cle_document and dossier_id)
NB : Unlike the legacy SJ MENU app, it is not possible to modify directly a dossier reference or
dossier title from the document PS. Instead, this can be done from the dossier PS (see further
sections).
2.7. Update of links section
In document PS, once clicking on the edit button for editable section links, a set of additonnal
widget buttons appear. These buttons are :
- a 'Remove link' button in front of each
existing
initatin
g or
subsequent document.
- two
'Create link to initiating/subsequent document' buttons below the table
of existing links.
In case a document does not yet have links to initiating or subsequent document, it must be
possible to initiate a links section. In this situation, a links section stating that the document is not
yet linked and offering the edit button will be available. NB : this empty links will be only visible
for update authorized users.
The 'Remove link' buttons deletes the links between the document and its initiating/subsequent
document. Before proceeding, a confirmation prompt is submitted to the user.
Once a 'Remove initiating/subsequent link' is validated, the link between the documents is deleted
in the repository database. (adoprd.liens : line corresponding to relevant couple of
cle_document).
Once clicking on the 'Create to initiating/subsequent document' button, an expanded
widget form appears below the button.
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In this box, he can select the reference of document to be linked to current document. The
reference is build through a selection of :
- Year : default on the current year
- Type : default on CONS for initiating document link and JUR for subsequent document link
- Document number to be typed
NB : this number box will be supplemented by a dropdown list offering the existing document
numbers in the specified year and type.
- select the team owner for the link a list of teams corresponding to the current user account valid
teams (similar to 'my team' tab valid teams). NB : not present on screenshot.
- check existence of specified document to be linked
- validate the linking through a 'Add link' button
- close the Update widget form
Filing in a dossier will fail, with a specific message displayed in each case, when :
- the document reference does not exist (check is not mandatory)
- the same link already exists between the two documents
Once a document linking is validated in the database, the following are inserted in the Repository
database :
- (adoprd.liens : new line corresponding to relevant cle_document of both document)
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2.8. Update of dossier reference field
In dossier PS, once clicking on the edit button for editable field dossier reference, an expanded
widget form appears below the dossier reference.
Once expanded, the form allows the user to update the reference of the dossier in an edit box
starting from the current reference.
He can then choose to :
- validate any modification through a 'Submit' button
- close the Update widget form
Updating dossier reference will fail, with a specific message displayed in each case, when :
- the dossier reference already exists
Once a dossier reference modification is validated in the database, the following are update in the
Repository database :
- Dossier reference (adoprd.dossier.cle_dossier)
- Dossier date of last update with the date of the day (adoprd.dossier.date_maj)
2.9. Update of dossier title field
In dossier PS, once clicking on the edit button for editable field dossier title, an expanded widget
form appears below the dossier title.
Once expanded, the form allows the user to update the title of the dossier in an edit box starting
from the current titile.
He can then choose to :
- validate any modification through a 'Submit' button
- close the Update widget form
Once a dossier title modification is validated in the database, the following are update in the
Repository database :
- Dossier title (adoprd.dossier.designation)
- Dossier date of last update with the date of the day (adoprd.dossier.date_maj)
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3. USABILITY
The update feature in solon is designed to be used in an intuive way without any special provided
a minimum level of computer-literacy.
NB : this covers only
4. RELIABILITY
4.1. Access concurrency
When there is an attempt to update the same object at the same time by two user sessions. A
secured locking mechanism must be provided :
- The first session attempting to modify the object must be able to do so without error
- The other ones must be prevented to do so with a user-friendly message until the objects are
released by the updating session.
5. PERFORMANCE
Solon update uses the technical framework of the Legal Service.
No specific performances requirements.
6. SUPPORTABILITY
Solon update uses the technical framework of the Legal Service.
No specific supportabilty requirement.
7. SECURITY
7.1. Scope
Solon update uses the technical framework of the Legal Service, and thus the embedded security
framework.
7.2. Mapping of Features to Requirements
NA
8. DATA PROTECTION
No specific data protection requirements.
9. DESIGN CONSTRAINTS
No specific design constraints.
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10. DOCUMENTATION REQUIREMENTS
10.1. User Manual
No specific user manual.
10.2. Online Help
No specific online help.
10.3. Installation Guides, Configuration, and Read Me File
No specific Installation Guides, Configuration, and Read Me File.
10.4. Labeling and Packaging
No specific Labeling and Packaging.
10.5. Security
No specific Security provisions.
11. PURCHASED COMPONENTS
No specific Pruchased Components.
12. INTERFACES
12.1. User Interfaces
No specific User Interface provisions.
12.2. Hardware Interfaces
No specific Hardware Interfaces.
12.3. Software Interfaces
No specific Software Interfaces.
12.4. Communications Interfaces
No specific Communicatiuons Interfaces.
13. LICENSING REQUIREMENTS
No specific Lcensing requirements.
14. LEGAL, COPYRIGHT AND OTHER NOTICES
No specific legal, copyright and other notices.
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15. APPLICABLE STANDARDS
No specific Standards.
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Document Outline