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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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1. INTRODUCTION .................................................................................................................................... 1 
1.1. Purpose .................................................................................................................................................... 
1.2. Scope ....................................................................................................................................................... 
1.3. Definitions, Acronyms and Abbreviations .............................................................................................. 
1.4. References ............................................................................................................................................... 
1.5. Overview ................................................................................................................................................. 
2. FUNCTIONALITY .................................................................................................................................. 1 
2.1. Access to update features ........................................................................................................................ 
2.2. Update of document subject field ............................................................................................................ 
2.3. Update of document date ......................................................................................................................... 
2.4. Update of list attributions ........................................................................................................................ 
2.5. Update of list of items section ................................................................................................................. 
2.6. Update of list of dossier section .............................................................................................................. 
2.7. Update of links section ............................................................................................................................ 
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 
Solon update Supplementary Specification -   
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link to page 16 link to page 16 link to page 16 link to page 16 link to page 16 link to page 16 link to page 17 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 
 
Solon update Supplementary Specification -   
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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 
 initating 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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