Archiving Other Materials with an XML-file

Location: Archive > Archive Transaction Types

When archiving materials produced by external applications for example in PDF format, it is possible to relay the information used as search terms using an XML file. The external application will create the archivable material, as well as an XML file, which is used to authenticate the company, organization unit, and search key values in archiving.

The format of the XML File Containing the Search Data

The XML file structure and format can be freely defined. However, the file must contain the following:

The XML file shall be structurally valid.
If the XML structure is multi-layered, only information contained on the top layer can be used as search keys. For example, if the information that will be archived includes title level data and row data that one archived file can contain 1–X units of, the row level information cannot be used as a search key.
The Date element formatting must be as follows
<VoucherDate Format="DD.MM.CCYY">18.09.2009</VoucherDate>

or alternatively

<VoucherDate Format="CCYY.MM.DD">2009.09.18</VoucherDate>
Any XML data related material to be archived will be given as follows:
<Attachment Name="Invoice">\\server\ToBeArchived\pdf\Invoice_800102.pdf</Attachment>

There may be several files to be archived, in which case the same element appears more than once in the material:

<Attachment Name="Invoice">c:\ToBeArchived\pdf\Invoice_800102.pdf</Attachment>

<Attachment Name="Referral">c:\ToBeArchived\pdf\Referral_800102.pdf</Attachment>

<Attachment Name="Waybill">c:\ToBeArchived\pdf\wb_800102.pdf</Attachment>

The archived data is be named according to the Name parameter. If the parameter is missing from the XML file, attachments are named as follows: Attachment 1, Attachment2, Attachment3, etc. It is recommended to use common file formats (.pdf, .txt, etc.) as an attachment, the opening of which is likely to succeed on all workstations.

Note: If necessary, precise lists of permitted or restricted file formats can be defined in the application, in which case it is not possible to add an attachment that is in a restricted file format. Additional information about this feature is available from the supplier of the application.

Defining the Archive Transaction Type

Define the archive transaction type in the same way as in the Archival of XML Materials.
Note: Please note that on the Files tab the XML Field of the attachment indicates the elements of the archived XML file within which the application will find data on transaction attachments. In the above example the XML field should be defined as Attachment.
The Style Sheet File does not need to be defined.