Documents and files

AyMINE fulfils the role of a file manager or a DMS (document management system) and allows you to manage documents in addition to information directly in the system. Documents are always kept by an object.

About the stored file

Files are kept in the system for individual objects as separate files. They are always available from a given object in AyMINE. If you have the fulltext search function active, you can access the files through this search.

File security

Access protection

Only those users who have access to the object can access the file by the object. If someone has access to the object, they have similar rights to the files – if, for example, they only have the right to preview (read), they can access the files, but they cannot change them.

The privileges to the file can be limited by the Lock / Delete protection and Hidden flags. However, the type of flags can be changed by users with the right to change the object; they are therefore not sent to protect against users, but they are protection against, for example, tampering.

Physical security

The files, like all AyMINE data, are stored in a separate data space. No one has access to the space, it is operated in an isolated environment. The files themselves are thus protected, for example, from ransmoware attacks that would attack your corporate environment.

Along with the entire system, they are also permanently backed up, but they are not archived – if you physically remove or replace a file from AyMINE, it is very difficult to get the file back. If you remove a file within AyMINE to the trash, it is logically deleted, but it is possible to return to it for a certain period of time (about 3 months). The files from the trash are deleted over time.

Making the file available

Note: Depending on your rights, you may not have the following functionality available.

Publishing to users

Users should have access to the file by "taking" a persistent link in the file detail and sending it to a colleague.

A persistent link will open the user's access to the file, but it will require a login and verify its right to open the file.

Off-User Publication

The file can also be accessed by users who generally do not have access to the object. Use the Public Link or Link for markdown function to get a link that can directly retrieve the given file. The feature will return a link to a file that can be provided to make the files available.

You can insert a link to the file into the object description and publish it on the public bulletin board. This makes the information from the object and the attached files available. (The link to markdown will give you the same link, but formatted to make it easy to insert into the markdown document.)

Picture presentation

Pictures from system could be directly presented in the internet documents.

You shall know

Link retrieval is logged Making a file accessible to a stranger may be a violation of company regulations and you are responsible for it. Links are generated in a way that makes them impossible to trace, but if you place it in a publicly available document, the reader of the document will be able to access the file without a user account in AyMINE.

Why are links unintelligible?
References contain randomly generated character sequences and cannot be derived. This is deliberate so that images cannot be searched through directories. This significantly increases the certainty that only those to whom you have made the document available will see the images. At the same time, images named this way do not reach search engine databases.

Validity of a persistent and public link

A persistent link is valid as long as the document is not deleted. If you change a file within a document, the link remains valid and will return the exchanged document.

Depending on your administrator's rights, it is possible for the administrator to check the links. It can find out who, when and to what requested the persistent link. It can invalidate the link. For a persistent link, it is possible to track when it was last used.

You should know

File Size

The system is not designed to store large attachments of video or archive types. The file size you can save depends on the settings for each client, and may vary depending on the file type or individual user. Generally, however, it is in the range of 1 – 20MB.

File Volume

Depending on your account, the system can also monitor the maximum allowed amount of files that you store on the system or that you store with an object. These settings are also individual and depend on the type of your account.

File Types

The system tries to index files to enable searching. Therefore, it is preferable to select files in formats that allow indexing: pdf, Word, Excel, PowerPoint or LibreOffice formats. The file size limit is (5 – 10 MB may vary depending on the settings for your organization.)

Additional functions with files