Lasernet Keep Glossary

Document Definition

Document definitions classify the documents that are uploaded to Keep’s archive. A Keep administrator typically creates a set of appropriate document definitions (such as Letter, Invoice, or Statement), which can be applied to documents when they are uploaded to Keep. Searches can be configured to retrieve documents that have particular document definitions.

See Manage Document Definitions.

Key Definition

Key definitions define the type of data that Keep can store, as metadata, about the documents in its archive. You can create document keys and line item keys. To enable Keep to store metadata for archive documents, a Keep administrator can “bind” one or more key definitions to each document definition.

See Manage Key Definitions (Document Keys and Line Item Keys)

Key

Document keys store archive documents’ metadata. One or more key definitions can be bound to each document definition to define what metadata Keep can hold about documents of that type. When users enter metadata for a document (when uploading it), they enter values for each of the document’s keys. These key values become the document’s metadata. Users can search for documents based on their key values (if appropriately configured search configurations are available).

User

An individual Keep user account. Each user account in Keep identifies a user who can log into and use Keep.

See Manage Users.

Role

When created, a user account is assigned a role. Available roles are Standard User and Admin User.

See Manage Users.

Group

You can add multiple users to a group. To enable efficient user access management for searches and uploads, Keep administrators can assign search and upload access to groups (rather than to individual users).

See Manage Groups and Subgroups.

Subgroup

A group of users that is contained within a parent group. This additional layer can facilitate system administration.

See Manage Groups and Subgroups.

Upload

A configuration that enables users to upload documents to the archive.

See Add an Upload Configuration.

Search

A configuration that enables users to search the archive.

See Add a Search Configuration.

Label

Many items in Keep’s setup (such as key definitions) have a label. A label is intended to be a user-friendly “display name” that is displayed in the Keep user interface to identify that item. These items also have a Name.

See also: Name

Name

Many items in Keep’s setup (such as key definitions) have a name. This name determines how Keep will refer to that item internally. To provide a user-friendly name for the item (that Keep displays to users in the user interface), these items also have a Label.

See also: Label

Line Item Key

When a line item key is bound to a document definition, an archive document can have multiple values for that line item key. For example, an invoice might have several Quantity line item key values, each one containing data for a different order line in the invoice.

See Manage Key Definitions (Document Keys and Line Item Keys).

System Key

Every document in the Keep archive has a set of system keys. These keys hold standard document metadata such as Last Changed date, File Size, and Document Definition. Keep administrators cannot add or remove system keys.

Bound / Bindings / Bind

To bind means to associate. So, if a key definition is bound to a document definition, it is associated with it and, as a result, each document of that type can hold a metadata value for that key.

Association / Associate

An administrator can associate a document definition with a search or upload configuration. As a result, users of those searches and uploads can look for or upload documents of that type.