Full Text Search and Document Authorization in SmarTeam at Paques

Recently, two special features were added to the configuration of SmarTeam at Paques, namely 1) Full Text Search, and 2) Document Authorization.

Full Text Search is a standard feature of SmarTeam, and is generally (too) little used to increase the retrievability of documents. Microsoft Windows Indexing Service provides the continuous indexing of the contents of the documents managed in SmarTeam.  

In SmarTeam the indexed data are combined with the properties (metadata) of the documents, making the results more comprehensive and better meet the search criteria. Thus, employees of Paques now not only search the SmarTeam metadata but also search directly in the stored documents.  

In addition to the standard authorization of SmarTeam new functionality is introduced to set the permissions for each document. For a document one or several groups (Engineering, Procurement, Expedition, etc.) are authorized. Permissions are set for the original file and the derived pdf version.  

In SmarTeam authorization is normally only adjustable by function (Add, Edit, Release, ...) depending on certain characteristics, such as document type or document status. Setting permissions for each document is an addition. For each SmarTeam action (Edit, View, Print, Batch Plot, etc.) the authorization of a document is checked and if an employee does not have sufficient privileges, the action is not executed.