Chartarium for Android

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Chartarium. late latin. Noun, neuter, second declension: Chartarium, Chartarii, Chartario, Chartarium, Chartario, Chartarium. Archive of formal written paper, conferring or confirming titles, rights or privileges.

Chartarium is the ultimate App of Studio Envisys for the Document Flow Management of Your Organisation.

It allows the correct registration of the protocol, assignment, classification, retrieval and storage of IT documents.

Whether you have a small business, whether you are a single or associate professional, whether you belong to a larger company, from today you will not be able to work without Chartarium, to keep your documents in order.

With Chartarium now You can to stamp and archive your documents in few simple steps. Within each incoming or outgoing operation, You can compose the pdf file that Chartarium will merge and attach to the record which will be stored into the register of movements.

The stamp will appear as header on the first page of Your pdf and it will include the registration date, your company name and the record number. 

When all is done, Chartarium will prompt You to e-mail a receipt to the sender for each incoming operation, as well as the whole document to the recipients of any outcoming operation. The automatic e-mail will content any reference to the operation as the rec. no, date, subject, etc.

It works with any local, Google drive or remote server (FTP protocol) folder. It is best suited for FTP.

Learn how to unlock Chartarium and get the best experience from the App!

Credits.

user guide

 

main menu

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incoming

Tap on incoming for access to the incoming page.

Here You may want to set the record corresponding to each document which's incoming into Your Organisation.

Chartarium will propose the progressive record number to assign to the document and the date of the incoming operation you're going to register.

Start with composing the bundle of pdf files to stamp, associating it to the incoming operation.

Set any convenient note, the subject, the sender and the recipients. When all is done, You may want to send a receipt to the sender. 

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outcoming

Tap on outcoming for access to the outcoming page.

Here You may want to set the record corresponding to each document which's outcoming from Your Organisation.

Chartarium will propose the progressive record number to assign to the document of the outcoming operation you're going to register.

Start with composing the bundle of pdf files to stamp, associating it to the outcoming operation.

Set any convenient note, the subject, the sender and the recipients. When all is done, You may want to send the document to the recipients You've set. 

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contacts

Tap on contacts for access to the contact list page.

Here You may want to handle the contact list of Your Organisation.

As we know the value of Your privacy, Chartarium will not ask to access to the contact list of Your device. You just need to enter the e-mail address of Your main customers and suppliers, at least the ones You use more often in Your correspondence. You will always add any new contact later.  

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settings

Tap on settings for access to the page where You'll be able to set all fundamental parameters needed to Chartarium.

Generally You'll need to access to the setting page just after installing the App only. There You must set the FTP privileges for access safely to the ftp server of Your organisation and set the folder as well as the table (in open CSV file format) which holds the records representing every incoming and outcoming document. Here You can set also the main characteristics that Your stamp will assume for each record.

If Your App copy is purchased (not the free one), You'll be able to customise also the name of Your Organisation.

 

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chartarium

Tap on chartarium for access to the page through which You'll be able to watch and retrive the documents belongings to the recordset (CSV open format table) of the incoming and outcomings operations registered.

Browse Your records with a simple swipe and examine in a single shot who were the sender, who the recipients, which was the subject, etc.

If You are working with your remote FTP server, You can also retrive the document associated to the selected record just with a single click and watch it in a built in pdf viewer. 

 

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incoming page

RECORD NUMBER: Chartarium propose the appropriate auto-incremented number to associate to the current operation. You can modify the proposed id, acting on the edit switch.

Set the Date and Registration number (document reg. no.) used by the sender of the incoming document. The field Date is suggest by Chartarium, set equals to the current date.

Note (optional): set here any optional note to the current record.

Subject: set here the subject of the incoming document. Generally You may want to set the field Subject equals to the subject of the document You're recording.

compose pdf >>: this button leads You to the compose pdf page. You can fill-in the field pdf  before to compose the pdf file to include into the current record or can choose that it will be automatically filled in when You'll come back, with the name of the pdf file you composed.

INCOMING E-MAIL: the buttons pick >> will leads to the page contacts from which You may want to select the Sender, the (main) Receiver of Your Organisation and the (optional) Others Receivers of the incoming mail.

Through the menu, set Send Receipt when done if You want to send a receipt to the Sender, after the Save Record button have been pressed, using the accompanying text which You can set as You better like.

 

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outcoming page

RECORD NUMBER: Chartarium propose the appropriate auto-incremented number to associate to the current operation. You can modify the proposed id, acting on the edit switch.
Within this kind of operations, the date is not settable and it is imposed as equal to the current date.
Note (optional): set here any optional text to the current record.
Subject: set here the subject of the outcoming document. We recommend to use appropriate subjects, especially if You will want to send the document You're going to compose via e-mail.
compose >>: this button leads You to the compose pdf page. You can fill-in the field pdf  before to compose the pdf file to include into the current record or can choose that it will be automatically filled in when You'll come back, with the name of the pdf file you composed.
OUTCOMING E-MAIL: the buttons pick >> will leads to the page contacts from which You may want to select the Sender (an e-mail internal to Your Organisation, known to Your e-mail client), the Receivers and the (optional) others Receivers (i.e. cc) of the current outcoming document.
Through the menu, set Send Document when done if You want to send the current Document to the Receivers, after the Save Record button have been pressed, using the accompanying text which You can set as You better like.

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compose pdf page

This page is initially presented with an empty pdf picture.

Select the pdf file You want to stamp acting on the button +.

On the first page of the selected pdf, Chartarium will sovrimpose a stamp. Learn more about the Structure of the Stamp.

If the Document You have to associate to the current incoming/ outcoming record is composed by more than just one pdf (i.e. accompanying letter + attachments), pressing again the button + will allow You to select another pdf to attach to the current one which will automatically merged by Chartarium.

You can abort anytime the current job, pressing on the  ←button, when available.

Once you press on the 💾 Save button, Chartarium will ask where to save the current job as local or google drive file. That, assumed that if You are in FTP mode, Chartarium will save it on Your server, into the Working folder You set through the page settings

Acting on the switch named hold the newer pdf file name, You tell to Chartarium if you intend holding, for the pdf file You are composing, the name You gave in the associate field into the page incoming or the page outcoming (it depends where You are coming from) or if You intend to assign to Your job the name of the newer pdf file You added to the pdf bundle. 

With the free version of Chartarium all pages are printed with the watermark shown in the next figure or similar. This watermark is not shown for the payed version.

 

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contacts page

At first usage of Chartarium You will find this page filled in with two completely fictitious e-mail address that You may want to delete from Your contact list.
How to delete a contact: select a contact and delete it with the DELETE button.
How to add a new contact: Press on the ADD button. Fill-in the text field with a valid e-mail address and press and add button when done. The new address will be added to the list of Your addresses.
How to export Your contact list: press on the icon menu 💾 export and tell Chartarium where You prefer to save Your contact list in CSV format.
How to import a contact list: just press on the icon menu ⬆️ import and tell Chartarium where Your list to import is located.
The contact list is autosaved as simple and open table in the CSV file format in the App’ folder of Your device.

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settings page

ORGANISATION: (for licensed version only) Type here Your Organisation name. This name will be used within the stamps of Your documents.
Officer name: Your name. All the records IN and OUT, made by You, will be signed with Your name. 
FTP Switch: tell Chartarium if You intend to work with Your remote ftp server. In such a case assign the URL of Your Host, Your Id and Your password for access in. 
Tell Chartarium the Working folder (i.e. the Path) where You intend to save all Your incoming and outcoming stamped documents.

Chartarium CSV recordset: Tell Chartarium the name of  the table which holds all the incoming and outcoming documental operations of Your Organisation. By default it is set locally with the name of chartariumRead more about the record structure of the CSV table. 
ADJUST HEADER button: Here You may want to set the Output record identifier as well as the Input record identifier of any outcoming and incoming operation, respectively. This identifiers will be used within the stamps of Your documents. They can be set as O and I, for example.
Height: set the height of the Header' stamp in the range 14-20pts. It is the height of the box which will bound the stamp on the first page of Your documents. We recommend a range between 16 and 18pts.
Thickness: [thin, average, thick, strong] is the thickness of the stamp box, which will be painted with the colour set formed with r, g, b values user given.

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chartarium page

Within this page You can browse the records through the Chartarium CSV recordset table.

If You are working with Your remote FTP server, Chartarium will find any document in the Folder You set within the setting page.

Otherwise the App works with the local copy of the CSV table, located within the folder of Chartarium.

Swipe Left or Swipe Right for browse Your CSV table through the pages (records) stored. The page shows the current record identified by the <Date>-<Record number>.<Output/Input record identifier> structure.

If necessary, see the incoming page, the outcoming page and the settings page instructions.

The page shows all the relative fields as Date, Document Reg. no., Note, Subject, Attached, Officer, Sender and Receivers.

Button show >>: press this button in order to open the attached document which will be shown in Your favourite pdf visualiser. Chartarium is expected to find the pdf file into the working folder of the remote ftp server You set within the Settings Page.

If You are working locally, You may want to authorise Chartarium a persistable access to the folder (on Your device as, for example, Google drive don't allows it) where You are used to save Your pdfs.