Record structure of the register table


The protocol register, named "Chartarium CSV recordset" is handled by the App as a simple table in the open csv file format.

What is a csv table?

A table in csv file format is a file of text which each row represent a records of the table. Fields are separated by a certain character (generally a comma). For this reason csv stands for comma separated values.

Which convention for fields?

An "Apple Numbers" standard consist in export and import tables in csv file format with values of fields separated by a semicolon character, instead of a simple comma. Chartarium adopt this convention.

How it's made my record table of incoming and outcoming documents?

Your operation table is a csv table with 16 column (fields) and a certain number of rows (records) each of them containing any single operation (incoming or outcoming).
Each record conforms to the following fields structure:

  1. Registration Date. Is the date of production of the current record.

  2. Reg. No. Is the sequential number assigned to the record. Although expressed as text (csv format concerns text files), it is interpreted by Chartarium as number. This allows the App to propose the correct Reg. no. each time You're going to produce a new record (incoming or outcoming document). It does not mean that You cannot use register number as text, very useful when You need to insert a record between two numerical registration numbers already assigned. In other terms You are allowed to assign to the current record a registration number, for example such as 0000258bis. For this purpose, You may want to read carefully the warning proposed by Chartarium, each time You switch-on the edit switch button, close to the registration number field, at the top of the incoming page or the outcoming page of the App. The point is that each time You edit the proposed Reg. No. You are risking to compromise the continuity of the progressive numeration which should be a cornerstone of each record table of incoming and outcoming documents of any respectable Organisation. We discourage the use of improper Registration Numbers.

  3. I/O. This field hosts a marker which explains if the current record refers to any Incoming or Outcoming operation. Through the fields Output Record identifier and Input Record identifier of the setting page, You may want set such markers.

  4. Document Date. This field is populated with the date of the document Your are going to record. Generally, for outcoming documents, it coincides with the Date of emission of the document (field Registration Date). For incoming documents it may differs. This because You may want to record an incoming document in a different date (for example the day after, if Your Organisation received it in the evening, beyond normal office hours.

  5. Document Reg. no. It holds the registration number of the document which record refers. For outcoming documents it coincides with the field Reg. No.

  6. Note. This field hosts any accompanying notes to registration.

  7. Sender. It is the sender. Incoming documents: the e-mail address of the person or the Organisation which sent the current document. For outcoming documents: Your e-mail address or the e-mail address of Your colleague, internal to Your Organisation which is sending the current document.

  8. Subject. It hosts the subject of the current document. Generally You may want to set the field Subject equal to the subject of the incoming or outcoming document.

  9. Receiver #1. The first recipient of the document.

  10. Receiver #2. Further recipient.

  11. Receiver #3. Further recipient.

  12. Receiver #4. Further recipient.

  13. Receiver #5. Further recipient.

  14. Receiver #6. Further recipient.

  15. Officer. Is the name of the Officer who recorded the operation.

  16. Attached. This field hosts the full name of the file attached to the current record.