The JMap Documents extension offers JMap Pro, JMap Web, and JMap Survey users an easy way to access documents (PDF, Word, and Excel files, images, videos, Google Docs, etc.) that are associated with map elements.

In a single click, JMap users can view the list of documents associated with a map element, access the documents' metadata, consult the documents, and download them to a local computer. Here are a few examples of its use:

• Accessing the warranties of machines by clicking on a machine;

• Opening an Autocad drawing by clicking on a municipal building;

• Clicking on a construction project to view its list of contracts.

The documents that users access via JMap can come from the SharePoint document management system, from a file system on a local network, or from hyperlinks.

The JMap Server administrator installs the extension by selecting the installation file for the platform used. Once it is installed, the extension is automatically displayed in the Extensions section of JMap Admin. The Documents extension contains components for JMap Server, JMap Pro (client), and JMap Web. The extension is therefore displayed in the respective tabs of the Extensions section.

To configure Documents in JMap Admin, follow these three steps:

1. Indicate the spatial data sources to which documents can be associated.

2. Configure the document depots.

3. Integrate the extension when deploying JMap Pro and/or JMap Web applications.

The JMap Documents graphical interface for JMap NG is composed of the Documents panel. This is accessible via two routes:

The icon in the JMap NG sidebar.

The icon in the tooltip of map elements with associated documents. In this case, the panel displays the Show selected documents section.

The Documents panel has two sections: ​

Show selected documents ​

Carry out research

The section presents the documents associated with one or more elements of the map.

The section allows you to search for documents through different approaches.

Follow these steps to select the spatial data sources to which documents can be associated:

1. In the Extensions/Documents section, click on and then on Data sources to open the configuration wizard.

2. Click on to add a data source.

3. In the menu, select the Data source name and the Attribute name to use in order to establish the association between each element of the data source and the documents.

4. Click on Add to add the data source.

5. Click on to add other data sources.

6. Click on Save to save the data.

The graphical interface of the Documents extension consists of a set of buttons located in the application toolbar. Users can access the buttons they have been given permission to use.

This feature allows you to create associations between map layer elements and documents contained in a depot. You can also use it to add a document to an existing depot and associate it with map elements afterwards. You must have the required permissions to use this feature.

Adding a document to a depot

To add a document, which can later be associated with map elements, follow these steps:

1. Select one or more map elements in one or more layers.

2. Click on Add Associations to open the Add documents window.

   If one of the layers whose elements you selected is not configured in order for elements to be associated with it, an error message displays, and you must unselect the layer elements in order to continue.

3. Click on Next to select a depot in which you will store the document to be added or to choose the document to associate with map elements. Each depot can have a description.

JMap Pro Documents supports connections to file depots (including SharePoint) and hyperlinks. The steps that follow will depend on the type of depot you select.

File depot

1. If you are adding documents to a file depot, click on Next to select the appropriate file type.

   You cannot associate map elements with local files directly. You must first add the local files to a depot, then associate them with the map elements.

2. Select Local files to add a new document to the depot from your computer.

3. Click on Next to select the local file.
4. Click on Next to access information on the completeness of the metadata.
5. Double-click on the name of the file. This will open the interface to enter the metadata. The metadata is configured by the JMap administrator for each document depot.
6. Click on OK to return to the file's metadata interface. The Metadata completed check box is selected, and you can proceed to the next step.
7. Select the destination of the document in the depot. Depending on the depot's configuration, you can browse through the directory of the depot and create a new folder to host the local file.
8. Click on Finish to copy the local document in the selected depot. The Add documents window closes.

Hyperlink depot

To associate map elements with documents hosted in a website, follow these steps:

1. Click on Next to add the URL containing the document(s). The URL must be in the following format: http://...
2. Click on Finish to add the document.

The website referenced by the URL is associated with the selected elements.

Associating a document with map elements

A document that is added to a file depot will not be automatically associated with the selected map elements. To associate it, you must go through the Add documents wizard once again while keeping the map elements selected.

2. Select Depot files to associate a document with your selection.
3. Click on Next to choose the document(s) you wish associate with your selected elements.
5. The Search documents interface allows you to select a form among those that have been configured for the depot. You can also determine if the document you are looking for is associated with map elements. Lastly, you can enter keywords for your search.

   The search results are listed in a table that provides a few details on each document retrieved.

6. Check the boxes of the documents you are interested in to select them.
7. Click on OK to return to the Search result window. The documents selected using both methods are listed in a table. You can select and unselect documents as needed.
8. Click on Finish to associate the selected documents with the selected map elements. The interface automatically closes. A table similar to the elements explorer is displayed. The Searching for documents section provides details on the table's components.

If you have the appropriate permissions, you can search for documents in the different depots using forms and keywords. You do not need to select layer elements to do so.

1. Click on Search documents in the toolbar of the extension. The Search documents window opens. It allows you to configure the terms of your search.
2. Enter the parameters of your search.

3. Click on Search to launch your search. The Search result window opens.
4. Click on a document in the table to select it. Specific functions will be enabled.
5. Click on Document information in the pop-up menu to access the document's metadata. The Document information window opens. It contains two tabs: Document info and Associations.

   The Associations tab displays the map elements associated with the document. It also allows you to delete and add associations, if you have the appropriate permissions to do so.
6. Click on Associate to associate new map elements with the document. The Associations update window displays. This window is similar to the elements explorer in JMap Pro.
7. Right-click on a document to open the pop-up menu.

8. Click on Show on the map to centre the elements associated with the selected document in the map. The elements blink for easy viewing.

9. Right-click on a document to open the pop-up menu.

10. Click on Copy Value. The value of the metadata you clicked on (in the column where you clicked) is copied to the clipboard and can be pasted to documents of various formats.

The second step to configuring Documents consists of creating and configuring the document depots. To do so:

1. In the Extensions/Documents section, in the Server tab, click on Documents to open the configuration interface.

2. Click on Create to open the depot configuration wizard.

3. Enter a Name and a Description for the depot.

4. Select the Type of depot. Three options are available:

   File system: A directory located in the server's file system, which contains documents in the form of files.

   Hyperlink: A table in JMap's System database, which contains hyperlinks to URLs.

   SharePoint: A connection to the Microsoft SharePoint electronic document management system.

The steps to create a depot vary depending on the type of depot, but the subsequent steps are similar for all three types of depots.

Creating a depot

File System

1. Enter the information requested by the Document depot wizard.
2. Click on Finish to create the depot and return to the depot configuration interface. The name of the depot is displayed in the table.

3. Click on the name of the depot to access its configuration interface.

Hyperlink

1. In the Document depot wizard, select Hyperlink as the Type, and click on Finish to create the depot and return to the depot configuration interface. The name of the depot will be displayed in the table.

2. Click on the name of the depot to access its configuration interface.

SharePoint

1. Enter the information requested by the Document depot wizard.
2. Click on Finish to create the depot and return to the depot configuration interface. The name of the depot is displayed in the table.

3. Click on the name of the depot to access its configuration interface.

The metadata structure is provided by the SharePoint server, and you must not configure it. From the SharePoint metadata structure, you can directly configure the metadata form and the search forms.

Configuring a depot

These steps are similar for all types of depots.

Configuring permissions

You must configure the permissions for accessing the depot. To do so, in the depot configuration interface, click on and then on Permissions:

1. In the Permissions tab, click on to open the Available users window and add the user(s).

2. In the users table of the Permissions tab, select the users.

3. Tick the boxes of the permissions you wish to grant to the selected users. The following permissions are available:

   • Read: Allows a JMap Pro, JMap Web or JMap Survey user to open the list of documents or hyperlinks of the depot associated with an element, to open a document, and to download it.

   • Register documents: Allows a JMap Pro user to add a document or a hyperlink to the depot from the local server.

   • Delete: Allows the user of a JMap Pro application to delete a document or a hyperlink from the depot.

   • Associate: Allows a JMap Pro user to associate one or more layer elements with one or more elements or hyperlinks from the depot.

4. Click on Save.

Configuring the metadata structure

This step only applies to File System depots. You must configure the depot's metadata structure, i.e. the attributes containing the metadata of each document. This information is stored in a table created by the depot's database system. From this structure, you can configure the search and metadata forms.

1. In the depot configuration interface, click on and then click on Metadata structure.

2. In the Metadata structure window, click on to add an attribute.

3. Enter the name of the attribute, select its SQL type, and select the check box if the attribute must be indexed.

4. Click on to add another attribute or click on to eliminate an attribute.

5. Click on Save to save the information and close the window.

Configuring the metadata form

This form allows a JMap Pro user to add or edit the attribute values that constitute the metadata of a document when that user adds a new document to the depot.

1. In the configuration interface of the depot, click on and then click on Metadata form to open the Form layout interface. The JMap form components are available. The Forms section of the JMap administrator manual provides details on this topic.

2. Select the form components.

3. Configure each component by selecting the relevant attribute and its characteristics.

4. Click on Save to record the information and close the window. The form attributes are displayed in the Metadata form section (section 5 in the figure above) in the depot configuration interface.

Configuring the search forms

This form allows a JMap Pro or JMap Web user to search for documents associated with map elements using their metadata. The attributes available in the form are the attributes that were defined in the metadata structure. To configure a search form, follow these steps:

1. In the depot configuration interface, click on and then on Search forms.

2. Click on Create to create a new form.

3. Enter a name for the form and click on Form layout to open its configuration window. The Forms section of the JMap administrator manual provides details on this topic.

4. Select the form components.

5. Configure each component by selecting the relevant attribute and its characteristics. The Name and Description attributes are available by default to create a basic search form.

6. Click on Save to record the information and close the window. The forms you created are displayed in the Search forms interface.

Integrate JMap Documents into JMap Pro application deployment

When configuring a JMap Pro type deployment, you must indicate the extensions to add to the application. Details are offered in the .

Enable JMap Documents in projects

JMap Documents must be activated in the project so that it can be accessed from a JMap NG or JMap Survey type application. Details are offered in the JMap Server Administrator's Guide section.

The depot configuration interface contains a table that displays the depots configured in the Documents extension. From this interface, you can also Create, and Delete depots, and select the by clicking on . You can select several depots to synchronize them or delete them in batches.

The table displays the name, status, platform, last update time, and internal ID of each depot.

Synchronizing depots

This function can also be accessed from the configuration interface of each depot.

When JMap Pro users delete documents or hyperlinks from a depot, these elements are not deleted from the table in JMap's System database; they remain listed in the table but the "obsolete" status is assigned to them. In order to delete documents, hyperlinks, and their spatial data source associations from the System database table, you must execute the Synchronize function. This is a way to optimize the performance of depots and of the Documents extension.

Two types of search are available: basic and advanced search:

• Basic search is based on the terms included in the title and description of the documents.

• Advanced search uses complex search forms that contain multiple criteria.

Basic search

To perform a basic search:

1. Click on to open the Documents panel and then on Search for documents.

2. In the Basic search tab indicate whether you want to restrict the search to a selection of elements or to all the elements displayed in the map.

3. Select the deposit to search in.

4. Enter the search terms. The terms will be searched in the title and description of the documents. The search is not case sensitive but accents are taken into account.

5. Click on Search. The results appear in the Show Selected Documents section of the Documents panel. The section offers more details.

Advanced search

To perform an advanced search:

1. Click on to open the Documents panel and then on Search for documents.

2. In the Advanced Search tab indicate whether you want to restrict the search to a selection of elements or to the elements displayed in the map.

3. Select the deposit to search in.

4. Select the form to use to enter search terms.

5. Click Next.

6. Enter the search terms. The form can contain several sections. Some attributes may be mandatory, that is, you must give them a value for the search to be performed. The search is not case sensitive but accents are taken into account.

7. Click Search. The results appear in the Show Selected Documents section of the Documents panel. The section offers more details.

In this section of the Documents panel, documents obtained from:

• Basic or advanced searches

• The tooltip of a map element

To access the list of documents associated with an element or object on the map:

1. Click on an element to display its tooltip. If documents are linked to this object, the icon indicates their number. If no document is associated with the item, the icon is not displayed in the tooltip.

2. Click on to display the list of documents in the Show selected documents section. The list consists on a card for each document.

You can also obtain a list of documents displayed in this section as a search result.

Functions are available for working with documents:

1. You can filter the documents displayed in the section based on their title. are not filtered.

2. In a document's card, click on to expand it and display other metadata such as the creation date, the deposit in which it is located document, the file name (if it is a file) or keywords for their search.

3. Click on to minimize the form.

4. Click on to download the document to your computer.

Hyperlinks

Hyperlinks can be associated with map elements. These hyperlinks can point to websites, Google Docs documents, files on Dropbox, etc. They are displayed with icons, the URL of the pointed website and the name of the deposit. To open them, click on the hyperlink.

JMap Documents allows the user of a JMap NG application to access documents from a document repository or a document management system from the map.

The JMap Documents extension offers features for:

• Perform document searches in document repositories based on different criteria.

• List documents that are associated with map items, displaying their metadata.

• Download the documents.

JMap Documents allows a JMap Survey user to access documents via objects on the map. These documents can be stored in a document depot or in a document management system.

JMap Documents Survey allows you to perform a number of actions, including:

• List documents associated with a map object, displaying thumbnails with the documents' metadata.

• Access documents by opening them in their designated applications and share them using phone sharing features.

Accessing documents associated with an object

To access documents associated with an object in JMap Survey:

1. Open the mouseover bubble of the object whose associated documents you wish to access.

2. Touch the icon to access Documents. If the icon is not displayed and you know the Documents extension is installed on the server and you have permission to access it, this means that no documents are associated with the object. If there are documents associated with the object, they will be displayed as thumbnails.

3. Touch a thumbnail to access a document. The corresponding application or Web page (Google Drive, Word, Excel, etc.) opens to display the document. You can use the iOS or Android share extensions.

4. Touch OK to return to the mouseover bubble.

5. Touch to close the mouseover bubble.

JMap Documents allows JMap Pro users to access and work with documents via the map interface. These documents can be stored in various devices.

JMap Documents Pro offers features to:

• Associate documents with map elements. These documents can come from various types of depots: a file system, hyperlinks, or the SharePoint electronic document management system (Microsoft).

• Associate documents with map layer elements by first adding them to a depot.

• List documents that are associated with selected elements on the map, displaying their metadata.

• Access documents by opening them in their designated applications and downloading them.

• Search for documents in the depots using keywords.

If you have the required permissions, this feature allows you to display the list of documents associated with one or more selected map elements. You can also access these elements as well as modify their metadata and associations with map elements.

1. Select one or more map elements in one or more layers.

2. Click on the List Associations by selection button. A window titled List of associations is displayed. This window is dynamic and its content is automatically refreshed when you select and unselect map elements. When no elements are selected, the window is empty.
3. Click on a document in the table to select it. Specific functions will be enabled.
4. Click on Document information in the pop-up menu to access the document's metadata. The Document information window opens. It contains two tabs: Document info and Associations.

   The Associations tab displays the map elements associated with the document. It also allows you to delete and add associations, if you have the appropriate permissions.
5. Click on Associate to associate new map elements with the document. The Associations update window displays. This window is similar to the elements explorer in JMap Pro.
6. Right-click on a document to open the pop-up menu.

7. Click on Show on the map to centre the elements associated with the selected document in the map. The elements blink for easy viewing.

8. Right-click on a document to open the pop-up menu.

9. Click on Copy Value. The value of the metadata you clicked on (in the column where you clicked) is copied to the clipboard and can be pasted to documents of various formats.