Wiki Detay | wiki workcube

Digital archive is a system of securely storing, classifying, indexing and making accessible in electronic environment all kinds of data such as documents, documents, images, audio and video produced in physical or born-digital format.

What is Workcube Digital Archive Management?

Digital Assets is a module within the comprehensive CMS that enables institutions to securely store, categorize and manage all their operational, financial, legal and technical documents in a digital environment. System; While it can store physical files (PDF, CAD Drawings, Images, Videos) directly on the server, it offers a hybrid archive structure by working fully integrated with cloud services such as Google Drive and Workspace via API.

In the Workcube ecosystem, this module; It has seamless integration with CRM, PMS (Project Plans and Progress Payment Documents) and Finance/Accounting modules. A document uploaded to any business function (WO) is automatically saved in the Digital Archive and listed in the transaction history of the associated business function.

The Importance of Digital Archive Management for a Business

Central Corporate Memory: Storing all company-wide documents with a hierarchical folder structure on a central and secure server instead of personal computers.
ISO and VUK Compliance: Legal risks are minimized by defining validity start and end dates for legal documents, contracts and quality documents.
Revision Control: While old versions of changed documents are automatically archived, it is guaranteed that only the latest revised document is used in current processes.
Role Based and Portal Compatible. Authorization: Documents; Unauthorized access is prevented by authorization on the basis of department, position category, authorization group, digital asset group or external portals (Partner, Public, Career portals).
Cloud Storage Integration: Thanks to the Google Drive API connection, large-sized documents are stored in the cloud without consuming local disk space and are authorized via Workcube.

Process Flow / Life Cycle in Workcube

The life cycle of digital assets, from their entry into the system to the archiving or deletion stage, is managed with the following process steps:

Stage	Module / Display	Operation / Document	Description
1. Infrastructure and Classification	CMS / Archive Settings	Category and Type Definition	Archive folder tree is created and document types are defined from the content and document types field.
2. Data Entry and Upload	Digital Asset / Upload	Physical File or Drive Link	File is uploaded by drag-and-drop or Google Drive folder via API are matched.
3. Association and Approval	Digital Asset Update	Project, Product and Process Assignment	The document is linked to the relevant Project, Product or Customer card. The approval flow is initiated by process stages (Draft, Approved, etc.).
4. Distribution and Notification	Digital Asset Detail	E-Mail Recipient & CC Notification	Automatic e-mail notification to relevant personnel or business partners that the document has been uploaded sent.
5. Revision Management	Revision	New Version / Revision Entry	When the document is updated, the system moves the old record to the archive history and sets the revision number value as a

What Should Be Considered When Managing Digital Archive Operations?

A. Revision Tracking in ISO and Quality Standards

The use of outdated documents in businesses leads to operational errors and non-conformances in quality audits. When uploading a new revision to Workcube, the old file name of the document should be preserved and the version number should be updated in the database. In filters, the 'Do not Fetch Revisions' option must be kept on by default.

B. 'Private Document' Management Focused on KVKK and Privacy

The accessibility of salary contracts, financial reports and documents containing personal data by all employees creates a legal risk. In such documents, the 'Special Document' parameter must be activated. Additionally, documents should be vertically authorized through authority groups and position categories.

C. Google Drive Integration and Quota Management

To reduce local server disk costs, large-sized CAD drawings or video documents should be managed with Google Drive integration. In addition to Google integration, a link can be added as a link or the file size can be limited in the company flow parameter/document type fields.

Digital Archive Management System Functions and Screen Architecture

The table below, Digital Asset screen and related explains the operational functions of the critical data fields in the forms in the system:

Screen Area / Parameter	Sample Data Examined	Function in the System and Importance
Document Number	SZ-2023-0089	It is the unique code of the document. It produces a unique number template for document tracking and physical archive matching.
Category	Contract/Customer/Invoice	Determines the location of the document in the vertical hierarchy. Manages the physical directory and default authorization template on the file server.
Document Type	Confidentiality Agreement	Determines the legal or operational class of the document. It is the filtering criterion in data-based quick searches.
Private Document	Yes	When checked, only the personnel who saved the document and the admin can see it; It is hidden from other users.
Do not Fetch Revisions	Active	Reduce duplicate or incorrect document usage by hiding old revisions in the search list.
DPL (Drawing Part List)	Active/Passive	Associating technical and engineering drawings with parts lists and including them in production revision processes
Portal Access Permissions	Partner Portal, Public Portal	Control automatic publication or hiding of the document on the dealer portal (extranet) or public sites (internet).
Viewing/Listing	SZ-2023-0089	It can be listed in different formats depending on the Card or Folder selection. The eye icon in the filter area shows the content count.

Digital Assets Job Functions and Implementation Steps

Bu ekranı %100 kullanmak için aşağıdaki implementasyon adımlarının tanımlanması ve set edilmesi gereklidir.

Add Digital Asset Category / settings.form_add_asset_cat Param Wiki

Workcube'e eklenen dijital varlıkları sınıflandırmak için kullanılır.

Add Digital Asset Group / settings.list_digital_asset_group Param Wiki

Eklenen dijital belgeler doküman tipleri ile ilişkilendirilerek dokümanlara erişecek kullanıcılar gruplandırılır. Bu sayede doküman veya doküman tipi bazında yetki kontrolleri yapılmış olur.

Add File Format / settings.form_add_file_format Param Wiki

Sisteme yüklenen dijital varlığın hangi dosya formatında olduğu bu sayfada yapılan parametre tanımlamasına göre seçilir. Format eklerken maksimum dosya boyutu da eklenebilir.

Digital Asset Groups / settings.list_digital_asset_group Param Wiki

Page Settings,Digital Assets Menu / asset.list_asset Xml Setup Wiki

Görüntüler, videolar, ses dosyaları ve belgeler gibi dijital varlıkların depolanmasını, düzenlenmesini, paylaşılmasını ve yönetilmesini sağlar.

Process Design,Add Digital Asset / process.list_process Process Stage Wiki

İş süreçlerinin tasarım ve akışlarını oluşturur.

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XML Settings

XML Settings define page-specific operating rules. It is set in the XML section under Page Settings on each page.

x_google_refresh_token_mail Google Refresh Token Mail

Google API için gerekli olan Refresh Token'ı almak için kullanılır.

input

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About Workcube Objects

Digital Assets

Enables storage, organization, sharing and management of digital assets such as images, videos, audio files and documents.

Type: WBO Version: Catalyst vteta Licence: Standard Author: Workcube Core

Release Notes

Digital Assets - Page Designer

Edited Function: CMS > Digital Archive > Improvements have been made in the Page Designer search form tab according to the more options in the digital assets listing business function.

Hotfix Cognitive 17.12.2025 tasks/157994_yiğitsaygılı → master

Contents and Google CDN

If the contents are published on the internet, you can make the websites created with Protein run faster by sending the borders you added in the HTML editor to the CDN.
First of all, you should start by purchasing the Google CDN service and integrating this service into your Workcube. You can receive service from experienced Workcube experts during the integration process.

Feature Cognitive 13.10.2025 tasks/156042_yunuscemozay → master

Google Cloud and CDN Bucket

Google Cloud can be used to add CDN - Content Delivery Network to Workcube. This feature sends images and videos added to the digital archive a copy of the document to the CDN bucket if the "sharing on the internet" box is selected. On sites built with protein, images and videos can be distributed via CDN. Using CDN on medium and large-scale B2B, B2C or websites for different purposes increases the performance and security of Workcube servers. You must have a Google Cloud account for CDN Bucket integration.

Feature Cognitive 15.08.2025 tasks/155110_cemozay_teta → teta

Workshare with html2canvas

Added/Edited Function:Creating a pdf on Workshare with html2canvas and encrypting this created pdf has been introduced.

Usage: After filling in all fields on Workshare, click Get Snap. It creates a pdf and file path to the worksnap file located under Documents. Access code and password must be entered before creating a file with Snap. If you click Share, the password and link information will be sent via e-mail. The pdf detail is displayed with the incoming password information. For detailed information, you can review the "Workshare with HTML2canvas" wiki document.

Feature Cognitive 25.10.2024 tasks/150632_alperkaanm → master

Protein - Corporate Member Documents

With this widget, Protein B2B customers and suppliers can upload self-service documents such as Trade Registry Gazette, Tax Certificate, Signature Certificate.

Feature Lean.23 14.10.2023 tasks/144041_Denizhamurpet_beta → beta

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