Who can do what
Supported file types
A Markdown file that describes a decision (an ADR, BDR or SDR file) becomes a draft decision, not a document. When one folder holds the same document in several formats, Ainomos reads it once, from the richest format.
How Ainomos reads a document
1
Takes the text out
Ainomos reads the text from the file. For a PDF it also tidies the text: page numbers, running headers and footers go, and words broken at a line end are joined. It keeps the document’s numbering and changes no word.
2
Removes secrets and checks for personal data
Passwords, keys and similar secrets are removed before anything else reads the text. In a room that keeps personal data out, personal data is masked.
3
Reads what the document says about itself
A model that the room’s data class allows reads the reference, version, issuer, owner and validity dates the text states, each with the words it came from, as suggestions. It also finds the rules and exceptions the text states. Those wait for approval on the Rules and Exceptions pages.
4
Makes it searchable
Ainomos splits the text into passages that a search finds by meaning and by words. The passages can answer questions as soon as the document is added.
Statuses along the way
While an import runs, the Import page shows Reading (reading the files), Sorting (deciding what each part is) and Filing (writing it into the room). It ends as Done, Done with notes, Failed, Cancelled or, if someone took it back, Undone. See Import. Once added, the document itself has a state:The Documents page
Open Knowledge, then Documents. The heading says how many documents the room has and how many answers can quote today. The columns are Name, Version, Issued by, State, Owner and Valid until. Use the search box, the State menu (with the statuses above), the Owner menu and the Issued by menu to narrow the list. For owners and curators, Create opens Import.Open a document
Select a document to open it. The top shows its state, its title and its facts: Reference, Version, Issued by, Owner and Valid. A document without an owner shows a dash, which is a gap worth closing. The tabs are Content (the text), Relations (for example the rules found in it) and Details (all facts, including the room and the source).Accept details read from the file
When Ainomos read details from the file, a card above the document says how many it found. They apply only once you accept them. Until then the document keeps the details it has. The card shows each Detail, what was Read from the PDF, and Where it says so, quoted from the text. Then:- Select Accept (for example Accept 4 details) to apply them all. An owner is applied only when the name matches exactly one member of the room.
- Select Edit details to correct them first.
Edit details
Select Edit details. Saving writes an evidence entry.
Select Save details, or Cancel to keep things as they were.
Read again
PDF documents imported before Ainomos tidied PDF text may read badly, with page numbers, headers and line breaks in mid-sentence. Read again lays out the stored text the way new imports are, without changing a word. A model then reads the details as suggestions, and the document is made searchable again. The button appears only where it applies: not on documents that did not come from a PDF, were already read again, or whose text was changed after the import. If no model is approved for the room’s data class, the text is tidied but no details are read.The original file
When your organisation has set up file storage, Ainomos keeps the uploaded file there. Original PDF on the document downloads it. Ainomos does not keep the original when:- no file storage is set up, or it could not be reached during the import,
- a secret was removed from the file,
- the room masks personal data,
- the file came inside a ZIP archive.