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iCS Glossary


Acquired - A task status indicating that the performer has opened the task, but has not yet completed the task. Compare with dormant.

All Saved Searches - Searches uniquely titles users have saved. All Saved Searches are available to all users.

Ascending - Alphabetical order, from a–z, used to sort information by column.

Asterisk - Indicates a field’s information is required and must be entered.

Attribute (properties, metadata) - A characteristic defining a document. Example attributes are document name, authors, and title. Attributes are also often referred to as properties or metadata.

Audit Trail - A listing of all actions that have been taken on a selected document. The Audit Trail is read-only; it cannot be edited or deleted.

Auto File - Moves a document to its proper location, as determined by the document’s category and type properties (metadata). A contract is auto-filed when its status changes to Fully Executed. It is critical that this not happen before the contract image has actually received all of the necessary signatures.

Cabinets Tab - In the Documents View, the Cabinets Tab displays all public Cabinets. These Cabinets store all folders, subfolders and related contracts and documents available to users based on their security access. The Cabinets are structured by Chart, 3-digit org, then Contract Type.

Check In - Saves a file in the repository after it has been checked out for revision. After check in, a document is available to all users.

Check Out - Padlocks a file in a repository so neither the document nor its attributes can be edited by other users. Downloads the document’s content to the user’s computer for editing. Checked-out files are stored by default in the C:\Documents and Settings\your name\Documentum\Checkout folder. Changes made to a file’s attributes or content are not saved in the repository until the file is checked in.

Checklists - A uniquely named set of business process tasks assigned to a contract. Checklists control the routing of the contract to various groups or individuals.

Clauses Tab - On the Documents View, the Clauses Tab displays a list of external clauses that may be used when building contracts or contract templates. Clauses are stored and updated by OBFS.

Clipboard - A holding place for multiple documents, with a separate Clipboard for each user. Most common uses for the Clipboard are copying and moving, particularly from the Personal to the Cabinets Tab.

CSV - Comma separated variable, a standard, basic spreadsheet format in which tabular information is separated by the comma character, and is exported from and imported into the System.

Dashboard (Document Dashboard) - The document dashboard is the highest-level display for each document and includes available document actions, available document features (versions, checklists, related documents, etc.), links for available Jacket actions, and high-level document Jacket properties (metadata).

Descending - Reverse alphabetical order, from z–a, used to sort information by column.

Document Action Icons - Clickable icons providing access to all actions available for the selected document. Most of these actions are found on the document dashboard.

Document Action Menu - The document Action menu can be accessed with a right-click of the item name.

Document - Any file with content that resides in iCS such as a contract, attachment, spreadsheet, memo or email.

Document Numbers (document versions) - Automatically assigned, sequential and configured to generate specific numbers based on organizational rules. The University of Illinois contract numbering scheme includes a two letter prefix, a five-digit number, a two-digit sub-number (for amendments) and a version number.

Documents View - The main Prodagio Contract view for users, which includes seven tabs and access to the three other Views.

Document Type - A grouping or categorization of documents that is similar in format, content and/or purpose. Document type is an important metadata property.

Dormant - A task status indicating that the performer has not yet seen the task. Compared with acquired.

Drag and Drop - An alternative technique to copy, check in, import, export. Users can move or link any document by clicking on and holding a document’s icon, “dragging” it to specific location and “dropping” it there.

Favorites Tab - A shortcut to the file, not the original file. On the Document View, the Favorites Tab displays all Cabinets, folders, and files “bookmarked” by the user, to better enable quick access.

Full-Text Search - An index of all words included within a document, and all the metadata, thereby enabling searching both document content and attributes.

Import - Bring in a document from outside of iCS and add it to the repository.

Item - A general term used to describe all documents (of all types), tasks, Obligations, and Reminders displayed in various windows on which an action can be taken.

Jacket - The document folder listing all document properties. Allows changing these properties if user has write permissions.

Keywords - Additional properties added to a document to enhance searching. Keywords can be added or changed when creating a new folder, importing documents, Amendments and Attachments, associating and filtering Attachments and during document check in.

Links - On various windows, underlined words which, when clicked, jump the user to another window. For example: Edit, Check Out, Preferences.

Locations - A document Action menu selection which lists all places (locations) in the Cabinet and folder structure where a document is stored.

Metadata (properties, attributes) - Information about a stored document such as its author, subject, and creation date. Metadata, also called properties or attributes, can be used to locate the document during a search.

My Saved Searches - Uniquely titled searches which you have saved and are available to all other users.

My Tasks View - A “to-do” list of all items and tasks requiring a user’s attention, including checklist tasks, subscribe notifications, Reminders and Obligations.

Notes - Permanent notes added to a document for others to view. All users with access to the document can view the notes written by all other users. Notes cannot be deleted once they are created.

Notifications - Notifications display on your My Tasks View and are generated each time a user changes a document to which you have subscribed.

Obligations - Tasks that must be completed in order to meet the legal requirements of a contract. Obligations are mandatory. Contrast with Reminders.

Open Status - A Reminder, Obligation, or Checklist task that a user has not completed. Users must view a task to open it.

Open Dashboard - An icon displayed after an item name on a View listing or after an item name in Reports results. If clicked, the item (usually a document) dashboard displays. Performs the same action as the right-click Open Dashboard selection.

Permissions - Access privileges that determine what operations a user can perform on a file (such as: view, edit, and delete). For example, a unit requestor, unit head, and purchasing buyer each have differing levels of permissions.

Personal Tab - The default Tab displayed on the Documents View. The Personal Tab displays a Cabinet only available to the logged-in user, and is usually where that user creates new documents before they are fully executed.

Properties - See metadata or attributes.

Property History - Provides a way to review the complete history of every property in a document, as well as “backtracking” to view when each property change was made.

Quick Search - Provides searching for All Principal Documents that match entered key words. Displays on the Documents View’s Personal Tab and Cabinets Tab and can be used to limit the objects displayed on each tab.

Recent Tab - On the Documents View, the Recent Tab displays files the user has most recently accessed, regardless of the file location, including files created, edited or checked out.

Reference Tab - On the Documents View, the Reference Tab displays a library of iCS reference documents that can be viewed by all users.

Refresh Checklist - Removes from the selected document all not yet completed Checklist items and any new items from the rebuilt Checklist are added (unless these new items match any of the currently checked items in the Checklist).

Reminders - Useful “memory jogs” for yourself or for others to take some action on a particular document. Reminders are “ticklers”, and are not mandatory. Contrast with Obligations.

Renditions - A copy of the original document in a different format, such as .PDF. For example, if an original document is stored in MS Word format, the same document saved as an Acrobat .PDF file is considered a rendition of the original.

Repeating Attribute - A property that can have more than one value. For example, a document’s “authors” property is a repeating attribute because a document can have more than one author.

Reports - custom unique reports custom-configured for the University of Illinois.

Reports - standard - Standard reports available to all users. Additional standard reports can be added.

Reports View - Provides access to all standard and custom reports.

Reset Item - Term used to reopen a completed Checklist item from the Checklist window.

Repository - The database of iCS information. A central location that allows users to store documents of any kind—text, graphics, and scanned images. A repository holds both document content and information about a document (metadata), such as its author, subject, and creation date, usable to locate the document.

Scheduled status - A Reminder or Obligation task that is scheduled to occur in the future. No notifications have yet been sent.

Search - Under the Search view, identify the unique configuration of search parameters and run the Search.

Search View - Provides access to all search capability, as well as to all previously saved individual and group searches.

Signoff - A documented approval initiated by entering your log in password. Signoffs may be required for certain tasks during Checklists and Obligations processing.

Subscription - Turning on email and My Task notifications to alert the subscriber when a document or documents are changed by any user.

Tasks - Actions to complete, usually found on your My Tasks view, including Reminders, Obligations and Checklist tasks.

Templates Tab - On the Documents View, the Templates Tab displays the contents of the Templates Cabinet, housing a library of Templates used to create contracts. Templates are stored and updated by OBFS.

Templates - A model, previously prepared and stored, used to create new contracts. Templates provide an input form or forms for variable information to be added. Templates are dynamic documents, containing many instances of variable content. Some templates are available to all users, while others are created for a specific unit.

Type - A grouping or categorization of documents that is similar in format, content, and/or purpose. Type is a common metadata property.

User Preferences - Provides access to changing the default user display. Available from any View or document dashboard with the Preferences link. Once changed by a user, the changes remain in effect at each log in until changed again by the user.

Last Updated: February 1, 2013

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