Registry Entry

Registry Entry

Registry Entry is a journaling entry collecting documents part of an interaction with a correspondence party.

  • Registry Entry (Journalpost) is a subtype of AbstraktRegistrering and as such inherits fields part of the parent object.
  • Being a core Noark5 model entity, Registry Entry is managed using the POST /transaction operation.
  • Registry Entry can be linked under a Case File (Saksmappe).
  • Registry Entry cannot be created without a transaction::link action to an entity on the folders level through refMappe
  • Any Registry Entry, should be linked to a Correspondence Party (Korrespondansepart) that needs to be created in the same transaction as the Registry Entry itself.
  • Registry entries are referenced by Document(Dokument) entities during Document, DocumentVersion creation

Table below contains the names with which the entity can be used in transaction and query operations.

Context Entity Name
referred to in transaction::save action as Journalpost
referred to in transaction::link action Journalpost
referred to in transaction::unlink action Journalpost
referred to in query operation Journalpost or AbstraktRegistrering

Diagram showing the relation of Registry Entry entity (Journalpsot) to any other entities through its reference fields. The diagram depicts the most important set of fields, leaving some of the use cases out of it for simplicity. child-parent-relation

Data Fields

Common Data Fields

Following the Noark5 specification requirements and the internal implementation details the following set of data fields are present for all entities :

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
id string unique entity identifier in the specific Documaster installation, used for referencing the entity in the API. The id for created entities is a numeric value.
Default : new value generated on creation
Sortable
version string contains the verions of the entity, used for optimistic locking
Default : sequence version number of the entity
uuid string M001 globally unique identification of the entity, an UUID value (sysemId)
Default : new value generated on creation
Indexed, Sortable
opprettetDato timestamp M600 date and time at which the entity was created (createdDate)
Default : current date time
Indexed, Sortable
opprettetAv string M601 name of the user that created the entity (createdBy)
Default : logged in user name
Sortable
opprettetAvBrukerIdent string M601 identifier of the user that created the entity (createdByIdent)
Default : logged in user identifier
Sortable

Journalpost Specific Data Fields

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
avsluttetDato timestamp M602 date and time when the archive unit was finalized (finalizedDate)
Sortable
avsluttetAv string M603 name of the user who finalized the archive unit (finalizedBy)
Sortable
avsluttetAvBrukerIdent string M603 unique identifier of the user who finalized the archive unit (finalizedByIdent)
Sortable
prefiks string optional identifier of the system from which the registry entry originated, the value cannot be changed once set
Sortable
registreringsIdent string M004 unambiguous identification of the registry entry within the fonds to which the case file belongs (fileId)
Default : journalaar/journalsekvensnummer in archive, example 2022/109
Indexed, Sortable
tittel string M020 title of the registry entry (title)
Indexed, Sortable
offentligTittel string M025 public title of the registry entry, words that should be screened have been removed from the content of the title (replaced with ******) (publicTitle)
Sortable
beskrivelse string M021 description of the registry entry (description)
forfatter string M024 author of the registry entry
Sortable
dokumentmedium string M300 indication of whether the archive unit contains physical documents, electronic documents or a mixture of physical and electronic documents
Code List : dokumentmedium
Default : E - Elektronisk arkiv
Indexed
journalaar number M013 year the registry entry was created
Default : current year
Indexed, Sortable
journalsekvensnummer number M014 order in which the registry entry was created within the year (recordSequenseNumber)
Default : sequence number in year
Indexed, Sortable
journalpostnummer number M015 order in which the registry entry was created within the case file (recordNumber)
Default : sequence number in case file
Indexed, Sortable
journalansvarlig string name of the person responsible for the registry entry, similar to M306 - Saksmappe#saksansvarlig. The field is a free text field and has no restrictions in regards of the value saved.
Sortable
journalansvarligBrukerIdent string the user ID of the person responsible for the registry entry, similar to M306 - Saksmappe#saksansvarlig. The field is a free text field and has no restrictions in regards of the value saved. It is used to contain the unique user ID from the integrating business system.
Sortable
journalposttype string M082 type of the registry entry
Code List : journalposttype
Indexed, Sortable
journalstatus string M053 status of the registry entry, whether it is recorded, handled or finilized
Code List : journalstatus
Default : J - Journalført
Indexed
registreringsDato date M101 date at which the registry entry was journaled (caseResponsible)
Default : current date
Indexed, Sortable
dokumentetsDato date M103 date attached to the registry entry/document
Sortable
forfallsdato date M109 date indicating the deadline for the incoming registry entries to be answered (dueDate)
Sortable
mottattDato timestamp M104 date indicating when an incoming document was received (receivedDate)
Sortable
sendtDato timestamp M105 date indicating when an internally produced document is sent our (sentDate)
Sortable
offentlighetsvurdertDato date M110 date at which the document was reviewed for public access, used in the case the incoming documents are screened by default and need to be reviewed before made public (publicAccessAssessmentDate)
Sortable
kassasjonsvedtak string M450 action to be performed at the end of the preservation period (disposalAction)
Code List : kassasjonsvedtak
kassasjonshjemmel string M453 authority for disposal (disposalAuthority)
Code List : kassasjonshjemmel
bevaringstid number M451 number of year the document should be kept before being scheduled for disposal (retentionPeriod)
Sortable
skjermKorrespondanseParterEInnsyn boolean indicates whether the Correspondence Party (Korrespondencepart) attached to the Registry Entry (Journalpost) should be sent to eInnsyn or not. The setting applies screening on the correspondence parties independently of the screening defined (skjerming)
Default : false
Sortable
skjerming string M500 indication that the documents belonging to the registry entry are not publicly available in accordance with the Public Access to Information Act (offentlighetsloven) or for any other reason (accessRestriction)
Code List : skjerming
Indexed
virksomhetsspesifikkeMetadata object M711 overarching metadata element that can contain custom metadata. When metadata for an entity is updated, the whole of it is ovewritten. Examples for handling business specific metadata can be found in the usage section of the page. (businessSpecificMetadata)
Not Queryable

Reference Fields

Field Name Referenced Entity Type Cardinality Link Required on Create Modifiable Description
refMappe AbstraktMappe 1 reference to the Case File (Saksmappe) to which the Registry Entry (Journalpost) belongs
Returned
refArkivdel Arkivdel 0 . . 1 reference to the Series (Arkivdel) to which the Registry Enty (Journalpost) belongs. Either this reference or the refMappe reference can be set, but not both.
refKorrespondansepart Korrespondansepart 1 . . * reference to a list of Correspondence Party (Korrespondansepart) entities. Each Registry Entry (Journalpost) must have at least one Correspondence Party (Korrespondansepart).
refDokument Dokument 0 . . * reference to a list of Documents (Dokument) associated with the Registry Entry (Journalpost)
refPrimaerKlasse Klasse 0 . . * reference to a list of primary Classes (Klasse) associated with the Registry Entry (Journalpost)
refSekundaerKlasse Klasse 0 . . * reference to a list of secondary Classes (Klasse) associated with the Registry Entry (Journalpost)
refEksternId EksternId 0 . . * reference to a list of External ID (EksternId) entities, containing the case file identification in external systems
refDokumentflyt Dokumentflyt 0 . . * reference to a list of Document Flows (‘Dokumentflyt’) entities associated with the Registry Entry (Journalpost)
refNoekkelord Noekkelord 0 . . * reference to a list of Keywords (‘Noekkelord’) entities associated with the Registry Entry (Journalpost)
refAvskrivning Avskrivning 0 . . 1 reference to a Sign-Off (Avskrivning) entity
refTilknyttetAvskrivning Avskrivning 0 . . 1 reference to an associated Sign-Off (Avskrivning) entity
refMerknad Merknad 0 . . * reference to a list of Notes (‘Merknad’) entities associated with the Registry Entry (Journalpost)
refNasjonalIdentifikator NasjonalIdentifikator 0 . . * reference to a list of National Identifiers (‘NasjonalIdentifikator’) entities associated with the Registry Entry (Journalpost)
refKryssreferanseTilMappe AbstraktMappe 0 . . * reference to a list of Folders (AbstraktMappe) to which the current registry entry has cross-reference
refKryssreferanseFraMappe AbstraktMappe 0 . . * reference to a list of Folders (AbstraktMappe) from which the current registry entry is being cross-referenced
refKryssreferanseTilRegistrering AbstraktRegistrering 0 . . * reference to a list of Folders (AbstraktMappe) to which the current registry entry has cross-reference
refKryssreferanseFraRegistrering AbstraktRegistrering 0 . . * reference to a list of Folders (AbstraktMappe) from which the current registry entry is being cross-referenced
refPresedens Presedens 0 . . * reference to a Precedent (Presedens) associated to this registry entry

Correspondence Party

Correspondence Party (Korrespondansepart) is an entity representing a person related to the case file.

  • Entity name in the API : Korrespondansepart.
  • Being a core Noark5 model entity, Correspondence Party (Korrespondansepart) is created/modified using the Transaction :: POST /transaction operation.
  • Registry Entry (Journalpost) must have at least one Correspondence Party (Korrespondansepart), they are owned by the Registry Entry (Journalpost) entity and cannot be linked to other registry entries.

Data Fields

Common Data Fields

Following the Noark5 specification requirements and the internal implementation details the following set of data fields are present for all entities :

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
id string unique entity identifier in the specific Documaster installation, used for referencing the entity in the API. The id for created entities is a numeric value.
Default : new value generated on creation
Sortable
version string contains the verions of the entity, used for optimistic locking
Default : sequence version number of the entity
uuid string M001 globally unique identification of the entity, an UUID value (sysemId)
Default : new value generated on creation
Indexed, Sortable
opprettetDato timestamp M600 date and time at which the entity was created (createdDate)
Default : current date time
Indexed, Sortable
opprettetAv string M601 name of the user that created the entity (createdBy)
Default : logged in user name
Sortable
opprettetAvBrukerIdent string M601 identifier of the user that created the entity (createdByIdent)
Default : logged in user identifier
Sortable

Korrespondansepart Specific Data Fields

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
korrespondanseparttype string M087 type of the correspondence party (correspondencePartyType)
Code List : korrespondanseparttype
korrespondansepartNavn string M400 name of person who is sender or receiver of a document (correspondencePartyName)
Sortable
foedselsnummer string personal national identifier for all Norwegian citizens containing the data of birth as the first 6 digits (nationalIdentifier)
Sortable
organisasjonsnummer string organization number (orgNumber)
Sortable
dnummer string personal number assigned to temporary residents of Norway
Sortable
postadresse string M406 mailing address of a sender/receiver or party (mailingAddress)
Sortable
postnummer string M407 postal code of a sender/receiver or party (postalCode)
Sortable
poststed string M408 city where a sender/receiver or party is located (city)
Sortable
land string M409 country if the mailing address is abroad (country)
Sortable
epostadresse string M410 email address of a sender/receiver or party (emailAddress)
Sortable
telefonnummer string M411 phone number of a sender/receiver or party (phone)
Sortable
kontaktperson string M412 contact person of a organization who is sender, receiver or part (contactPerson)
Sortable
saksbehandler string M307 name of the person handling the case/registry entry (caseHandler)
Sortable
administrativEnhet string M305 name of the organization or administrative unit part of the organization responsible (administrativeUnit)
Code List : administrativEnhet
skjermEInnsyn boolean indicates whether a Correspondence Party (Korrespondansepart) instance is screened or not.
Default : false
ekspederingskanal string channel for sending data to correspondence party
Code List : ekspederingskanal
virksomhetsspesifikkeMetadata object M711 overarching metadata element that can contain custom metadata. When metadata for an entity is updated, the whole of it is ovewritten. Examples for handling business specific metadata can be found in the usage section of the page. (businessSpecificMetadata)
Not Queryable

Reference Fields

Field Name Referenced Entity Type Cardinality Link Required on Create Modifiable Description
refRegistrering AbstractRegistrering 1 reference to Registry Entry (Journalpost), a Correspondence Party (Korrespondansepart) is owned by a single Registry Entry and cannot be attached to any other

Document Flow

Document Flow (Dokumentflyt) is an entity representing the internal steps part of the process of working on a production document.

  • Entity name in the API : Dokumentflyt.
  • Being a core Noark5 model entity, Document Flow (Dokumentflyt) is created/modified using the Transaction :: POST /transaction operation.

Data Fields

Common Data Fields

Following the Noark5 specification requirements and the internal implementation details the following set of data fields are present for all entities :

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
id string unique entity identifier in the specific Documaster installation, used for referencing the entity in the API. The id for created entities is a numeric value.
Default : new value generated on creation
Sortable
version string contains the verions of the entity, used for optimistic locking
Default : sequence version number of the entity
uuid string M001 globally unique identification of the entity, an UUID value (sysemId)
Default : new value generated on creation
Indexed, Sortable
opprettetDato timestamp M600 date and time at which the entity was created (createdDate)
Default : current date time
Indexed, Sortable
opprettetAv string M601 name of the user that created the entity (createdBy)
Default : logged in user name
Sortable
opprettetAvBrukerIdent string M601 identifier of the user that created the entity (createdByIdent)
Default : logged in user identifier
Sortable

Dokumentflyt Specific Data Fields

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
flytFra string M665 name of the person who sent the document on the flow for approval/review
Sortable
flytFraBrukerIdent string M665 identifier of the person who sent the document on the flow for approval/review
Sortable
flytTil string M660 name of the person who received the document on the flow for approval/review
Sortable
flytTilBrukerIdent string M660 identifier of the person who received the document on the flow for approval/review
Sortable
flytMottattDato timestamp M661 date and time the document was received on the flow (flowReceivedDate)
Sortable
flytSendtDato timestamp M662 date and time the document was sent to the flow (flowSentDate)
Sortable
flytMerknad string M664 note or comment to a document sent on flow (flowNote)
Sortable
flytStatus string M663 representation of the approval/non-approval of the document in the document flow (flowStatus)
Code List : flytStatus

Reference Fields

Field Name Referenced Entity Type Cardinality Link Required on Create Modifiable Description
refJournalpost Journalpost 1 reference to Registry Entry (Journalpost), a Document Flow (Dokumentflyt) is owned by a single Registry Entry and cannot be attached to any other

Sign-Off

Sign-Off (Avskrivning) is an entity representing the closure/finalization of a Registry Entry (Journalpost). It can be associated with additional registry entries as part of the sign-off.

  • Entity name in the API : Avskrivning.
  • Being a core Noark5 model entity, Sign-Off (Avskrivning) is created/modified using the Transaction :: POST /transaction operation.

Data Fields

Common Data Fields

Following the Noark5 specification requirements and the internal implementation details the following set of data fields are present for all entities :

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
id string unique entity identifier in the specific Documaster installation, used for referencing the entity in the API. The id for created entities is a numeric value.
Default : new value generated on creation
Sortable
version string contains the verions of the entity, used for optimistic locking
Default : sequence version number of the entity
uuid string M001 globally unique identification of the entity, an UUID value (sysemId)
Default : new value generated on creation
Indexed, Sortable
opprettetDato timestamp M600 date and time at which the entity was created (createdDate)
Default : current date time
Indexed, Sortable
opprettetAv string M601 name of the user that created the entity (createdBy)
Default : logged in user name
Sortable
opprettetAvBrukerIdent string M601 identifier of the user that created the entity (createdByIdent)
Default : logged in user identifier
Sortable

Avskrivning Specific Data Fields

Field Name Type Noark Metadata No. Required on Create Value Always Available Modifiable Description
avskrivningsmaate string M619 method used to sign-off the document (signOffMethod)
Code List : avskrivningsmaate

Reference Fields

Field Name Referenced Entity Type Cardinality Link Required on Create Modifiable Description
refJournalpost Journalpost 1 reference to Registry Entry (Journalpost), a Sign-Off (Avskrivning) is owned by a single Registry Entry and cannot be attached to any other
refTilknyttetJournalpost Journalpost 0 .. * reference to a list of associated with the Sign-Off (Avskrivning) Registry Entry (Journalpost) entities

Working with Registry Entry

Creating Registry Entry

Registry entries are created using transaction API, where in a single transaction the newly created registry entry should be linked to a case file (Saksmappe) or a basic folder (Mappe). Bear in mind that the registry entry can be under only one folder. Newly created registry entry requires at least one correspondence party (Korrespondansepart) to be created and associated with the registry entry. The link is done using transaction::link action following the guidelines to use newly created entry reference field to parent entry (Korrespondansepart::refRegistrering), rather than parent entry reference field (Journalpost::refKorrespondansepart). Take a look at the Fields section of this document for details about the mandatory/optional fields for registry entries.

Document (Dokument) entities are associated to Registry entries during documents creation. Examples how a document is created and associated to a registry entry can be found here.

creating registry entry

      Request

POST https://<documaster-instance>.local.documaster.tech:8083/rms/api/public/noark5/v1/transaction HTTP/1.1
...
Authorization: Bearer {{accessTokenIntegrator}}
Content-Type: application/json
X-Documaster-Error-Response-Type: application/json

{
    "actions": [
        {
            "action": "save",
            "type": "Journalpost",
            "id": "journalpost-temp-id-1",
            "fields": {
                "tittel": "API Created Registry Entry",
                "beskrivelse": "Registry Entry Description",
                "journalposttype": "U"
            }
        },
        {
            "action": "link",
            "type": "Journalpost",
            "id": "journalpost-temp-id-1",
            "ref": "refMappe",
            "linkToId": "691"
        },
        {
            "action": "save",
            "type": "Korrespondansepart",
            "id": "korrespondansepart-temp-id-1",
            "fields": {
                "korrespondanseparttype": "EA",
                "korrespondansepartNavn": "Correspondence Party Name"
            }
        },
        {
            "action": "link",
            "type": "Korrespondansepart",
            "id": "korrespondansepart-temp-id-1",
            "ref": "refRegistrering",
            "linkToId": "journalpost-temp-id-1"
        }
    ]
}

      Response

HTTP/1.1 200 OK
Content-Type: application/json

{
    "saved": {
        "journalpost-temp-id-1": {
            "type": "Journalpost",
            "id": "938",
            "version": "8",
            "fields": {
                "uuid": "35926f91-96d2-40d7-961e-9ffb368673af",
                "opprettetDato": "2021-11-24T14:14:05.933+0100",
                "opprettetAv": "External Integrator ACME",
                "opprettetAvBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "registreringsIdent": "2021/5",
                "tittel": "API Created Registry Entry",
                "beskrivelse": "Registry Entry Description",
                "registreringsDato": "2021-11-24T14:14:05.950+0100",
                "dokumentmedium": "E",
                "journalaar": 2021,
                "journalsekvensnummer": 5,
                "journalpostnummer": 5,
                "journalansvarlig": "External Integrator ACME",
                "journalansvarligBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "journalposttype": "U",
                "journalstatus": "J",
                "skjermKorrespondanseParterEInnsyn": false
            },
            "links": {
                "refMappe": 691
            }
        },
        "korrespondansepart-temp-id-1": {
            "type": "Korrespondansepart",
            "id": "939",
            "version": "3",
            "fields": {
                "uuid": "3f7bad64-9560-45d2-82a5-4e5fb06a5c13",
                "opprettetDato": "2021-11-24T14:14:05.953+0100",
                "opprettetAv": "External Integrator ACME",
                "opprettetAvBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "korrespondanseparttype": "EA",
                "korrespondansepartNavn": "Correspondence Party Name"
            },
            "links": {
                "refRegistrering": 938
            }
        }
    }
}

Update Registry Entry

Updating a registry entry is done through transaction::save action in the same way it is used to create it, with the difference that the actual id of the registry entry should be used (returned in create call response in $.saved.{tempIDofRegistryEntry}.id). The example below show an update of the registry entry (chaning the description) and linking a new Address (Adresse).

      Request

POST https://<documaster-instance>.local.documaster.tech:8083/rms/api/public/noark5/v1/transaction HTTP/1.1
...
Authorization: Bearer {{accessTokenIntegrator}}
Content-Type: application/json
X-Documaster-Error-Response-Type: application/json

{
    "actions": [
        {
            "action": "save",
            "type": "Journalpost",
            "id": "938",
            "fields": {
                "beskrivelse": "Updated Registry Entry Description"
            }
        },
        {
            "action": "save",
            "type": "Adresse",
            "id": "adresse-temp-id-1",
            "fields": {
                "adresseKnr": "0301",
                "postnr": "0301",
                "poststed": "Oslo",
                "adressenavn": "Rådhusplassen",
                "nummer": "1"
            }
        },
        {
            "action": "link",
            "type": "Adresse",
            "id": "adresse-temp-id-1",
            "ref": "refRegistrering",
            "linkToId": "938"
        }
    ]
}

      Response

HTTP/1.1 200 OK
Content-Type: application/json

{
    "saved": {
        "938": {
            "type": "Journalpost",
            "id": "938",
            "version": "9",
            "fields": {
                "uuid": "35926f91-96d2-40d7-961e-9ffb368673af",
                "opprettetDato": "2021-11-24T14:14:05.933+0100",
                "opprettetAv": "External Integrator ACME",
                "opprettetAvBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "registreringsIdent": "2021/5",
                "tittel": "API Created Registry Entry",
                "beskrivelse": "Updated Registry Entry Description",
                "registreringsDato": "2021-11-24",
                "dokumentmedium": "E",
                "journalaar": 2021,
                "journalsekvensnummer": 5,
                "journalpostnummer": 5,
                "journalansvarlig": "External Integrator ACME",
                "journalansvarligBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "journalposttype": "U",
                "journalstatus": "J",
                "skjermKorrespondanseParterEInnsyn": false
            },
            "links": {
                "refMappe": 691
            }
        },
        "adresse-temp-id-1": {
            "type": "Adresse",
            "id": "967",
            "version": "2",
            "fields": {
                "uuid": "7276dd75-d4aa-4b0c-956c-0ae31ee233b0",
                "opprettetDato": "2021-11-24T14:38:49.625+0100",
                "opprettetAv": "External Integrator ACME",
                "opprettetAvBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "adresseKnr": "0301",
                "postnr": "0301",
                "poststed": "Oslo",
                "adressenavn": "Rådhusplassen",
                "nummer": "1"
            },
            "links": {
                "refRegistrering": 938
            }
        }
    }
}

Sign-Off Registry Entry

Signing off a registry entry is done by creating an instance of the Sign-Off (Avskrivning) entity and associate it with the registry entry.

      Request

POST https://<documaster-instance>.local.documaster.tech:8083/rms/api/public/noark5/v1/transaction HTTP/1.1
...
Authorization: Bearer {{accessTokenIntegrator}}
Content-Type: application/json
X-Documaster-Error-Response-Type: application/json

{
    "actions": [
        {
            "action": "save",
            "type": "Avskrivning",
            "id": "new-sign-off",
            "fields": {
                "avskrivningsmaate":  "BU"
            }
        },
        {
            "action": "link",
            "type": "Avskrivning",
            "id": "new-sign-off",
            "ref": "refJournalpost",
            "linkToId": "10124"
        }
    ]
}

      Response

HTTP/1.1 200 OK
Content-Type: application/json

{
    "saved": {
        "new-sign-off": {
            "type": "Avskrivning",
            "id": "12655",
            "version": "3",
            "fields": {
                "uuid": "ba82150c-3241-4999-a5d9-a8b56edcc26d",
                "opprettetDato": "2022-07-20T11:12:18.826+0200",
                "opprettetAv": "External Integrator ACME",
                "opprettetAvBrukerIdent": "e6e6318e-fdcb-41cb-ae3a-1940f98ea153",
                "avskrivningsmaate": "BU"
            },
            "links": {
                "refJournalpost": 10124
            }
        }
    }
}