MiAZ does not keep a database. Everything it knows about a document is in its
file name, so the name follows a fixed shape of seven fields separated by -.
{date}-{country}-{group}-{sentby}-{purpose}-{concept}-{sentto}.{extension}
For example:
20240315-ES-HOU-BANKNAME-INV-Q1invoice-JOHNDOE.pdf
The seven fields
| Field | Meaning | Example |
|---|---|---|
| Date | The date of the document, as YYYYMMDD |
20240315 |
| Country | Where it comes from | ES |
| Group | The area of your life it belongs to | HOU |
| Sent by | Who sent it | BANKNAME |
| Purpose | What kind of document it is | INV |
| Concept | Free text that describes it | Q1invoice |
| Sent to | Who received it | JOHNDOE |
Every field except Date and Concept takes a value from a list you control in Repository settings. You can add your own values, and you only see the ones you enabled.
The Concept links documents
The Concept is the one free field, and it does more than describe. Documents with the same Concept belong together: every payment of the same loan, a request and its answer. The Conversations view groups them, and the Related plugin finds them from any one of them.
Case and underscores do not matter when Concepts are compared:
home_insurance, Home Insurance and HOME_INSURANCE are the same, so
reusing a Concept does not depend on typing it exactly as last time.
Where the date comes from
When MiAZ fills in a date it reads the date stored inside the file first (a PDF's creation date, a photo's EXIF date, an office document's created date), and only then a date in the original file name. File names are full of numbers that look like dates, such as invoice and policy numbers, and a date field inside the file cannot be confused that way. It is still a claim by whatever program wrote the file, so the rename dialog shows it before anything is applied.
Documents waiting for review
When a name does not have seven fields, or one of its values is not enabled in the repository, MiAZ cannot file the document. It goes to the Review list, and a Review button appears in the header bar.
Open the list and rename each document there. Once its name is complete and every value is known, it leaves the list.
Unknown dates
When MiAZ cannot read a date from a document, it uses 99991231 instead of
guessing. These documents sort at the end of the list, so they are easy to find
and fix.