Work with externally managed elements in Relatics

Work with externally managed elements in Relatics

Data managed outside Relatics can be accessed in workspaces via external type elements. External type elements can be identified in the type list by their secondary icon. Elements of an external type element are references in a workspace where you can view data stored in an external interface. Furthermore, by giving external data an element in a workspace, users can create relations between data stored in Relatics and an external interface.

Internal vs. external types

There are several differences between external and internal type elements. Most notably, data stored outside Relatics cannot be edited in a workspace. So, it is impossible to manually create and delete elements when working with external type elements. Furthermore, external type elements can have both internal and external properties and relations. Internal relations and properties are no different than those of other type elements, but external properties are unique to external type elements. External properties can only contain data retrieved from an external source and are not editable, but will be synchronized with their data source. Examples of external properties are file names or other identifiers stored externally.

Data synchronization

New elements of an external type will be created automatically by synchronization between Relatics and the external source. However, this continuous data synchronization has some implications. Files which are deleted from an external document management system, for instance, have their corresponding Relatics elements deleted as well. These deleted elements can still be found in the recycling bin but cannot be restored through the Relatics interface. If you want to restore a deleted external element in your workspace, you will have to restore the source first. Afterwards, it will be restored automatically via synchronization.

External element error

 

Icon Error message Description
Cannot access external system. Workspace has no permission for authentication client.
The current type element is connected to an authentication client that has not been authorized in this workspace. Ask the power user to authorize the workspace to access the client.
Cannot access external system. No valid token. One of the values used to connect the external interface to Relatics has been changed or deleted. Ask the power user to contact a system administrator of the external interface to restore the connection.
Cannot access external system. Authentication client disabled.
The current type element is connected to an authentication client disabled in the environment settings. Ask a Relatics administrator to enable the authentication client.
Sync error: Could not delete element because of constraints.
An element’s source is deleted from the external interface, but it still has incoming relations. Relatics does not delete the element automatically after synchronizing with the external interface in the case of incoming relations. It does, however, show this error icon to notify you that the element has no source in the external interface. Ask a system administrator of the external interface to restore the element’s source or delete any incoming relations to the element to resolve this error.
There was an error while synchronizing with external application.
This is a general error message implying that Relatics has encountered a problem creating an element while attempting to synchronize with the external application. Ask a system administrator of the external interface to inspect the file in the external application corresponding to the Relatics element with the error.
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