Hidden documents

The system displays storage metrics that reflect both visible and hidden components of data usage. While users can view the number of stored documents, the system also allocates additional internal storage for background processes and operational overhead. This internal allocation contributes to the total storage consumption and is included in billing calculations.

The system includes several hidden document types used for document output and configuration.

Hidden document types in public space

These are the types of hidden documents in public space:

  • MDS_DistributionJobs: Stores indata.txt files for document output jobs.
  • MDS_Distribution_JobType: Defines job types for document output.
  • MDS_Distribution_Phase: Specifies phases in document output processing.
  • MDS_Distribution_Status: Value set used to track job status.
  • MDS_Hierarchy: Supports saved searches and favorites.
  • MDS_Hierarchy_Type: Defines hierarchy structure for saved searches and favorites.
  • MDS_TemporaryFile: Stores temporary files, often XML data from ERP systems (for example, M3) used in document output processing.

Hidden document types in private space

Private space document types mirror public space types but are scoped for private use.

These are the types of hidden documents in private space:

  • MDS_PS_DistributionJobs: Stores indata.txt files required to generate PDF documents. This document type manages queuing, scheduling, and delivery of output documents such as invoices and order confirmations.
  • MDS_PS_Distribution_JobType: Defines job types for private document output.
  • MDS_PS_Distribution_Phase: Specifies phases for private document output processing.
  • MDS_PS_Distribution_Status: Value set used to track private job status.
  • MDS_PS_TemporaryFile: Stores temporary XML files from ERP systems for private document output processing.

Document types for saved searches and favorites

These are the document types for saved searches and favorites:

  • MDS_Hierarchy_Type: Defines how document types are grouped and structured. This helps organize features like saved searches and favorites, making it easier to sort and find documents.
  • MDS_Hierarchy: This is the actual hierarchy of document types used in saved searches and favorites. It supports efficient filtering and retrieval based on how documents are categorized.

Hidden space allocation in IDM S3 bucket

IDM uses these hidden S3 buckets for internal processing:

  • batch: Contains a subfolder t2v, which stores status details for received T2V requests. This information is organized by type, request ID, and tenant ID. It only contains status information returned when a status check is made for a specific T2V request. The actual T2V payload is saved in a separate bucket, not in the application bucket.

  • sqs: Contains subfolders auditCollection and email. The auditCollection subfolder stores the payloads that will be sent to the Audit Collection Service. The email subfolder stores the files that are required to send emails to the CFS Service for the CFS Email Service Integration.

  • resourcecontentfiles: Stores extracted content larger than 890 KB.

  • gen3Sresourcecontent: Stores raw content for GenAI-enabled document types.

Retention policy for ephemeral space

Files in the sqs/email subfolder used for email integration are retained for 14 days. After this period, they are automatically removed based on the S3 lifecycle policy.