Terminology and Interface Concepts

Core Terms Explained

The Hearthvyn interface uses a consistent vocabulary drawn from information management practice. This section explains the most frequently encountered terms and what they mean in the context of this system.

Record

A record is a single unit of information held in the system. It may represent a document, an entry, a structured data item, or any other discrete piece of information that has been received and logged. Records are the primary unit that the classification framework operates on.

Category

A category is a named grouping defined within the classification framework. Records are assigned to categories based on the rules in the framework. A record can belong to one or more categories depending on how the framework is configured.

Label

Labels are additional identifiers attached to records. Unlike categories, which represent primary groupings, labels provide supplementary context — for example, a status indicator, a priority marker, or a thematic tag. Labels can be used to filter views independently of category.

Framework

The classification framework is the set of rules, categories, and labelling conventions that the system applies to incoming records. The framework is the definition of how information is organised; the system applies it consistently to every record that passes through.

View

A view is a structured display of records assembled from the classified data. Different views emphasise different aspects of the information: some show a complete list of records in a category; others show a summary of record counts; others display a single record in full detail. The views available depend on the access level in use.

Interface Concepts

The Hearthvyn interface is built around a small number of structural ideas that repeat consistently throughout the system. Understanding these ideas makes navigation more intuitive.

Navigation as a Reflection of Content

In most software systems, navigation menus are fixed structures defined by the product designer. In Hearthvyn, the navigation layer is generated from the classification framework and the records the system holds. Categories that contain records appear in the navigation; categories with no records, or categories that are outside a user's access permissions, do not.

This means the navigation changes as the information in the system changes. A category that was empty last week may appear this week if records have since been classified into it.

Record Detail vs Summary

The interface distinguishes between summary views, which show multiple records at once in a condensed form, and detail views, which show a single record in full. Summary views are used to understand the shape of the data — how many records exist, how they are distributed across categories, what labels are most common. Detail views are used to inspect a specific item.

Actions Within Context

Actions available to a user appear within the view that is relevant to them. An action on a specific record appears within the detail view for that record, not in a global toolbar. This approach reduces the risk of applying an action to the wrong record and makes it easier to understand what each action applies to.

Classification Primer

Classification is the process by which the system assigns records to categories. Understanding how it works helps users predict how the system will organise incoming information and how to interpret the views it produces.

Rules and Criteria

Classification rules specify the criteria that determine category assignment. A rule might reference the content of a specific field in the record, the source from which the record arrived, the date it was received, or a combination of these factors. Rules are evaluated in a defined order, and the first matching rule determines the primary category assignment.

Unclassified Records

Records that do not match any rule in the active framework are held in an unclassified state. They remain accessible to users with the appropriate permissions but do not appear in any category view until a matching rule is defined or the record is manually assigned by an authorised user.

Framework Updates

When the classification framework is updated, existing records are not automatically reclassified unless the administrator initiates a reclassification process. This ensures that the history of a record's classification is preserved and that changes to the framework do not silently alter the organisation of existing data.

Working with Views

Views in Hearthvyn are designed for different purposes. Selecting the right view for a given task makes information work more efficient.

• Category lists show all records assigned to a single category. They are useful for reviewing everything in a given classification group.
• Filtered lists apply one or more label filters to a category or to the full record set. They are useful when a user needs to focus on a specific subset of records.
• Record summaries show the key fields of a record without the full detail. They allow a user to scan multiple records quickly before selecting one for detailed inspection.
• Record details present the full content of a single record, including its classification history, attached labels, and any actions available at the user's access level.

What to Expect When Using the System

Users approaching Hearthvyn for the first time often have questions about what the experience will be like. The following points address the most common expectations.

The System Does Not Interpret on Your Behalf

Hearthvyn organises information; it does not explain it. If a record contains ambiguous or incomplete information, the system will classify and present it as received. The interpretation of what a record means, and whether it is accurate, remains the responsibility of the user.

The Interface Is Consistent

The layout, terminology, and behaviour of the interface remain consistent across different sections of the system. Once you understand how a category view works, the same principles apply in every other category view.

Access Shapes What You See

Your access level determines which parts of the system are visible to you. Users with read-only access see the same category structure and views as users with higher permissions, but they do not see action controls and may not see restricted record fields. If you need access to an area that is not visible, you can request an access level review through the enquiry channel.

Glossary

• Access level — the set of permissions granted to a user, determining which views and actions are available to them.
• Category — a named grouping within the classification framework.
• Classification framework — the complete set of rules, categories, and labelling conventions applied to records by the system.
• Detail view — a display of the full content of a single record.
• Label — a supplementary identifier attached to a record, distinct from its primary category assignment.
• Record — a single unit of information held in the system.
• Rule — a condition within the classification framework that determines which category a record is assigned to.
• Summary view — a condensed display of multiple records within a category or filtered set.
• Unclassified — the state of a record that has not been matched by any rule in the active framework.
• View — a structured display of records assembled from classified data.