Working with the Profile Form
The Document Profile form contains the metadata about the eDOCS DM item. Profiles contain the information used to search for and locate documents or other profiled items. To make locating your documents easy, you must fill out a Profile form for each item created or stored within DM. The more detailed and accurate the information entered in a Profile form, the easier it is to find the document later.
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Note:
Some fields cannot be edited and are for information only. |
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Required Fields: Information must be selected or entered in required Profile form fields before the profile is saved.
Validated Fields: The information in validated fields is checked against a predefined list of values in the DM library before the profile is saved. When working with any validated field, you can use the table lookup button (ellipses ...).
Field Descriptions: The following describes each field.
Table 3-1: Profile Form Fields
| Field |
Description |
| Location
|
| Use the Location drop-down menu to specify the library in which you want the document to be created. |
| The Location drop-down contains more than one library when the login library has at least one remote library. | |
| Profile
|
| Use the Profile drop-down menu to specify the Profile Form to be used when the document is created or updated. |
| The Profile drop-down contains more than one Profile Form when multiple forms have been set for the Document Type in Library Maintenance. | |
| Document Name
|
| When you add a document, its name is used to populate this field. If you want to change the name, click the text in the Document Name field to edit. This name can be up to 240 characters and can include spaces and any characters Windows uses (ANSI by default). |
| Depending on your system setup, the Document Name may or may not need to be unique. If your system requires unique document names, the name you enter in this field must not be the same as any other name in this document library. | |
| Author
|
| Select the table lookup (...) button to view the searchable list (defined by your system administrator) of Authors. | |
| Document Type
|
The Document Type field identifies document categories such as MEMO, LETTER, or REPORT. Click the table lookup button (...) to view or select a Document Type. |
| Description
|
Your description of the document. If you perform a query-by-example (QBE) search, you can search for a document using words contained in this field. |
| Application
|
This field defaults to the software application you used to create the document. If you are importing a document, you must click the table lookup button to select a value.
| This field will not be required when the value for the Document Type field is Paper. | |
| Secure Document
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To limit access to the document, select the Secure Document box. Click the Edit button to view the Security dialog box and edit who has access to the document and what type of access they have. |
| Type
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The destination of this document after Retention Days expire. Depending on what you enter as a Document Type, this field may be filled in for you. However, your DM administrator may have set up the system so that you can change it.
| Click the Type drop-down menu to select one of the following Retention Types: |
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Archive – The document is archived and removed from the system but the Document Profile remains. Archived files can be recovered whenever needed. Documents with this storage type are physically archived when the DM administrator runs the Archive utility. |
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Delete – The document is eventually deleted from the system. Documents given this storage type are automatically deleted after the expiration of their retention period when the DM administrator runs the Delete utility. Depending on the method of deletion your DM administrator uses, the Document Profile may remain or may be deleted. |
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Keep – Select this option to indicate that you want the document to be retained on the network for active use indefinitely. The document is not selected for deletion or archiving. |
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Optical – Documents designated as Optical are archived similarly to documents designated as Archive, except that instead of being archived to tape, they are stored on optical disk. |
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Template – Templates are used for documents such as standard forms and form letters for the organization. Only members of a DM administrator-determined group can mark a document as a template or edit a template document. Copies of templates can be retrieved by any user. When the copy is saved, a new Document Profile must be completed. A common use of the Templates feature is for form documents, such as those used in the real estate, insurance, and legal industries. | |
| Retention Days
|
The Document Type you choose fills in a value for this field, if applicable; however, depending on how the DM administrator set up your system, you may be able to change it. Retention Days is the number of days the document remains on the system past the last edit date. This field is available when the Type field indicates a value of Archive, Delete, or Optical. The Retention Days field is inaccessible if the document is marked as Keep or Template. When the retention period expires, the document becomes a candidate for archiving or deleting. Any time a document is edited and saved, the retention period specified by the Retention Days field begins again. When you type information in the Retention Days field on the document profile form, you must ensure that you type only numeric characters. |
| Full Text Indexing
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| This field indicates if the document is to be full-text indexed. The Document Type you choose fills in a value for this field, and depending on how the DM administrator set up your system, you might be able to change it. This field indicates if the document is to be full-text indexed. Select one of the Full Text Indexing drop-down menu options (Contents and Metadata, Metadata Only, or No Indexing) to search the content of this document and/or Document Profile for words, phrases, or metadata. Select the drop-down menu to specify one of the following options: |
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Contents and Metadata – The content of the document and profile form are searched for words, phrases, or metadata. |
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Metadata Only – Only the profile form is searched for metadata. |
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No Indexing – The document is not full-text indexed. | |
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