Document Metadata

From KnowledgeTree Community

This page details how metadata is used to describe a document using tag clouds and other metadata fields.

• Metadata allows users to describe documents in a repository. The only default metadata field for any document is the tag cloud. A comma delimited tag cloud (separate your tags with commas) accepts multiple keywords which the user chooses to describe a document.

• The type of metadata a user can add to a document is based on its document type. When a document is added to a repository, the user needs to choose which document type to assign to the document. An administrator can edit the list of available document types.

• Each document type can be associated with one or more fieldsets, and each fieldset can in turn be associated with any number of document types. Fieldsets contain the fields that hold a document’s metadata.

• Fieldsets come in two flavours: generic and specific. Metadata fields in generic fieldsets are provisioned for every document in the repository. Metadata fields in specific fieldsets are only used when associated with a document type.

Note: System fieldsets are not included in our releases.

In the example diagram, the Sales Invoice document type is associated with the generic Generic Document Information fieldset; and the specific Accounting information and Sales information fieldsets. Any document that is marked as type Sales Invoice will therefore have

• a tag cloud
• the two generic metadata fields: Document Category and Document Source
• and four specific metadata fields: Document Category and Document Source; and Reference Number, Amount, Sales Type, and Sales Rep.