Assignable document properties - Use Forms - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Use Forms
Platform
Perceptive Content
Product
Use Forms
Release
Foundation 24.1
License

This topic explains the set of property values you can assign to a document.

Perceptive Content use document properties to store, secure, and retrieve a document. Many document properties exist and you assign a set of these properties to best fit your organization's business needs.

Properties for a document not stored in a folder

For a document that is not stored in a folder, the Drawer and Type properties are required. You must also assign one of the following properties: Field1, Field2, Field3, Field4, or Field5. Additional properties that you can assign to a document include custom and composite properties, notes, and physical properties. The following table shows how you might assign property values to a new employment application that is not stored in a folder.

Drawer
Drawer provides the highest level within the document property structure and is often defined as a department or function, such as Accounts Payable, Human Resources, Registrar, or Financial Aid. Privileges to access a document are tied to the Drawer and Type properties.
Required
Yes
Modifiable In
Search results grid in ImageNow Explorer
Properties pane in ImageNow Viewer
Required privileges
Drawer > Content > Edit Drawer for the original drawer
Drawer > Content > Create/Append for the target drawer
Example value
Human Resources
Field1, Field2, Field3, Field4, or Field5
You must assign at least one of these five document key fields.
Required
Yes
Modifiable In
Search results grid in ImageNow Viewer or Perceptive Content
Content tab in ImageNow Viewer
Properties pane in ImageNow Explorer or ImageNow Viewer
Privileges Required
Documents > Edit Keys privilege for the associated drawer or document type
Example configuration and value
Field1 represents an employee ID: 12345
Field 2 represents a last name: Jones
Field3 represents a first name: Martha
Field4 represents a job code: 32156
Field5 represents employment status: Full Time
Type
Type categorizes a document so that you can easily identify its purpose. You select a value for the Type field using a list of document type values that your administrator defines. Privileges to access a document are tied to the Type and Drawer properties.
Required
Yes
Modifiable In
Search results grid in ImageNow Explorer or ImageNow Viewer.
Content tab in ImageNow Viewer
Properties pane in ImageNow Explorer or ImageNow Viewer
Privileges required
Document Type > Documents > Edit Type or Drawer > Content > Edit Type
Example configuration and value
Employment Application
Custom properties
You can assign custom property values defined for the document type you choose. Custom properties store unlimited data beyond the standard document properties.
Required
No - unless your administrator defines the property as required
Modifiable in
Properties pane in ImageNow Explorer or ImageNow Viewer
Privileges required
Document Type > Documents > Edit Custom Properties or Drawer > Content > Edit Custom Properties
Example configurations and values
Job Title: Physician
Posted Date: 05/08/12
Notes
The Notes field enables you to type and view additional text about a document.
Required
No
Modifiable in
Properties pane in ImageNow Viewer
Privileges required
Documents > Edit Notes privilege for the associated drawer or document type
Example configuration and value
Samantha Smith at Acme Corporation called September 9 to verify employment dates.
Physical properties
You can assign physical properties that are defined for the physical file reference associated with a document.
Required
No
Modifiable in
Modify Physical File Reference in Actions pane in = Perceptive Content Viewer.
Example configurations and values
Building: 301-D
Shelf: 17-J

Properties for a document stored in a folder

For a document that is stored in a folder, Perceptive Content uses the Type property as well as the document path to store, secure, and retrieve the document. The properties that make up the path, as well as Type, are required. You can store additional information about a document in the following properties: Field1, Field2, Field3, Field4, Field5, Notes, custom and composite properties, and physical properties.

The folder in which you attempt to store a document, as well as the Type assigned to a document, must work with the folder hierarchy that your administrator defines for a drawer. To perform any action in a folder hierarchy, you must have the Folder Type > Use privilege.

Path
A document path indicates where a document is stored in your system. The path contains the values assigned to the Drawer and Name property fields. The path also contains any folder or folders in which the document is stored. Each document path is unique.
Required
Yes
Modifiable in
Properties pane of ImageNow Viewer
Set Location dialog box
Required privileges
Drawer > Content > Movefor the original drawer
Drawer > Content > Create/Append for the target drawer
Example configuration and value
The following structure applies to the document path: <Drawer> \ <folder> \ <subfolder> \ <Name>
Human Resources \ Martha Jones \ Onboarding \ Application
Name
Name provides a unique identifier for the document within the folder it is stored.
Required
Yes
Modifiable in
Search results grid in ImageNow Explorer
Content tab in Folder Viewer
Privileges required
Drawer > Content > Rename
Example configuration and value
Application
Drawer
Drawer provides the highest level within the folder structure and is often defined as a department or function, such as Accounts Payable, Human Resources, Registrar, or Financial Aid. Privileges to access a document are tied to the Drawer and Type properties.
Required
Yes
Modifiable in
Set Location dialog box
Privileges required
Drawer > Content > Movefor the original drawer and Drawer > Content > Create/Append for the target drawer
Example configuration and value
Human Resources
Type
Type categorizes a document so that you can easily identify its purpose. You select a value for the Type field using a list of document type values that your administrator defines. Privileges to access a document are tied to the Type and Drawer properties.
Required
Yes
Modifiable in
Search results grid in ImageNow Explorer
Content tab in Folder Viewer
Properties pane in ImageNow Explorer
Privileges required
Document Type > Documents > Edit Type or Drawer > Content > Edit Type
Example configuration and value
Employment Application
Field1, Field2, Field3, Field4, Field5
Field1 through Field5 enable you to provide additional information about a document.
Required
No
Modifiable in
Search results grid in ImageNow Explorer
Content tab in Folder Viewer
Properties pane in ImageNow Viewer
Privileges required
Documents > Edit Keys privilege for the associated drawer or document type
Example configurations and values
Field1 represents an Employee ID: 12345
Field2 represents a last name: Jones
Field3 represents a first name: Martha
Field4 represents a job code: 32156
Field5 represents employment status: Full time
Custom properties
You can assign custom property values defined for the document type you choose. Custom properties store unlimited data beyond the standard document properties.
Required
No - unless your administrator defines the property as required
Modifiable in
Properties pane in ImageNow Viewer
Privileges required
Document Type > Documents > Edit Custom Properties or Drawer > Content > Edit Custom Properties
Example configurations and values
Job Title: Marketing Director
Posted Date: 05/08/12
Notes
The Notes field enables you to type and view additional text about a document.
Required
No
Modifiable in
Properties pane in ImageNow Viewer
Privileges required
Documents > Edit Notes privilege for the associated drawer or document type
Example configuration and value
Samantha Smith at Acme Corporation called September 9 to verify employment dates.
Physical properties
You can assign physical properties that are defined for the physical file reference associated with a document.
Required
No
Modifiable in
Modify Physical File Reference in Actions pane in = Perceptive Content Viewer
Example configurations and values
Building: 301-D
Shelf: 17J