Perceptive Content uses document properties to store, secure, and retrieve a document. Many document properties exist and you can define a set of these properties to customize your Perceptive Content system for your organization's business needs. The following information focuses on the set of document properties you can define.
To make a document distinguishable from other documents, you must define the Type property. In addition, you must define a unique name and location (a name along with a folder) or a unique set of document keys (Drawer along with Field1, Field2, Field3, Field4, or Field5). You define how properties are assigned to a document, as well as the type of information that can be assigned, in an application plan or a capture profile.
The following tables further explain the definable document properties and provide an example value for each property.
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 define one of the following properties: Field1, Field2, Field3, Field4, or Field5. Additional definable properties include custom properties and notes. The following table shows how you might define document properties for documents owned by the Human Resources Department that are not stored in folders.
| Document Property | Description | Example Configuration | Example Value | Required |
|---|---|---|---|---|
| Drawer | Drawer provides the highest level within the document key structure and is often defined as a department or function, such as Accounts Payable, Human Resources, Registrar, or Financial Aid. You can restrict access to documents based on their assigned Drawer values. | Human Resources | Human Resources | Yes |
| Field1 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Employee ID | 12345 | Yes - You must define at least one field value. |
| Field2 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Last Name | Jones | Yes - You must define at least one field value. |
| Field3 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | First Name | John | Yes - You must define at least one field value. |
| Field4 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Job Code | 32156 | Yes - You must define at least one field value. |
| Field5 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Employment Status | Full Time | Yes - You must define at least one field value. |
| Type | Type categorizes a document so that your users can easily identify its purpose. A user selects a value for the Type field using a list of document type values that you predefine. You can restrict access to documents based on the Type values assigned to them. | Employment Application | Employment Application | Yes |
| Custom Properties | You can define custom property values for a document type. Custom properties let you define and store unlimited data beyond the standard document properties. | Job Title | Marketing Director | No |
| Notes | The Notes field enables a user to type and view additional text about a document. | Notes | Samantha Smith at Acme Corporation called September 9 to verify employment dates. | No |
Properties for a document stored in a content model
When a document is stored in a content model, Perceptive Content stores the document in a folder that resides in a drawer. Many folder levels can exist within a folder. For a document that is stored in a content model, 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 definable properties: Field1, Field2, Field3, Field4, Field5, notes, and custom properties.The folders in which a user attempts to store a document, as well as the Type a user assigns to a document, must work with the folder type hierarchy that you define for a drawer. The following table shows how you might define document properties for documents owned by the Human Resources Department that are stored in a content model.
| Document Property | Description | Example Configuration | Example Value | Required |
|---|---|---|---|---|
| Path | A document path indicates where a document is stored in your Perceptive Content 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. | The following structure applies to the document path: <Drawer> \ <folder> \ <subfolder> \ <Name> | Human Resources \ John Jones \ Onboarding \ Application | Yes |
| Name | Name provides a unique identifier for the document within the folder it is stored. A name cannot exceed 128 characters. | Application | Application | Yes |
| 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. You can restrict access to documents based on their assigned Drawer values. | Human Resources | Human Resources | Yes |
| Type | Type categorizes a document so that your users can easily identify its purpose. A user selects a value for the Type field using a list of document type values that you predefine. You can restrict access to documents based on the Type values assigned to them. | Employment Application | Employment Application | Yes |
| Field1 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Employe ID | 12345 | No |
| Field2 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Last Name | Jones | No |
| Field3 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | First Name | John | No |
| Field4 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Employment Status | Full Time | No |
| Field5 | You can use Field1 through Field5 to define values through a selected data element in your application plan dictionary, a literal value that you enter, the name of the current user, the date and time, a number in a sequence, or a unique ID assigned by Perceptive Content. | Job Code | 32156 | No |
| Custom Properties | You can define custom property values for a specific document type. Custom properties let you define and store unlimited data beyond the standard definable document properties. | Job Title | Marketing Director | No |
| Notes | The Notes field enables a user to type and view additional text about a document. | Notes | Samantha Smith at Acme Corporation called September 9 to verify employment dates. | No |