Document properties

Document

Properties for holds, physical files, policies, and approval requests are only available if Retention Policy Manager is installed, and these options are defined for the document. Also, document versions are only available if Document Control Suiteis installed and the document is under version control. The following document properties exist:

Document Keys tab: The following properties appear on the Document Keys tab of the Document Properties window.
Drawer: The drawer assigned to the document. Drawer provides the highest level within the document key structure.
Name: The name assigned to the document. Name applies to documents stored in a folder hierarchy, and it provides a unique identifier for the document within a folder or drawer.
Field1, Field2, Field3, Field4, Field5: The Field1, Field2, Field3, Field4, or Field5 assigned to the document. Field1 through Field5 are string or text values that are defined through an application plan, entered as literal values entered by a user, or display the name of the current user, the date and time, a number in a sequence, or a unique ID assigned.
Type: The type assigned to the document. Type categorizes a document so that you can easily identify its purpose. For example, an employment application would be assigned the Employment Application type.
Path: The path assigned to the document. For a document stored in a folder, a path stores and retrieves the document. The document path includes the drawer, any folders, and the document name assigned to the document.
Notes: Notes written about the document. This value is optional.

Details tab: The following properties appear on the Details tab of the Document Properties window.
Total pages: The number of pages in the document. A document can contain multiple files where each file is a page. For example, a 5-page PDF file is one page of a document.
Document ID: The unique system ID assigned to the document.
Created: The date the document was captured or created.
Created by: The user name of the user who captured or created the document.
Modified: The date the document was last modified.
Modified by: The user name of the user who last modified the document.
Content indexed: The date and time the document was indexed.
Content status: Displays a Not Set, Submitted, Processing, Batched, Indexing, Indexed, Partially Indexed, Skipped, Stale, Marked for Deletion, Error, or Unknown value to specify the status of the document.
This document has one or more shortcuts: Displays a Yes or No value to specify whether the document currently has one ore more shortcuts.
This document is in workflow: Displays a Yes or No value to specify whether the document is currently in workflow.
This document is under version control: Displays a Yes or No value to specify whether the document is currently under version control.
This document is checked out: Displays a Yes or No value to specify whether the document is currently checked out under version control.

Additional tabs: The following properties appear on additional tabs of the Document Properties window.
Custom Properties: A list of any custom property fields defined for document type. For example, the custom property fields assigned to the Medical Enrollment Form document type might be Plan Year and Coverage Start Date.; The custom property values assigned to the document. Custom properties provide defined information about a document beyond the document keys, document path, and general properties.
Holds: Provides a summary of the holds placed on the document. Values include the hold name, the user name of the user who assigned the hold, the date the user applied the hold, and the date through which the hold is effective.; A hold allows your organization to preserve a document so that a user cannot delete or modify the document for a specific period of time or indefinitely. Some holds allow a user with privileges to modify the document key and custom property values assigned to the document. A document under hold can also be under a retention policy, as holds and policies are independent of each other. Holds are available when Retention Policy Manageris installed.

Page tab: The following properties appear on the Page tab of the Document Properties window.
File Type: The file type, such as TIFF, PDF, or DOC, assigned to the page.
File size: The file size of the page.
Captured: The date the page was captured or created.
Captured by: The user name of the user who captured or created the page.
Linked: The date the page was indexed.
Linked by: The user name of the user who indexed the page.
Modified: The date the page was last modified.
Modified by: The user name of the user who last modified the page.

Source tab: The following properties appear on the Source tab of the Document Properties window.
Source: The source used to capture or create the document. For example, if Single mode and the ImageNow Printersource are used to capture the document, the Single ImageNow Printervalue displays for the Source property.
Source ID: The unique system ID assigned to the page when it was captured.
Source page: The page number assigned to a page when it was captured in a batch before it became a document or was appended to an existing document.; For example, if you capture a batch that contains four source pages, the source page numbers would be 1 through 4. The Source page value displays these original page number values even after you append the pages to an existing document that already has two pages. So, the source page numbers are 1 through 4, but the same pages might be pages 3 through 6 in the document.
Additional: The Additional box displays the following properties if the document was captured in a batch: Batch Sequence, Captured Pages, Discarded Pages, Processed Pages, Prep Pages, Created, Created By, Link Start Time, Link Complete Time, and Linked By.

Content tab: The following properties appear on the Content tab of the Document Properties window.
Recognition Status: Displays a Recognized or Unrecognized value to specify whether the document page content was recognized by Recognition Agent.
Recognized: The date the page content was recognized by Recognition Agent.
Content: The content that Recognition Agentrecognized on the page.

Workflow

Workflow tab: The following properties appear on the Workflow tab of the Document Properties window.
A list of all workflow processes in which the document is currently participating.: Summarizes the name, queue, status, start time, and priority values for each workflow process in which the document is currently participating.

Workflow Process Details

Details tab: The following properties appear on the Details tab of the Document Properties window.
Process: The name assigned to the workflow process.
Queue: The queue in the process where the document is located.
Routed: The date and time the document was routed to the queue.
Routed by: The user name of the user who routed the document to the queue.
Status: Displays an Any, Idle, Working, On Hold, Pending, Finished, Completed, Waiting for Routing, Waiting for Siblings, Waiting for Inbound Action, or Error value to specify the status of the document in the workflow process.
Priority: Displays a Normal, High Priority, or Low Priority value to specify the priority of the document in the workflow process.
Added: The date and time the document was added to the workflow process.
Added by: The user name of the user who added the document to the workflow process.
Item ID: The ID number assigned to the document when it was added to workflow.
Last event time: The date and time of the last event. A workflow event is an action that resets the Time in queue value.
Last event user: The user name of the user who performed the last event.
On hold until: Displays a date or N/A value to specify the date a workflow processing hold ends.; When a user is in the middle of processing a document in workflow but needs to stop, the user can place the document on a workflow processing hold.
Split: Displays a Yes or No value to specify whether the document is in more than one queue at the same time in the workflow process. For example, suppose an employee review is routed at the same time to the queue monitored by the employee's manager and to the queue monitored by the employee's team lead.

Additional tabs: The following properties appear on tabs of the Document Properties window.
History tab: Summarizes the status, reason, last event, queue name, and user name values for each queue in the workflow process.

Workflow Archive

A document is archived from a workflow process to remove it from workflow while maintaining it in the system and preserving its workflow history. The following workflow archive properties exist if the document was archived from a workflow process:

Workflow tab: The following properties appear on the Workflow tab of the Document Properties window.
A list of all workflow processes from which the document was archived.: Summarizes the name, queue, status, and priority values for each workflow process from which the document was archived. The date the workflow item was archived is also displayed.

Archived Workflow Process Details

A document is archived from a workflow process to remove it from workflow while maintaining it in the system and preserving its workflow history. The following archived workflow process properties exist if the document was archived from a workflow process:

Details tab: The following properties appear on the Details tab of the Document Properties window.
Process: The name assigned to the workflow process from which the document was archived.
Queue: The last queue where the document resided before it was archived.
Archived: The name of the workflow agent that archived the document from the workflow process.
Status: Displays an Any, Idle, Working, On Hold, Pending, Finished, Completed, Waiting for Routing, Waiting for Siblings, Waiting for Inbound Action, or Error value to specify the status of the document in the workflow process.
Priority: Displays a Normal, High Priority, or Low Priority value to specify the priority of the document when it was archived from the workflow process.
Archive time: The date and time the document was archived from the workflow process.
Archive user: The user name of the user who archived the document from the workflow process.
Item is split: Displays a Yes or No value to specify whether the document was in more than one queue at the same time in the workflow process from which it was archived. For example, suppose an employee review was routed at the same time to the queue monitored by the employee's manager and to the queue monitored by the employee's team lead.
Workflow start time: The time the document was originally added to the workflow process.

Additional tabs: The following properties appear on tabs of the Document Properties window.
History tab: Summarizes the status, reason, last event, queue name, and user name values for each queue in the workflow process from which the document was archived.

Shortcut locations

The following shortcut location properties exist:

Shortcuts tab: The following property appears on the Shortcuts tab of the Document Properties window.
A list of all shortcuts to the selected document.: The Details button allows you to view the details of a shortcut's location.

Drawer-Level Shortcuts

The following drawer-level shortcut properties for the document exist:

Details tab: The following property appears on the Details tab of the Document Properties window.
Drawer: The name of the drawer where the shortcut is located.

Folder-Level Shortcuts

The following folder-level shortcut properties for the document exist:

Details tab: The following properties appear on the Details tab of the Document Properties window.
Type: The type assigned to the folder. Type categorizes a folder so that you can easily identify its purpose. For example, suppose the Human Resource clerk assigns the New Hire folder type each time she creates a folder for a new employee.
Name: The name assigned to the folder.
Folder ID: The ID number assigned to the folder.
Created: The date and time the file was created.
Created by: The user name of the user who created the folder.
Status: Displays an Active or Inactive value to specify the status of the folder.
Path: The path assigned to the folder. For a folder stored in a folder hierarchy, a path stores and retrieves the folder. The folder path includes the drawer and any other folders in the hierarchy.
Additional: The Additional box displays the following properties: Modified, Modified by, Required documents, Status changed by, Status time, and Type description.

Custom Properties tab: The following properties appear on the Custom Properties tab of the Document Properties window.
A list of any custom property fields defined for the folder type.: The custom property values assigned to the folder. Custom properties provide defined information about a folder beyond the path and general properties.

Tasks

The following task properties exist when the Document Control Suiteis installed and a task was assigned to the document:

Workflow tab: The following properties appear on the Workflow tab of the Document Properties window.
A list of all tasks assigned to the document.: Summarizes the ID, template name, status, and type for each task assigned to the document, as well as the dates the task was created and due, and the user name of the task assignee.

Task Details

The following task detail properties exist when the Document Control Suiteis installed and a task was assigned to the document:

Details tab: The following properties appear on the Details tab of the Document Properties window.
Task ID: The ID number assigned to the task.
Template name: The name of the template used to create the task.
Task type: Displays the Approval, Document deficiency, Pointer, or Signature required value to specify the task type.; An Approval task indicates when a user must approve the disposition action set in a retention policy before the action can occur. This task type is available if Retention Policy Manageris installed and a retention policy is defined for the document.; A Document deficiency task indicates when a document is missing or is incomplete. A Pointer task draws attention to a specific document or folder location for further action. A Signature required task indicates when a user needs to digitally sign a document.
Assigned: The date and time the task was assigned to the document.
Assigned by: The user name of the user who assigned the task to the document.
Assigned to: The user name of the user who needs to complete the task.
Start date: The date a user assigned the task.
Due date: The date a user specified the task is due.
Status: Displays an Assigned, Returned, Complete Pending Review, Complete, Cancelled, or Invalid value to specify the status of the task.
Template ID: The ID number assigned to the template used to create the task.
Task location: Displays a Folder, Document, Page without a visual representation, or Page with a visual representation value to specify the location of the task.
Completion method: Displays an Automatic with valid signature, Complete pending review, or Manual value to specify how a user must complete the task.
Delete completed task: Displays a Yes or No value to specify whether to delete the task after its state changes to Complete.
Expedite request: Displays a Yes or No value to specify whether the task creator chose to expedite the task. If a task is marked as expedited, the task is presented to the assignee first when starting automatic task processing.
Created: The date and time a user created the task.
Created by: The user name of the user who created the task.
Modified: The date and time a user last modified the task.
Modified by: The user name of the user who last modified the task.
Completed: The date and time the task entered a Complete state.
Completed by: The user name of the user who completed the task.
Reviewed: The date and time a user reviewed the task.
Reviewed by: The user name of the user who reviewed the task.

History tab: The following properties appear on the History tab of the Document Properties window.
Show start or stop events: If the Show start or stop events check box is cleared, Perceptive Contentdoes not display start and stop events. If the Show start or stop events check box is selected, Perceptive Contentdisplays a summary of actions the assigned user performed on the document. For example, the displayed results enable you to see that the assigned user viewed the task, even if the assigned user did not complete the task.; Summarizes the event time, reason, user name, status values for each stage in the task process.

Version History

The following version history properties exist when the Document Control Suiteis installed and the document is under version control:

Version tab: The following properties appear on the Version tab of the Document Properties window.
Is checked out: Displays a Yes or No value to specify whether the current version of the document is checked out under version control.
Checked out: The date and time the current version of the document was checked out.
Checked out by: The user name of the user who checked out the current version.
Comments: Comments added by the user who checked out or checked in the current version of the document. This value is optional.
Version history: Provides a summary of the versions that exist for the document, including the user name of the user who checked in the version, the date the user checked in the version, any comments about the checked in version, and whether the version is private. You can also view a past version of the document, and promote an older version to be the current version.; When a user marks a current version as private, the user locks out other users, except for Department Managers, from viewing and working on the version.

Version Detail

Document versions are only available if the Document Control Suiteis installed, and the document is under version control. In addition to viewing the following version properties, you can view, export, or promote a version:

Details tab: The following properties appear on the Details tab of the Document Properties window.
Version number: The version number assigned to the version. When a document is under version control, Perceptive Contentautomatically assigns a version number each time a user checks out the document for editing and then checks in the document.
Created: The date and time a user created the version.
Created by: The user name of the user who created the version.
Last viewed: The date and time a user last viewed the version.
Last viewed by: The user name of the user who last viewed the version.
Checked in: The date and time a user checked in the version.
Checked in by: The user name of the user who checked in the version.
Version is private: Displays a Yes or No value to specify whether the version is private.; When a user marks a current version as private, the user locks out other users, except for Department Managers, from viewing and working on the version.
Comments: Comments added by the user who checked out or checked in the version. This value is optional.