You can create custom document properties templates that can be displayed in the New Document page to record additional information pertaining to documents that are managed in a project or contract. The Document Properties form enables you to add attributes when uploading a document. These document attributes can be then utilized in the Metadata Search form to search for documents.
You can create multiple document properties templates with varied specifications for use in different project types. For example, a design project may require document properties that refer to the architect’s numbering scheme to simplify communication, while a construction project may require document properties to identify the vendor who provided the document.
You can associate a document property template to a folder in the Documents module, and also associate document property templates to folders defined in a folder structure. The document properties as defined in the template that is selected for a folder is displayed when uploading documents to that folder.
The document properties template specification can comprise library items (stored lists), text, numbers and various other information. Also, you can mark fields as mandatory or optional.
You can select a document properties template when creating a project or contract, or until a document is uploaded to the Documents module. The document properties as defined in the template that is selected for a project or contract is displayed when uploading documents to the Documents module.
Characteristics of metadata specifications include:
Defining a document properties template is similar to the functionalities available with the Form Builder utility in the Administration module. For additional information, refer Form Builder.
The following procedure describes the steps to create a sample document properties template that is displayed when uploading a document. The sample document properties template consists of a text box to enter the document number, and a radio-button control to select the type of document.
In the module menu, click Library.
The Library Management page is displayed.
In the navigation pane, expand Library, expand Document Management, and then click Document Properties.
Click New.
The Design, Edit, and Settings tabs for the document properties template are displayed.
From the Group Layout list in the left pane, drag and drop Section into the center pane.
The section with a label is displayed in the center pane.
In the center pane, click the section.
The properties of the control are displayed in the right pane.
In the right pane, in the Attributes tab, enter the following information:
- Caption: This denotes the display name of the section created. In the Caption box, enter Document Properties.
- Name: This is a system generated name to denote the section and need not be modified.
- Width: This sets the width of the section. For section controls the width field need not be set, rather the section
sizes itself based on the controls that are contained within it.
- Attributes: This is a section style attribute. For example, the following specifications will introduce a black border of thickness 1 pixel, underlined
text of the caption and a left indent of 60 pixels within the frame.
Border: Solid 1px Black; text-decoration: underline; padding-left: 60px;
Note: Every new attribute is separated by a “;” and the attribute type and the attribute characteristic by a “:”. Also, these attributes are standard HTML style attributes and are passed directly to the web browser during form rendering.
- Orientation: You can set the orientation to Vertical or Horizontal. In a form, a section control can contain other sections in a hierarchy. This is useful for organizing controls in columns.
- Height:
This attribute is generally not set for sections; however, it can be used to set a fixed height of a section when required.
Click Apply to notice the changes in the section control.
The section is encircled with the black border and the underlined text as specified.
To create a Text Box control, perform the following steps:
From the Simple Input Controls list in the left pane, drag and drop Multi Line Text to within the limits of the section specified.
The control, by default, is always a text box with the Caption as
TextArea(num) where num determines the number of the text box.
Note: Ensure that the cursor is released within the section boundaries or the control doesn't get placed in the form.
Click the text box control placed within the section. The text box attributes are displayed in the right pane.
In the Caption box, enter Description.
Click Apply for the changes to take effect.
To specify the document type in the properties template, perform the following steps:
From the Simple Input Controls list in the left pane, drag and drop RadioButtonList to within the limits of the section specified.
Click the radio button group, and the right pane of the window displays the attribute list.
In the Caption box, type Document Type.
In the ListItems box, type:
Specifications:Specifications;Design:Design;Contract:Contract
Click Apply.
To modify form settings, click the Settings tab, and enter information in the fields as described in the the following list:
- Form ID: The unique number to identify the form. You can rename it with 7 alphanumeric
characters.
- Header: This text box is to enter the header information of a form. Header is displayed only after you publish a form.
- Parent Module: This displays the module in which the XML form will
be placed and is always selected as DOCMGMT.
To view the form attributes, click the Design tab, and then click outside the section area.
The Form Attributes are displayed in the right pane.
Click Save.
You must publish the properties template to make it available for selection in projects and contracts.
In the Document Properties page, select the properties template form to be published.
In the Others group, click Publish.
A confirmation message is displayed.
On creating a new project, the published document properties template can be selected. When adding a new document to the project,
the properties template is displayed.
You can associate a document property template to folders defined in a folder structure. Document Folder Structure
In the module menu, click Library.
The Library Management page is displayed.
In the navigation pane, expand Library, expand Document Management, and then click Document Properties.
The Document Properties page is displayed.
Select the required document property, and then click Associate Document Folder.
The Associate Document Folder dialog box is displayed.
From the Folder Structure drop-down list, select the folder structure to associate the selected document property template.
Available options are folder structures defined for in the Document Folder Structure catalog of the library.
For information on document folder structures, refer Document Folder Structure.
The folders defined in the selected document folder structure is displayed in the Document Folders section.
Select the required folders to associate the selected folder property template.
Click Save.
You must publish the properties template to make it available for selection in projects and contracts.
In the Document Properties page, select the properties template form to be published.
In the Others group, click Publish.
A confirmation message is displayed.
You can choose the applicable Document Folder Structure when creating a project or contract. You need to enter
all the metadata information at the time of document upload to a folder that has been associated to a Document Properties template.