Perceptive Content Fundamentals

Document Indexing Structure

Content Modeling Schema

Content modeling is the process by which you structure, manage, and preserve content in Perceptive Content to best fit your business needs. A content model includes secure methods for capturing, processing, and searching for content. Because different business processes use different content, each content model structures, manages, and preserves the content according to each business process.

Modeling your content in Perceptive Content involves creating drawers, creating document and folder types, building a folder type hierarchy within drawers using the defined folder and document types, and assigning uniquely identifiable properties to content, including custom properties.

Standard Indexing Schema

Perceptive Content assigns document keys (also called index keys) to store, secure, and retrieve documents. Seven document keys exist in Perceptive Content -- Drawer, Folder, Tab, Field 3, Field 4, Field 5, and Document Type. Drawer provides the highest level within the document key structure, and it is often defined as a department or function, such as Accounts Payable, Human Resources, or Financial Aid. You can modify the names of the Field[n] keys so that they are more descriptive of their use for a Document Type and you can create Custom Poperties for additional information you want associated with Document Types. Perceptive Content allows you to restrict individual and group access to documents by Drawer, Document Type or both.

Drawers

Drawers provide the first hierarchical level of organization for Perceptive Content documents. A drawer is used to separate documents into logical categories. Access to a drawer can be restricted at the user or group level by assigning the appropriate allow or deny Drawer privilege.

In addition to providing a distinct level of organization, drawers can be used to assign or deny access to particular documents. For example, only

users in the accounting department may need to see certain documents. These particular documents can be stored in a drawer named "Accounting." Access to that drawer can be restricted at the user or group level by assigning the appropriate allow or deny Drawers privilege.

Document Type

Document type is a document key that categorizes a document according to a predefined list of values, which makes it similar to the drawer document key. For example, when you capture documents, you can assign all billing statements with the document type of Invoice, regardless of its drawer value. As with any document key, you can assign only one document type to a document. You assign the document type when capturing the document or while you are linking. You can also modify the document type after it has been assigned.

Unlike other document keys, document types can include custom properties, which are additional fields that can be assigned values or remain blank. This means that you can add document keys to a document by assigning to that document a document type that includes custom properties. You select the custom properties that are associated with a document type in the Management Console (Document Types tab followed by Custom Properties tab). Document types can contain mutually exclusive sets of custom properties. On the other hand, one document type can also share one or more custom properties with other document types. To learn more about custom properties, refer to the Perceptive Content Administrators Help.

Document Type Lists

Document type lists are used th u out Perceptive Content to group sets of document types together based on a relationship. Thus you can build groups of document types that are specific to one department, process, or set of business rules. For example, you can create an HR document type list that contains several types of document types, including resumes, invoices, and tax forms. A document type can be included in multiple document type lists.

Document type lists let you provide users with a filtered view or subset of the entire list of defined document types. For example, you can map a document type list to a LearnMode application plan to filter the available document types to assist the user in determining the coI'rect document types to assign to documents at link time. In addition, you set the order of the documents in the list, so you can place the commonly used document types at the beginning of the list for ease of use.

For security purposes, you can assign users or groups with Document, Explorer/Project Viewer, Viewer, and Document Management privileges by each document type (but not document type list). These action privileges are on the same privilege level as Drawer privileges, so you can assign privileges by drawer or document type, as needed. For example, you might assign privileges to a user to view the Invoices document type but deny the same user access to the HR drawer. In this example, the user can view all invoices except those in the HR drawer.