ECMS - What are document keys?

What are document keys?

What are document keys?

ImageNow assigns document keys (also called index keys) to store, secure, and retrieve documents. Seven document keys exist in ImageNow - 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. ImageNow allows you to restrict individual and group access to documents by Drawer, Document Type or both. You can customize these document keys to fit your business needs.

ImageNow provides many methods, such as LearnMode, to gather document key values. As LearnMode gathers data from a business application, ImageNow stores it in one or more document keys.

The following example describes a typical document key structure:

Typical Document Key Structure
Document Key Level Example Configuration Example Value
Drawer Drawer Accounts Payable
Field 1 Vendor ID 12345
Field 2 Document ID 4341
Field 3 Vendor Name Acme Corp.
Field 4 Control Number 3335
Field 5 Status Paid
Type Document Type Invoice

What are custom properties?

Custom properties are property fields end-users can populate with data relating to an ImageNow document or project. Custom properties let you store unlimited data beyond the standard document keys. You make custom properties available to documents and projects by associating them with document types or project types.

You view custom properties in the ImageNow Viewer, ImageNow Explorer, Project Viewer, and the WebNow Viewer in the Properties pane. You search for documents based on custom property values in either the ImageNow Explorer or WebNow Explorer. All custom properties for a document are associated with the document record, so each document has its own data instance.

You define a custom property using one of six data types: strings, numbers/currency, dates, predefined lists for list box controls, user names, and true/false flags. Formatting settings let you control the data entry and display appearance of the custom property for viewing by end-users. Some data types require default values, for others default values are optional.

Creating and managing custom properties requires the Manage Custom Properties privilege unless you are a manager or owner. After you create custom properties, you must associate the custom properties with existing document types or project types before end~users can enter data in, view or search on the custom properties. You also have the option to make a custom property required. If a custom property is required, then a value must be entered for that property anytime a document is linked or the document type is changed.

You can use custom properties with other ImageNow components, such as in LeamMode application plans, workflow rules and with iScript. With application plans, you can map data from third party applications into custom properties of documents or projects.

Custom Property Examples
Sector Custom Property Examples
Human Resources Telephone Number, Job Position
Higher Education Entrance Exam Results, GPA
Accounting Tax ID, Invoice Amount
Health Care Insurance, Policy Number

Keywords:Imaging Imaging System WebNow Perceptive Content perceptive content Fundamentals Document Keys and Custom Properties ecm ecms enterprise content management imaging imagenow perceptive Sequence of Events for v7 Upgrade   Doc ID:34296
Owner:Guy S.Group:ECMS
Created:2013-10-08 15:59 CDTUpdated:2017-03-06 09:02 CDT
Sites:DoIT Help Desk, ECMS
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