Content management systems like SmartCabinet® do many different things. But the most important thing they do is make sure that the right users get the right content in the right way at the right time. The part of the application that is dedicated to managing users and their access to content is called Administration.
Administration is a powerful and important part of the SmartCabinet® content management system. In the Administration section you can perform a wide variety of operations which determine how users interact within the system.
In the Manage Users section, you can control the following:
- Users. Here you can create and remove users in the system. You can also establish permissions that give users access to different types of features and content.
- Security Groups. A Security Group is a collection of users who have access to certain content within the system. By setting up Security Groups, you can quickly and easily control who can do what with the content in your system.
- Security Class. Here you can create and remove users in the system. You can also establish permissions that give users access to different types of features and content.
- User Categories. To make dealing with large numbers of users easier, they can be put into categories.
- New User Settings. This section determines certain parameters when new users are created. For example: whether or not a new user gets an e-mail with their login information; the format of that e-mail (text or html); and whether SmartCabinet® will automatically generate a new password.
- External Emails. Here you can create and remove emails for someone that is not a SmartCabinet® user but you want them to receive a notification for something within SmartCabinet®.
In System Settings, you can set certain global settings that make SmartCabinet® more efficient to use. For example: whether or not content Is Lock and Get Native by default when it enters the system; whether Date On Content is required and default on all content; whether Content Creator is required; the default Permission Level for new users; whether Notification Group Subfolder is default; and Number of Rows Per Page.
In Notification Groups, you can create groups of users who can be notified when specific changes occur to certain content. For example, if a piece of content is checked out by one user, other users can’t change it. But SmartCabinet® can notify other users when the first user is finished and has checked the piece of content back into the system. Notification Groups can also be used to monitor date events and are used to monitor content as it moves through a workflow.
Standard Content Titles
In Standard Content Titles, you can create a library of standard names for certain types of content. This helps standardize naming when new content is checked into the system.
In the Manage Metadata section, you can control the following:
- Manage Content Types. Here you create a library of the common types of content your organization deals with on a regular basis. You can create types and subtypes to build a hierarchy that represents commonly used documents. These types and subtypes interact with Standard Content Titles and other metadata to improve standardization and the ability to find things when content enters the system.
- Manage Additional Metadata. Beyond Content Types and Subtypes, you can create your own metadata types from scratch and determine which types of content they are associated with.
- Manage Date Notifications. Some documents require us to take action at some point in the future. For documents like these, we can use Date Notifications to be reminded of when and what actions to take.
- Folder Metadata Labels. Just like you can attach metadata to content, folders can have metadata, too. Folder Metadata Labels make content easier to find within the system.
A workflow is a sequential set of actions applied to a piece of content. In the Manage Workflows section, you can control the following:
- Check In Workflows. The logical place to put a document into a workflow is when it’s checked into the system. A Check In Workflow begins processing the moment the new document is checked in.
- Criteria Workflows. A Check In Workflow determines the content to be acted on according to what gets checked in. A Criteria Workflow determines the content to be acted on by which documents meet the workflow criteria, like a search.
- Workflow Templates. Many workflows are similar. So we can save time and ensure standardization by using workflow templates that are similar to or exactly the same as the workflows we need to create.
- Workflow Tokens. Workflow tokens allow you to have a variable user inside a workflow. Say you have a budget workflow and on the third step it should be routed to a department manager, however all other steps of the workflow are the same. Rather than set up a workflow for every department, you can put a “token” user inside that step to allow the user checking in the content to select the appropriate department manager.
In the Manage Content section, you can control the following:
- Archiver. The Archiver is used to pull content off SmartCabinet® with the assumption that you might need to put it back into the system some day. The output is content with all database information around it making it relatively unusable by a user. It is purely for creating a copy of your content so you can import it back into Smart Cabinet someday or another document management application. Sometimes clients use this feature when they dispose of a property. They will archive the content for that property and store it in a safe location. This allows them to import it back in if they ever need it while not paying for it to be stored on the server.
- Local Folders. Say you are disposing of a property and you need to get all leases onto a disc for a due diligence process. You could move that content to a Local Folder for easy burning to CD or DVD.
- Batch Load. Batch load is a quick and easy way to group various pieces of content and have them checked into SmartCabinet® automatically. This process is useful when there is a lot of content to check in. It’s an alternative to the “one-at-a-time” process of a normal check in.