Large organizations create thousands of documents every day. Think of an HR department and all the contracts it works with or a Financial department with Budgets. When filing these documents it would make sense to file them by category in folder structures like these: Corporate > Financials> Budgets.
To help you with this process, documents in SmartCabinet® can be organized by Content Type and Subtype. To categorize your documents, you create a library of Content Types and Subtypes that match your organizational needs. You create this library in the Content Types section.
To begin working with Content Types, click on Manage Metadata > Content Types in the Administration tray. This brings up the Manage Metadata: Content Types page.
The Manage Metadata: Content Types page shows the list of all Content Types in the system in alphabetical order.
Content Types are usually named for departments within an organization, types of work an organization does, or specific projects. The Type name is usually a general category. The names of actual documents are usually listed as Subtypes within a Type.
You’ll use document Types and Subtypes when you check in content in the Content Check In page (and also when you perform searches). The library of Types and Subtypes you create here in Manage Content Types is used to populate the Type and Subtype fields in the Content Check In page.
In this example, the Type is “Corporate Finance”, the Subtype is “Budgets”
The Actions Menu
The Actions menu has the following options:
Add Content Type. Takes you to the Manage Content Types: Add Content Type page where you can define and create a new Content Type.
The Item Actions Menu
To configure a Content Type, click on its Item Actions menu. For each type, the following options are available:
Edit. Takes you to the Manage Content Types: Edit Content Type page (which is identical to the Manage Content Types: Add Content Type page) where you can change the Name and Description of a Content Type.
Manage Subtypes. Takes you to the Manage Content Types: Content Subtype Administration for Content Type page where you can manage the list of Subtypes for the current Content Type.
Delete. Removes the Content Type (and all its Subtypes, if any) from the system.
Or you can get to the additional actions for Subtypes inside the Content Type window through the drop down Add'l Actions.
Content Types and Subtypes are dependent on each other. You must have a minimum of one Subtype per Type. Subtypes have the ability to have another set of metadata per Subtype. This allows you to customize the metadata you capture by document. You also have the ability to have Date Notifications driven by Type and Subtype.
To add Subtypes go to Actions > Add Content Subtype from the Manage Subypes window.
Add your Subtype and go to Actions > Save
From here you can continue to add additional Subtypes or add Additional Metadata for a Subtype by going to the Item Actions>Manage Subtype Metadata
The Item Actions are for each Subtype.
Edit: allows you to edit the Subtype name.
Manage Subtype Metadata: if you've already set up Additional Metadata you will see the list here. If you have not set up Additional Metadata you'll need to Add Metadata (from Add'l Actions). This will take you to the Add Metadata window.
Manage Subtype Date Notifications: if you've already set up Date Notifications you will see the list here. If you have not set up Date Notifications you'll need to Add Date Notifications (from Add'l Actions). This will take you to the Add Date Notification window.
Assign to Content: brings up search, allows you to search for the content you'd like to assign to this Subtype and then assign it.
Delete: deletes the subtype if it isn't assigned to any content. If it is assigned to content you'll need to reassign that content prior to deletion.
Additional Metadata is dependent on a Type and Subtype. It is recommended that you create a list of Additional Metadata you will use based on Type and Subtype and then assign that metadata to the Type/Subtype. This eliminates having redundant Additional Metadata.
To add your Additional Metadata go to Administration>Manage Metadata>Additional Metadata
Manage Metadata: Additional Metadata Actions bar
Add Metadata: where you create the name of the metadata and decide if it is a text, date, integer, choice list or editable choice list fields.
Select All: selects all existing Additional Metadata
Unselect All: deselects the previously checked Additional Metadata
Delete Selected Metadata: will delete metadata that is not attached to content. To delete metadata that is assigned to content you'll need to unassign the content.
Content Types: takes you to the Content Types page
Date Notifications: takes you to the Date Notifications page
Using the example of Type = Corporate Finance and Subtype = Budgets you may want to prompt the user to add some additional metadata to that content like Year or Department. Do to that you would add the metadata and decide how you want the information captured. For the Year you could leave have the filed be an Integer field that is a drop down to ensure the user is using the same format as everyone else.
Once you've saved your addition, if you've chosen it to be an Option List you can create the Option List by going to the Item Actions for that Additional Metadata and creating the list.
Create your options list and Save. Once you Save you will get additional fields to add more to the list.
Date Notifications allow you to set a notification based on a specific date.
Add Date Notification: where you create the name of the Date Notification.
Select All: selects all existing Date Notifications.
Unselect All: deselects the previously checked Date Notifications.
Delete Selected Date Notifications: will delete Date Notifications that are not attached to content. To delete Date Notifications that is assigned to content you'll need to unassign the content.
Content Types: takes you to the Content Types page
Additional Metadata: takes you to the Additional Metadata page
Adding Date Notifications
You could set up Date Notifications for a document that's expiring or in this case we will use the Type = Corporate Financial and Subtype = Budgets again and use the Date Notification as a reminder that a new Budget is due in 45 days.
To add the Date Notificaiton to the SubType go to the Subtype Actions and select Manage Subtype Date Notifications.
Then Actions>Assign Existing Date Notification
Select your notification(s), Actions> Save