Whenever you put content into SmartCabinet®, it’s important to think about how you and other people in your organization will be able to find it at a later date. Just like each individual user, every organization has its own system for organizing documents. SmartCabinet® offers a variety of features for creating that system so documents are as easy to retrieve as they are to store.
Categorizing Content with Types and Sub-Types
Back when people did business on paper, each part of an organization stored its files in close proximity to the people who needed them. Financial records were stored in the accounting department, contracts existed in legal, and employee information would be filed with human resources. Even though we don’t store electronic files like this, it can still be useful to think of content as belonging to departments, and to categorize it this way when you put it into SmartCabinet®.
When check Paul Jonke's resume into SmartCabinet®, we were able to tell the application that it was a certain type of document:
From the Type field drop-down menu, we selected Human Resources - Human Resources. From the Sub-type field drop-down menu, we selected Resumes. Now, when someone goes to find resumes, Mike Smith’s will come up with all the others.
A SmartCabinet® systems administrator can create as many content types and sub-types as your organization needs. The choices you have for content types and sub-types may match the departmental organization of your company. For each department, you may create a list of the content types it handles most frequently.
If you’re an administrator within SmartCabinet®, and you look in the Administration tray, under Manage Metadata, you’ll find Content Types. Clicking Content Types brings up the Content Type Administration page. Selecting Add Content Type from the Actions menu allows you to define a new type of content.
For any content type, you can create sub-types by selecting Manage Subtypes from the Actions menu associated with each item.
As your organization’s use of SmartCabinet® develops, your list of content types and sub-types will grow. The more you customize SmartCabinet® to match the way you work, the more value it has to your organization. Content types and sub-types are a useful way of categorizing documents because they can be customized to match your organization’s business structure. This makes using SmartCabinet® as natural as using a traditional filing system while providing the benefits of electronic storage, retrieval, and security.
Document types and sub-types give you great tools for categorizing your documents. But often you’ll have so many documents created by your organization that just knowing what type of document you’re looking for doesn’t do the trick. That’s when SmartCabinet’s® full-text indexing comes in handy.
When you put a document into SmartCabinet®, the application automatically OCRs (Optical Character Recognition) the document’s text. This allows you to find the document by typing a word or phrase it contains into a full-text search field. This is important when you need to find documents that can’t easily be found by searching for their titles or other metadata parameters.
For example, if you want to find someone’s resume, it makes sense to search for their name in the title first. But what if the name isn’t in the title? Or any other metadata field? You know it will be somewhere in the text of the document, so performing a full-text search for the name will allow you to find it. In this case we want to find the resume with 'Project Manager' in it in the Corporate/Human Resources/Resumes folder.
Using a Folder System
If you’re using a computer, you’re using a folder system to organize your files. SmartCabinet® has a folder system, too, and it works just like the one you’re already familiar with.
If you click on the Browse Content tray, you’ll see a folder system for your organization. Your organization may have dozens of folders, each containing many levels of folders and files within them. But you probably won’t see the entire folder structure. Your system administrator will control the folders you see according to which ones you have access to. You open and close folders by clicking on the plus and minus icon to the right of the file cabinet icon. You can load the folder you are looking for by clicking on the name of the folder.
Depending on the permissions you have in the system, you can move, delete, and copy documents within SmartCabinet®, too, just like you can on your computer. Navigating through the folder hierarchy, and clicking on the Actions icon to the far right of the document you want to work with, brings up a menu of file operations: