Profiles and Properties

To identify a document you have been looking up to it's name and description. But this information sometime proves to be inadequate. What if the name and description look similar for more than one document? What if you happen to forget the name of the document? In such a situation, profiles and properties come to the rescue.

Security:

•	Administrators or users with system rights of Edit Profile/Property can create and edit profiles and properties.

Properties

Document property is a set of 'Name -Value' pair. Let us understand by example.

Documents can be of many types: Legal, Notice, Presentation, Agreement, Movie, Image, Memo, Blue Print, Letter, Report, Chart, Graph etc.

If Document Type is the name of a property we can assign it a value, say, Purchase, Sales, Legal or Notice or Presentation or any other that we can imagine.

Thus we can denote, the 'Name-Value' pair as:

Document Type: Purchase

Document Type: Notice

Document Type: Legal

Notice that at a time, a Property can have only one value. But you can choose one from several options

Types of properties in Docsvault

Docsvault allows you to create unlimited number of properties

In general, Docsvault provides 2 types of properties:

Static:

For a static property, you can have a list of predefined values, from which the user can select one specific value at the time of assigning values to any document. The above example of Document Type is of static nature.

User Defined:

User defined properties are such that their values are not known beforehand. So you cannot set predefined values to them. Thus, 'Notes, Account #, and End Date' are the properties whose values need to be assigned as and when new documents are imported into the repository. User Defined properties in Docsvault are of three types:

•	Text (ex: people names, company names, etc.)

•	Numeric (ex: $1,5000, 400, 50%)

•	Date (ex:22 January 2007)

Profiles

We can assign several properties to a document which add to related information about it.

If one or more such properties are grouped and given a purposeful name, then such a group is called a Profile. So, in Docsvault, you are supposed to assign profile to a file. Each profile will contain one or more properties that you select from the Options panel.

Let us look at an example of Profiles and Properties and see how significantly it enhances the information about the document.

For example:

Assume that you import 'Purchase Invoice'. In this case, you would create a custom profile called "Purchase Invoice". This custom profile would contain properties like 'Client Name', 'Project No', 'Invoice Date', 'Invoice amount' etc.

Create Profile

To mandate that important information on the Client name, Project No and Amount is entered by users importing document, click the 'Required field' next to these field names in the 'Create Profile' form. You can also enter the 'Default value' for the field (ex. Project No: SS/195256).

Every profile contains several properties. In other words you can say that a Profile is a set or a group of Properties

The values for the properties can be assigned to documents and folders in their respective 'Properties' window.

Using the 'Profile Properties' in search screen, you could specify that you are looking for documents that have a 'Purchase Invoice' profile set attached and you are looking for an invoice issued by client 'Vincent' with the invoice amount $15,000.

Note:

•	You can now also include Profile properties fields while customizing the column configuration view of your documents in the Details view .