Document Types, Fieldsets, and Fields

Contents

Introduction to KnowledgeTree Document Management Made Simple > Metadata > Document Types, Fieldsets, and Fields

So how do Document Types, Fieldsets, and Fields fit together?

Fields

The lowest level of metadata in KnowledgeTree is made up of the information that is entered into the various fields on the document upload pages in the system. For example, an invoice typically includes the following information:

•	client name

•	street address

•	telephone number

•	email address

Fieldsets

Fields are gathered into larger groupings, called fieldsets. For example, the fields we just defined may be grouped in a fieldset called 'Client Details'. Thus, fieldsets are a higher level of metadata than fields in KnowledgeTree.

Types of Fieldsets

Fieldsets are classified as either generic, or type-specific:

generic fieldset

applies to all document types in the system - e.g. author

type-specific fieldset

applies only to selected document types - e.g. client information

Note: Type-specific metadata may also be associated with specific folders.

Document Types

Document types are the highest layer of metadata. The type, or category, of a document, is part of that documents metadata, because it provides descriptive, contextual information about the document.

The number of document types that you add to KnowledgeTree depends entirely on your organization and its business activity. Examples of document types used in some organizations include: Invoice, Order Form, Quotation, Requisition, Publication, Proposal, Specification, Presentation, Leave Application, Survey, White Paper, Article, Brief, Offer to Purchase, Mandate, and so on.

Each document type contains one or more fieldsets; each fieldset contains one or more fields.

The table displays the interrelationship of document types, with associated fieldsets, and fields:

Document type	Fieldset	Fields
Invoice	Client details	name
		address
		telephone number
		fax number
		email address
	Invoice details	invoice number
		customer account number
		purchase date
		delivery date
		consultant
	Goods	quantity
		code
		description
	Price	nett price
		tax
		gross price
		discount
Mandate	Client Details	name
		address
		telephone number
		fax number
		email address
	Agreement	Period
		Commission
		Sale Price
		Show days

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