Adding Document Types, Fieldsets, and Fields | KnowledgeTree Document Management Software

Adding the document types, fieldsets, and fields creates a high-level storage structure for content in the repository.

Note: This does not need to be an exhaustive or final list - additional document types, fieldsets, and fields may be added in the system at any time.

Document Types are the highest layer of the metadata structure in KnowledgeTree. An appropriate grouping of documents at this level ensures that lower level groupings - fieldsets and fields - are easier to structure.

The document types used should fit the business and its' processes. Providing descriptive, generally applicable names to document types minimizes the number of document types that will be required in the system. This also reduces the number of options on the document type pick list. When users need to scroll through an excessive list of selectable document types, they're less likely to select a relevant option, thus reducing the effectiveness of the metadata in the system.

Each field in a fieldset is a data collection point for the fieldset. Collecting appropriate and relevant information improves search results and avoids the requirement for users to complete lengthy forms. The system provides the option of defining whether a field should be a lookup field (pick list), a text field, or a tree field. Select the most appropriate option for the type of information required in the field.

1.	Define the minimum number of fieldsets per document type, especially when users will need to select options from a pick list.

2.	Display the most important fieldsets at the top of a list, especially for 'required' information.

3.	Be aware of the limitations of conditional fieldsets. These are useful for limiting the number of values available in pick lists, but they have two major disadvantages: they are highly complex, and they are not supported in KnowledgeTree Tools for Windows.

Use pick lists instead of text fields where possible. This allows the pre-definition of collected metadata, which prevents the inconsistencies that arise due to incorrect and incomplete text entries. Usability studies show that users are less likely to properly complete text fields. Pick lists are also quicker to complete, provided that they don't contain too many options.

6.	Limit the number of selectable options in a pick list to around 10 items - excessively long pick lists inhibit usability and prevent the proper use of metadata.

7.	Carefully select the fields that are a 'required' selection, and those that are 'optional' selections - users are unlikely to complete all 'optional' fields, but they will also not want to complete too many 'required' fields.

Provide a clear definition of the information required in each field and fieldset, and include an example of the format. For example, if you have a field called 'document id', then provide a description such as, 'This number identifies the file according to the repository's standard naming convention e.g. organizationegapc001'. This helps to ensure the consistency of user-defined metadata in the system.