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Adding document metadata creates a high-level storage structure for the KnowledgeTree content repository.
Configuring the metadata layer involves adding your document types, fieldsets, and fields.
 How to create effective document types
Document types are the highest layer of the metadata structure, so an appropriate grouping of documents at this level ensures that lower level groupings (fieldsets and fields) are easier to structure. Start by ensuring that your document types fit your business processes.
Providing descriptive, generally applicable names to document types minimizes the number of document types that will be required in the system, thus limiting 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, which reduces the effectiveness of your system metadata.
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How to create effective fieldsets
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. KnowledgeTree allows you to configure the field type - options include: 'lookup' (pick list), 'text', or 'tree'. Select the most appropriate option for the type of information required in the field.
Consider the following:
| • | Define the minimum number of fieldsets per document type, especially when users will need to select options from a pick list. |
| • | Display the most important fieldsets at the top of a list, especially for 'required' information. |
| • | 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 complex, and they are not supported in KnowledgeTree Tools for Windows. |
| • | Use tree structures only where appropriate. |
Note: Tree structures do not work in KnowledgeTree Tools for Windows.
| • | Use pick lists instead of text fields where possible. This allows you to pre-define selectable metadata, which prevents inconsistencies arising due to incorrect and incomplete text entries. Users may be less likely to properly complete text fields, and pick lists are quicker to complete, provided that they don't contain too many options. |
| • | Limit the number of selectable options in a pick list to around 10 items - excessively long pick lists are not user-friendly |
| • | 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. |
| • | Define a meaningful name for each field and fieldset. |
| • | Provide clear definitions and instructions for the type of information required in each field and fieldset, and include an example of the format. For example, let's say you have a field called 'document id' - here you can provide the following description: 'This number identifies the file according to the repository's standard naming convention e.g. organizationegapc001'. |
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