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This procedure adds a user account for Hot Folders in KnowledgeTree, and configures your document metadata for the KnowledgeTree Hot Folders XML files.
KnowledgeTree uses the information gathered through the document types (e.g. whether the document is an Invoice, Contract, etc), and their fieldsets and fields, to properly categorize documents that are uploaded to KnowledgeTree. When documents are stored with relevant descriptive information, it is easier to find your documents when you need to retrieve them from KnowledgeTree.
Note: For search purposes, documents in the repository are grouped by document type - e.g. 'Invoice', or 'Proposal'. Each document type is associated with one or more fieldsets, and each fieldset contains one or more fields. Fieldsets allow the grouping of logical units of information - i.e. the information entered into fields. For example, you can create a fieldset called 'Customer Details', and add the following fields: 'name', 'address', 'telephone number', 'account number', etc.
IMPORTANT:
| • | Do not disable KnowledgeTree's 'default' document type. |
| • | Compliance with the KnowledgeTree XML Schema: The syntax (spelling, capitalization) of metadata used with Hot Folders (the document types, fieldsets, and fields) must be exactly the same as the syntax of these elements in the XML file. |
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Note: Configuring metadata prior to using KnowledgeTree Hot Folders is an optional, although recommended, task - you can upload with unknown metadata. However, note that if you specify document types, fieldsets, or fields in the XML that have not been added to the KnowledgeTree DMS, these will be ignored in the XML.
Perform the following tasks:
| 1. | Use your administrator credentials to log in to KnowledgeTrees Web interface; then, open DMS Administration. |
| 2. | In DMS Administration - Users and Groups, create the user account that will be used exclusively for uploading folders and documents to KnowledgeTree through KnowledgeTree Hot Folders. |
Notes:
| • | Setting up a Hot Folders-specific user account is optional, but recommended. |
| • | Since one or more Hot Folders users may use this account, ensure that you set the maximum allowable login sessions to allow multiple, simultaneous logins. |
| • | Provide this user account with at least 'write' permission on the destination folder in KnowledgeTree for content uploaded through Hot Folders. |
| 3. | In DMS Administration - Document Metadata and Workflow Configuration, configure the metadata that you want to use in the XML files - the document types, fieldsets, and fields. |
| 3.1. | Add the document types |
Warning: Do not disable KnowledgeTree's 'default' document type.
| 3.2. | Add the fieldsets; then, within each fieldset, add one or more fields |
| 3.3. | Associate the fieldsets with one or more document types |
Notes:
| • | First add the document types, then add the fieldsets (one or more). Within each fieldset, add the relevant fields. When the fieldsets have been set up, each fieldset must be associated with one (or more) document types. |
| • | Configuring metadata for Hot Folders is optional, although recommended. However, note that if you specify document types, fieldsets, or fields in the XML that have not been added to KnowledgeTree, these will be ignored in the XML. |
| • | Keep a record of the syntax used (spelling, case, grammar) when defining Hot Folders metadata for document type, fieldsets, and fields in the repository. The format of the metadata elements in the repository must match the metadata used in the XML file. |
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