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Using Pick Lists in the Document Management System
Pick lists dramatically reduce the time it takes for a user to tag a document with metadata while ensuring that metadata is kept consistent.
The document management software allows library managers to define and manage a pick list that users can select from when tagging documents. For example a 'products' pick list can be created that manages a listing of all products sold by the company. The pick list can then associated with any different document types in the system (e.g. engineering and marketing documents). Now anytime a user adds an engineering or marketing document they can quickly tag the document by selecting a product name from the products pick list.
Here are the features of document management software pick lists:
- The values in the pick lists can be managed centrally or can be retrieved from a third party data source.
- Pick lists can be associated with any number of different document types and can allow users to pick one or allow many selections when meta-tagging documents.
- Pick lists dramatically reduce the time it takes for a user to tag a document while ensuring that metadata is kept consistent (normalized). This avoids the situation with text only tags where - for example - users misspell a company name 4 different ways when tagging documents.
To view a demonstration of this feature, sign up for a free document management sofware webinar!