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Auto-Tagging Documents with Metadata
When documents are added to the system, you need to set the document with metadata in order to store it in the Library. Auto-tagging removes the manual step of setting the metadata step out of the process. The metadata values to be automatically applied to all files placed in the folder with auto-tagging configured. Auto-tagging on a folder is set on a document schema; therefore, all files using that schema will use the predefined auto-tags.
Auto-tagging can be set at the Cabinet or Folder level. If some of the documents in the Cabinet or Folder belong to a different schema type than what has been defined in the auto-tagging tab, then the metadata will not be changed or overwritten.
To set auto-tagging on folders (or cabinets)
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When creating a new folder go to the Auto-Tagging tab or for an existing folder, go to Folder Name > Properties > Auto-Tagging.
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In the Auto-Tagging tab, select the Enable Auto-tagging check box to have all documents in this folder automatically “tagged” with the same metadata based on the schema as they are added to this cabinet. This assumes that all of the documents that are being added to the cabinet have mostly the same metadata as all the other documents in the cabinet. This ensures a highly compliant filing system and standardization across all documents within the cabinet or folder. Users can select to have some standard repetitive metadata added automatically, manually, or a combination of both.
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Select the Make this the default auto-tagging settings for all folders in this cabinet if desired if you are setting up auto-tagging at the cabinet level. This option is not available at the folder level.
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In the Auto-Tagging Metadata area, select the document schema and the metadata. You do not have to set all the metadata fields; you can leave them blank for the user to enter them.
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Click Save.
Note: Auto-tagging can be set up at the cabinet level by the System Administrator or the Library Administrator, as long as the Library Administrator owns the cabinet.
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All folders that have auto-tagging applied to them are marked with a capital A
Other Auto-tagging Considerations
Watched folders can use auto-tagged folders as the target location, however auto-tagged folders cannot be named the target when using the import manager.
Auto-tagged cabinets and folders can be copied, cloned and moved like any others in the document management system. The only thing to note is that if an auto-tagged folder is moved from the cabinet from which it inherits the auto-tags, the folder will retain the autotags in order to protect the documents inside.
See Also:
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