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Document Schemas
Document schemas allow the Library Administrator to control the documents or files that are added to the Library. Document schemas are a way to group like files together even when they are filed in desperate places across the Library. Document schemas allow the Library Administrator to manage how files are added to the Library and what information is collected about them.
When adding a file to system, the user will select the schema they want to associate with the document by using the Document Type field. The schema that is selected will determine what metadata is required and the format that the metadata will take.
Document schemas are mapped to either a specific class of documents, such as Executive, Compliance, or Record, or individual document types, such as Well Reports, Minutes and Packet Attachments. A Publisher works with these document schemas when adding or checking a document into the Library. For more information about Publisher security rights, see User Roles.
Document schemas manage the following document features:
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General — Create a schema with name, type, and document numbering conventions.
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Schema Membership — Define which groups have access to this schema.
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Metadata — Define the metadata fields that are applied to a document.
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Workflow — Set up a review and approval process for a document that belongs to this schema.
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Custom Naming — Set up naming conventions for the documents.
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Auto-Filing — Define the destination folder in the library.
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Event Schedule — Determine when to convert the document to a record, archive, or delete the document.
To view document schemas in the document management system
- In the Web Client, go to Library Admin > Manage Schemas > Document Schemas.
- In FDA, go Administration > Manage Schemas > Document Schemas.
- The list of schemas can be filtered by the first letter of the schema name. Click on a linked letter to display the list of schemas that start with that letter.