Document schemas

Document schemas are the highest level of the metadata structure. They 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 disparate places across the Library. Document schemas manage how files are added to the Library and what information is collected about them via the metadata.

When adding a file to system, the user will select the schema they want to associate with the document by using the Document Schema field. The schema that is selected will determine what metadata is required and the format that the metadata will take.

Document schemas should be created to fit your business processes. They are mapped to either a specific class of documents, such as Executive, Compliance, or Record, or individual document schemas, 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.

Providing descriptive schema names and descriptions will increase the effectiveness of the document management system. Once you have created a schema name, you cannot reuse a specific schema name, even if you have deleted the original schema from the system due to retention features within FileHold. Providing unique names for each schema also greatly reduces confusion for administrators and end-users of the system.

Document schemas manage the following document features:

  • General — Set schema name, format, and document numbering conventions.

  • Schema Membership — Define which groups have access to this schema.

  • Metadata — Define the metadata fields that are applied to a document.

  • Workflow — Set up a review and approval process for a document that belongs to this schema.

  • Courier — Send documents to external individuals or internal FileHold users for view and approval.

  • Custom Naming — Set up naming conventions for the documents.

  • Auto-Filing — Define the destination folder in the library.

  • Event Schedule — Determine when to convert the document to a record, archive, or delete the document.

  • DB Lookup – Do a database lookup for all metadata fields in the schema.

To view document schemas

  1. In the Web Client, go to Administration Panel > Library Configuration > Document Schemas.
  • In FDA, go Administration > Manage Schemas > Document Schemas.
  1. 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.