The metadata pane displays the document type and its associated metadata as well as system values in the version properties area. The metadata and version properties are unique for each version of every document in the system. All of these values are can be searched on in the system.
When documents are being added to the document management system, it requires two pieces of information prior the file being added to the library:
- Values for all required metadata fields - When entering metadata for document, all fields marked with a * indicate that the field is mandatory and must be filled in. Metadata is set in the Metadata Pane.
- A destination folder - The folder in the library structure where the document will reside.
The status of the document is “Info Required” until the information is entered. Once the required metadata is filled and a destination set, the status changes to “Ready to Send” and document(s) can be sent to the library.
The type of metadata collected for a document type is determined by how you set up your metadata schema.
To open the Metadata Pane
- In a folder or search results view, do one of the following:
- In the FileHold Desktop Application (FDA), click the Metadata pane icon .
- In the Web Client or FDA, right-click and select Metadata & File Properties.
- Press the shortcut key Ctrl+Shift+P
- In the Inbox of the FDA, click Set Metadata or Edit Metadata or press the shortcut key Ctrl+Shift+P.
Once the metadata has been set, it is displayed in the Metadata Pane along with the file version properties associated with the selected file. The version properties are displayed below the metadata properties. Here, the document owner, version number, status, format, URL links, file type, library location, markup status, and file size can be viewed. All of the version properties of a file are searchable.
See the table below for details on the document Version Properties.
|Version||Displays the number of versions for a document. Click the View All Versions link to see all document versions. See Version History for more information.|
|Owner||The user that initially added the file or the user that added the latest version of the file. Ownership is important when it comes to user roles and being able to delete, move, etc.|
|Library Status||States if the document is checked in or checked out. If it is checked out it will state who has checked out the document and when it was checked out.|
|Has Markups||If any markups have been added via the Enterprise Office Viewer, it states Yes. If there are no markups, it states No.|
|FileHold ID||A unique ID number given to every document in the system. Documents are numbered sequentially as they are added. The number after the period (.) indicates the version number.|
|Format||Electronic Document – documents with electronic files that can have new versions created using checked out and check in. Electronic documents can be automatically converted to electronic records using Events.
Electronic Record – documents with electronic files that cannot have new versions created. There are restrictions on deleting and moving electronic records that do not exist for electronic documents.
Offline Document – documents that do not have electronic files associated with them. They could represent physical records, other controlled items such as equipment, virtual items similar to database records, or place holders for electronic files that have not been created yet. They can be checked out and checked in without creating a new version and they can be checked in with an electronic file to convert the document to an electronic document.
|Library Location||The cabinet / drawer / folder group (optional) / folder location of the document.|
Links that can be used to point to the document. There may be different link types available depending upon what your Library Administrator has configured. To copy the link, click the link and paste the link into another document.
Copy Default URL – link to where the document resides using the default URL configured by the administrator.
All URLS – Displays the list of URLS that are available for use. The list is configured by an administrator. If this option is not available, then only the Default URL can be copied.
Read more on document links.
|Type of File||States the file type such as Microsoft Word, PDF, TXT, JPG, etc.|
|Size||States the size of the file.|
|<Event> Date||If an event has been configured for a schema, the archive, delete, or convert to record date is displayed.|
You can use the document links in the metadata pane to send in an email, add to a web page, or copy into a document.
Depending on how your Library Administrator has configured it, you may be able to copy only the default URL or all configured URLs.
Click the link to copy the URL. The link is copied and you can paste the link using Ctrl+V.
Linking URLs to a Web Page, Document or other External System
You can link the URLs to a web page; however, these links still use the security set on the document. The user attempting to open a URL must have the correct Cabinet, Folder, and Schema permissions in order to access the document.
To access the links for a document
Open the metadata pane for the document's link you want to copy.
Under Version Properties > Document URL, click the URL to be copied.
You can paste these links into your web page using Ctrl+V.
When the URL link is clicked from a web page, you will need log in to FileHold if prompted.
Once you are in FileHold, the document will appear highlighted in the folder list. You can get a local copy, check out, view version history, etc.
Due to browser security, in order to copy links in Mozilla FireFox or Google Chrome, you will need to right-click on the link and select Copy Link Location. You can then paste the link into an email or document.
More about FDA and Web Client Links
The FileHold Desktop Application (FDA) Link requires that the user clicking on this link already have a the FileHold Desktop Application installed, and configured properly. The FDA link, when clicked, it will launch the FDA and take you to the folder in the FileHold library where the document is. This link is to be used in external applications / documents / emails - where you click on the link embedded in the document and it launches the Desktop Application. For example, you can send a colleague an email with the FDA link, or multiple links - so that they can access certain records or documents.
The FDA link is not meant to work in a Web browser, instead, it is an instruction for the FDA on your workstation to go to the folder and highlight the document. The Web Client URL link contains the server address - a properly configured FDA already knows the Server URL so it is not needed in this FDA specific address.
The FDA:// link instructs your operating system to open up the FDA, and since the FDA knows the server URL, it then goes to the document. The Web Client link contains the server name in order to comply with how web browsers work.
When pasting FDA links into Microsoft Outlook Emails, click Ctrl + K and enter the Address in the Insert Hyperlink window. Click OK. Your link will be inserted as a hypertext link in the body of the email.
Starting with FileHold 14.1 there are additional options for document linking. These links will give direct access to a document via the web client or web client portal. If the FileHold viewer option is available and the document is a supported format the document will open directly in the viewer otherwise it will download directly to the browser. With the viewer option it is possible to hide the normal FileHold interface for integration with other applications. The user accessing the URL must have permission. They will be prompted to login to FileHold if there is no current session available. They will never be prompted to login with a properly configured web portal as the login information is provided in the portal configuration.
In each case the URL has the following form:
The bolded values are described in the table below.
|<<protocol>>||HTTP or HTTPS according to the local system configuration.|
|<<servername>>||The name or IP address of your FileHold server.|
|<<sitename>>||The name of your web client portal or WebClient for the standard client.|
Parameters are separated by the ampersand (&) character. Only one of the docId or verId parameters can be used at one time.
This is the internal document id for the document as displayed in the version properties panel. When only the document id is provided, the current visible version will be displayed.
|<<FileHoldID>>||This is the FileHold id displayed in the version properties panel.|
|<<internalVersionID>>||This is the internal value called documentVersionId. This value is only available to programs using the FileHold API.|
As an example, if your server was setup for secure communications, had the name filehold.example.com, you were using the web client portal and you wanted to return version 2 of document 5132, your URL would appear as follows.
In the Version Properties of the metadata pane, you can view all the versions of a document.
To view all versions of a document
Locate the document whose versions you want to view.
Open the metadata pane and in the Version Properties area, click View All Versions.
The History of Document Versions is shown. Click Back to Folder to return to the document list.
You can also right-click on a document and select View Version History.