Working with properties in Xtendis 7

The functionality and working of Xtendis and the documents and dossiers that are stored in it relies heavily on properties (also known as 'metadata' or 'indexes'). It is important to be aware of what they are and how to use them.

This article describes what properties are, how they are displayed in Xtendis, and how they can be changed and added.

What are properties?

Properties describe specific aspects of a file:

• When it was created
• Which application was used to create it
• Who created it
• What type of file it is
• What the size of the file is
• ...and much, much more

All this information is stored within the file itself, meaning that when you move the file (for example by sending it to someone else or by uploading it to Xtendis), the properties are moved with it.

When working with files on a computer, you will come across properties everywhere: from simply viewing a file in a folder to right-clicking a file and bringing up the Properties dialog box.

Figure: Properties of a file is shown in many different places such as in folders and in the Properties window.

Properties are also added by Xtendis to store information about the archive in which the document or dossier is stored, details about the flow actions, version numbers of a document, and much more.

Types of properties

Some properties hold very technical information (such as the file size and file type) while other properties describe the content or flow of the file (such as an internal reference number, status, or project name).

How properties are added

Properties can be added automatically (for example by a scanner or a word processor), or they can be added manually.

In some properties the value needs to be typed, while in others they need to be chosen from a list or picked from a calendar.

About changing properties

Some of the properties cannot be changed (such as the date and time when the file was created), while other properties can be freely edited (such as the subject).

Properties and Xtendis

You will see properties displayed throughout Xtendis and they form the basis whenever you perform a search. You will also change or update properties on a regular basis, either directly by manually changing them or indirectly by for example moving a document to a different archive or by changing its status.

The information that is held in certain properties can be so important that it is required to fill in when uploading a file (think of a property such as the document type which is an essential piece of information for Xtendis to properly process and store the file).

The more property values are added to a file, the more likely it is that the file is found when searching for it.

Fixed values

In some fields, it is important that specific values are added, such as a document type or document status. Instead of manually entering a value in such fields, a value can only be chosen from a list of fixed values (see Managing fixed values).

This makes sure that only allowed values are added and that they are always spelled correctly.

Lookup values

Xtendis can be configured in such a way that when filling out a specific field, other fields that are related to that field are automatically populated.

This can be done for data that is relatively static, such as company details. By entering the company name for example, related data such as the company address is 'looked up' in the system and automatically filled in the address fields.

This has the following advantages:

1. Entering data is more efficient because by filling out one field, multiple other fields are automatically filled.
2. Data is based on a fixed set of data which reduces data entry mistakes such as spelling errors.

Linked fixed values

Info: Using this feature for the Find option requires Xtendis 7.2.2 or higher (see how to check which version of Xtendis you are using).

Xtendis can also be configured so that the fields that display value lists are linked. This way, when choosing a value in one field, only related values of a list appear in the other field instead of showing all values of the list.

This greatly reduces the number of options to choose from, thereby improving the chances that a field is filled with a sensible value, and makes filling out these fields much quicker and more efficient.

Example: Assume the fields for value lists Subject and Type are linked. Both lists contain many values but only some are related to each other. When choosing subject Employment for example, the value list in the Type field will then only show related options such as confidentiality agreement, job evaluation, lease car, and so on. If these fields would not have been linked, fields for other, unrelated subjects would also appear.

Locations in Xtendis where you will come across properties

Some of the locations where properties appear are shown in the figure below.

Note: This is just an example; properties appear in Xtendis in many more locations.

1. The Find panel. Searching for a document, dossier, or note is done by entering search criteria in the properties of the Find panel.

2. Search results. The list of columns and rows in the search results consists fully of properties and their values.

3. Properties panel. The properties of a document can be viewed in the Properties panel.

Viewing properties

The information that is stored in the properties gives much context about a document or dossier. You will therefore refer to them often.

Viewing the properties can be done by accessing the Properties panel.

For documents

Step 1. Use the Find option to find the document for which you want to view the properties.

Step 2. Select the document or dossier so that it is outlined in blue.

Step 3. In the vertical toolbar on the right, click the Document icon.

The Properties panel appears showing the properties of the selected document.

The panel is divided in sections which can be collapsed or expanded:

• Dossier. Available when the document is part of a dossier. Shows the properties of that dossier. They can be recognized by their green background.
• Document. The properties of the document. They can be recognized by their blue background.
• General. Contains general, more technical properties that are not often referred to.

Step 4. Do one of the following:

• Click Edit layout... at the bottom of the panel to manage the properties by doing one of the following. When done, click Save.
• Select a check box to show the property and clear it to hide it.

Info: Adding the property 'Previous state' in the Document properties section requires Xtendis 7.3.15 or higher (see how to check which version of Xtendis you are using).

• Drag a property higher or lower in the list to change the order.
• Click Restore default to restore the property settings to their default settings.
• Click Save for... to save the settings for all users (only available for functional managers).

• Click the link icon in the header to copy the link to the dossier or document to the clipboard. It can then be shared with other Xtendis users, for example via e-mail.

• Click any of the properties with a colored background to perform a new search for all dossiers or documents that share that property value.

For dossiers

The Properties panel is automatically shown when opening a Dossier. It appears on the top of the screen.

Do one of the following:

• Click Edit layout... at the bottom of the panel to show or hide properties. Select a check box to show the property and clear it to hide it. Drag a property higher or lower in the list to change the order. When done, click Save.

• Click any of the properties with a colored background to perform a new search for all dossiers or documents that share that property value.

Indexing properties

Documents and dossiers are indexed: a process by which the values of properties are assigned so that the dossiers and documents can be easily found.

During this process, the document or dossier is also added to an archive.

As long as a document is not indexed, it cannot be part of the main archive (also referred to as the 'functional archive' or 'active archive') and will therefore be part of what is referred to as the 'temporary archive'.

You will regularly come across the process of indexing a document, for example when uploading a document. It is therefore important to be aware of this process. For more information, see Indexing documents in Xtendis 7.

Changing properties

Properties can be changed for individual documents or simultaneously for multiple documents (also known as changing them collectively or in batch).

Individual documents

Step 1. Use the Find option to find the document or dossier for which you want to change the properties.

Step 2. Select the document or dossier so that it is outlined in blue.

Step 3. Do one of the following:

• For documents: In the vertical toolbar on the right, click the Action icon and from the menu that appears, choose Edit properties.

• For dossiers: Click on the dossier name, and from the menu that appears, choose Edit dossier.

The Edit properties panel appears.

Figure: The Edit properties panel for a document in a dossier.

Step 4. (Optional) Click Edit layout... at the bottom of the panel to manage the properties by doing one of the following. When done, click Save.

• Select a check box to show the property and clear it to hide it.
• Drag a property higher or lower in the list to change the order.
• Click Restore default to restore the property settings to their default settings.
• Click Save for... to save the settings for all users (only available for functional managers)

Step 5. (Optional) Click Clear at the bottom of the panel to clear all current values.

Step 6. Change any of the values as needed. When done, click Update to save the changes.

Tip: For fields that hold a list of values, type any part of that value to quickly find it.

Note: When the selected archive supports dossiers, a Select dossier field is shown with which the document can be added to a dossier. For more information, see Working with dossiers in Xtendis 7.

Multiple documents

In this step, multiple documents are updated in one action using a process that keeps Xtendis occupied until all documents are updated. During this period, Xtendis cannot be used.

Note: Using this method is fine when only a few documents need to be updated but can take too long for a larger number of documents. It is then better to update the properties by using a folder (see below). The process is then run in the background so that you can continue working in Xtendis.

Step 1. Use the Find option or open a folder or dossier to find the documents or dossiers for which you want to change the properties.

Step 2. In the search results, select the check boxes in front of the documents or dossiers for which you want to change the properties.

The Action icon at the top of the screen appears.

Step 3. Click the Action button and from the menu that appears, choose Edit properties collectively.

The Edit properties collectively panel appears.

Note: The Edit button at the bottom shows the number of documents for which the properties are being edited (requires Xtendis 7.2.12 or higher (see how to check which version of Xtendis you are using).

Step 4. (Optional) Click Edit layout... at the bottom of the panel to manage the properties by doing one of the following. When done, click Save.

• Select a check box to show the property and clear it to hide it.
• Drag a property higher or lower in the list to change the order.
• Click Restore default to restore the property settings to their default settings.
• Click Save for... to save the settings for all users (only available for functional managers)

Step 5. (Optional) Click Clear at the bottom of the panel to clear all current values.

Step 6. For any of the properties for which the values need to be changed, select the check box for that field and add or change the value. When done, click Edit to save the changes.

Tip: For fields that hold a list of values, type any part of that value to quickly find it.

Multiple documents (background process)

In this method, multiple documents are updated in a background process by making use of a folder in which the documents are found based on a query. The advantage of this is that you do not have to wait for the process to be completed and that you can continue working in Xtendis while the process is running.

Of course, such a folder should exist or should be set up. It is assumed here that this is the case.

Step 1. Open the folder that contains the documents or dossiers for which you want to change the properties.

Step 2. Select the check boxes in front of the documents or dossiers for which you want to change the properties.

Step 3. Click on the Folder name at the top and from the menu that appears, choose Update collectively.

Note: Do not choose 'Edit properties collectively' from the Actions menu. Using that action keeps Xtendis occupied until all documents are updated. During this period, Xtendis cannot be used.

The Collectively update documents panel appears.

Step 4. From the list at the top, choose the property that needs to be updated and enter its value. When done, click Add.

The property is added to the list of actions below.

Step 5. Repeat step 4 to add as many properties as needed. Optionally click the red cross in front of a property to remove it from the list.

Step 6. Click OK to start the process.

A notification appears stating that the task has been sent to the server and that you will be notified when the process has been completed. This notification will appear in the notification area of the dashboard.

Pinned values

When indexing documents or performing a search, values are entered in the property fields. It can be that for a specific field, you want the value to stay the same for indexing or search actions that you perform one after the other.

In these cases, an entered value can be pinned. This way it does not have to be manually added each time.

To do this, place the cursor in the field and click the Pin icon on the right side of the field. For fields that are pinned the icon is shown diagonally, for fields that are not pinned the icon is shown horizontally.

Figure: A property with an unpinned value (top) and a property with a pinned value (bottom).

After performing the action by clicking Index or Exit, the entered value remains in the field as long as it is pinned, even after logging out and logging back in again.

To unpin a value, click the icon again and store this change by clicking Index or Exit.

The pinned value in the field can at any time be changed without unpinning the current value; the new value is then the value that stays pinned.

The use of pins can be enabled and disabled in your personal settings.

Managing Fixed values

In some fields, it is important that specific values are added, such as a document type or document status. Instead of manually entering a value in such fields, a value can only be chosen from a list of fixed values.

This makes sure that only allowed values are added and that they are always spelled correctly.

These fixed values are managed by the system administrator or via the Manage fixed values option available for power users.

To use the Manage fixed values option, do the following:

Step 1. Click in a field that acts as a list.

The list with available options to choose from appears.

Step 2. Click the +-icon.

The Manage fixed values panel appears for that field.

Step 3. Do one of the following:

• To add a new value, type it in the field at the top and click the +-sign.

• To edit an existing value, hover the mouse pointer over it in the list and click the pencil icon that appears. In the dialog that appears, change the value and click OK.

• To delete an existing value, hover the mouse pointer over it in the list and click the trash can icon that appears.

Step 4. When done, click Close to close the panel.

Using properties of already indexed documents

When editing properties of a document or when uploading files, a panel appears to fill out the values that the properties should have.

To make the process of filling out these properties easier, the values of a document that is already indexed can be used.

This way, these values can be copied from a document of which you know that it shares many if not all of these values. Once copied, the values can be modified as needed.

This saves time and reduces the chance of making errors.

Step 1. At the bottom of the Properties panel, click the Magic wand icon.

Note: This icon only appears when at least one value for a property has been added.

A search is done for documents that share the value of the properties that are already filled in. A panel appears showing the results.

Step 2. Verify the properties for the found documents to see if any of them contain the values that you want to make use of.

Step 3. Select the document in the list and click Select.

The panel closes and the properties of the selected document are populated in the Properties panel.

Tip: Enable the option Close by one result to automatically populate the values and close the panel when only one document is found the next time the Magic wand icon is clicked.

Step 4. When needed, adjust any of the values that were added.