Document metadata

When receiving the document, for example an invoice, you also receive the invoice's general data; date and place of issue, amount, sender etc. When the invoice then moves through the process of liquidation, it can be equipped with additional metadata that help logically place the document within an organization.

The Metadata of individual documents are attached to the document and are visible on all forms in PANTHEON.

This chapter presents how to use the metadata features.

CASE SUMMARY In human resources, the person responsible wants to equip a copyright contract with metadata when importing it into Documentation: subject, classification, date of conclusion of the contract and validity of the contract. With additionally determined data, the desired document will be easier to find and, when reviewing the document, key data from the contract will be obtained faster. Below, see how to use metadata in documentation: Setting fields for entering metadata on Classification Entering metadata when importing a document to Documentation Searching documents by metadata

1.Setting fields for entering metadata on Classification

The person responsible wants to define fields for entering metadata.

The person responsible sets individual classifications in the Classification Scheme.

In this case, the person responsible selects the classification: 112 - Copyright agreement and clicks the Metadata tab.

The desired fields for entering metadata are created by copying from another classification, by clicking the Copy button.

In this case, the classification: 112 - Copyright agreement defines the following fields:

• Subject - for entering and searching documents by Subject;

• Classification - for entering and searching documents by Classification;

• Date of conclusion - for entering and searching documents by Date of conclusion;

• Validity date - for entering and searching documents by Validity date.

• In the checkbox Mandatory, Visible, the person responsible determines that entering data is mandatory and the fields are visible.

WARNING Arrange the settings for fields for entering metadata on a Classification when you start using metadata. If needed, you can add more later. If you have already determined the settings for fields for entering metadata, skip this step.

2. Entering metadata when importing a document to Documentation

A document is equipped with metadata when it is importes to Documentation. In this case, the person responsible imports a new project employee's Copyright agreement. This is done as follows:

• Opening the Personnel folder and clicking the Documents panel.

• Then, clicking the button in the taskbar (Import/Export Data).

• From the drop-down menu, the person responsible selects the option: Scan and import.

• When the document is imported to eDocumentation, the person responsible equips the document with missing and required metadata on the Metadata tab (as seen in the picture below).

3. Searching documents by metadata

In step three, the person responsible wants to find a specific Copyright agreement that was imported to Documentation. This is done through the Documents form and by using filters.

• In this case, the person responsible will search documents by filtering the records through the Metadata tab. In the tab, the person responsible enters the search key word: "adele".

• By clicking the selected document and selecting the Metadata tab, the person responsible reviews key data with which the document is equipped, without having to read through the entire contents of the agreement.