topic Re: Adding extra 'fields' to a document in Alfresco Archive

Adding extra 'fields' to a document

sl001 — Mon, 04 Aug 2008 07:16:46 GMT

Hi everyone,Please bear with me as I am making the transition form our previous ECM vendor to Alfresco.I am in the process of teaching myself/being taught with regards to Alfresco.What i need to know is how to add/create extra "indexing fields" for a document or documents added to a space.Your help

Re: Adding extra 'fields' to a document

jpfi — Mon, 04 Aug 2008 07:59:34 GMT

Hi,
a property definition in your content model with index deinition:

 <property name="cm:example">
          <type>d:text</type>
          <mandatory>false</mandatory>
          <index enabled="true">
             <atomic>false</atomic>       <!– index in the background –>
             <stored>false</stored>       <!– store the property value in the index –>
             <tokenised>true</tokenised>
          </index>
      </property>
‍‍‍‍‍‍‍‍‍‍

Copied form here: http://wiki.alfresco.com/wiki/Data_Dictionary_Guide
Cheers, Jan

Re: Adding extra 'fields' to a document

sl001 — Mon, 04 Aug 2008 10:38:30 GMT

Hi Jan,

Thanks for replying so quickly and pointing me in the direction of the data dictionary.

The problem is that I am using different words to explain things within Alfresco.

I need to import scanned pages into the Alfresco repository, which i can do using CIFS.I can setup users, spaces and security.

The only thing i am unsure of is how to add extra properties to a scanned document once it goes into the repository.See my example below :

Document : Jobcard

Extra properties needed that is not part of metadata (if correctly described) are :
1. Job No
2. Ref No
3. Date
4. Tecnician
5. Serial No

How would I get these extra properties added to the document.Am I correct in assuming that i must edit the appropriate .xml file and if so, which one should i edit.I am just trying to make sure of things here and its better to get confirmation from a person than a book.

Thanks

Schalk

Re: Adding extra 'fields' to a document

jpfi — Mon, 04 Aug 2008 10:56:43 GMT

Hi,
ok, if you're using CIFS you have no opportunity setting properties via the Interface you are using (CIFS). Therefore you can choose between the following workarounds/solutions:

write an custom metadata extractor. problem: you must be able extracting meta data automatically

set an inbound rule on the destination space of your scanned documents. This rule could create a ad-hoc task or sth. similar which calls a user to set metat-data (=properties)

the contentModel.xml file is only a definition of your content types including their properties. But you have to set the Properties yourself while importing or later via web client.
Cheers, Jan

Re: Adding extra 'fields' to a document

sl001 — Mon, 04 Aug 2008 15:53:15 GMT

Hi Jan,

Besides the 2 proposed method's that you have provided, what would you recommend we do to import bulk scanned documents into the repository.

Thanks

Schalk.

Re: Adding extra 'fields' to a document

jpfi — Mon, 04 Aug 2008 16:02:20 GMT

Hi,
If it is a real bulk, then e.g. http://wiki.alfresco.com/wiki/Kofax_Release_Script or sth. similar. Thus a tool which uses an Alfresco Remote API.
Cheers, Jan