topic Re: How to create Indexing Parameters for Documents in Alfresco Archive

How to create Indexing Parameters for Documents

narendrajani — Thu, 04 Feb 2010 14:42:18 GMT

Hi ,I am a new user of Alfresco and just started using Alfresco Enterprise version 3.2. I am not able to figure out from where I can create various indexing parameters for documents that I am uploading in Alfresco. all documents are in Multi Tiff or PDF format.I want to Index documents I am uploadin

Re: How to create Indexing Parameters for Documents

sselvan — Sun, 28 Feb 2010 23:48:50 GMT

I think you are asking about content model and about the metadat properties involved in it. http://wiki.alfresco.com/wiki/Data_Dictionary_Guide
Also you can set index parameters in the same file.

Atomic, tokenized and stored.

Hope this helps!

Re: How to create Indexing Parameters for Documents

narendrajani — Mon, 01 Mar 2010 08:50:46 GMT

Hi thanks for replying. Looks like it can be a help. However requirement is to create various Metadata Sets for various type of documents uploaded in Alfresco. Following can be one example of requirement we are having:

we've to upload multiple types of scanned documents in software and for them some parameters can be common and some can be different e.g.

Document Type 1: Invoice: concerned indexing parameters: Invoice Number, Concerned Party, Item etc.
Document Type 2: Personnel Records: Concerned Indexing Parameters: Employee Code, Employee Name, Department etc.

also we've to upload documents continuously in software and if there is some way through which these parameters and document types can be created through GUI and user should not go to backend.

Also we need to do bulk uploading of data in software, as scanning of records will be done at remote location.

Re: How to create Indexing Parameters for Documents

hay_sar — Thu, 20 May 2010 12:56:50 GMT

Hi narendrajani,,

I have same your needs, please did you solve it? How?!

Best regards

Re: How to create Indexing Parameters for Documents

invictus9 — Thu, 20 May 2010 14:57:29 GMT

Hi thanks for replying. Looks like it can be a help. However requirement is to create various Metadata Sets for various type of documents uploaded in Alfresco. Following can be one example of requirement we are having:

we've to upload multiple types of scanned documents in software and for them some parameters can be common and some can be different e.g.

Document Type 1: Invoice: concerned indexing parameters: Invoice Number, Concerned Party, Item etc.
Document Type 2: Personnel Records: Concerned Indexing Parameters: Employee Code, Employee Name, Department etc.

also we've to upload documents continuously in software and if there is some way through which these parameters and document types can be created through GUI and user should not go to backend.

Also we need to do bulk uploading of data in software, as scanning of records will be done at remote location.

First, you need to create the content types. Consult the wiki looking for "Content Types"; there are also a couple of books with goodly materials. There are also a few blogs on the subject.

Secondly, figure out how your current metadata is being stored with your documents. MS Office documents and PDF files have metadata properties that can be extracted. Other pieces of metadata include the file system metadata, and conventional metadata (how you name your files, or a text block at the front of the file).

There are several mechanisms for uploading data programmatically or in bulk. Alfresco itself has metadata extraction facilities that comb through some file types and extract the metadata; you still have to provide a mapping from the metadata name into the content type name. You can use conventional web scripts (check the wiki) to upload files to particular folders; a rule can be applied to incoming documents to make them into a content type, and run metadata extractors. Similarly, you can ZIP up a bunch of files and import them into a folder. Then run a rule on the contents of the folder to type the documents.

Alternatively, there is software around that will do the type-analysis of documents in their native file systems, and import the documents into Alfresco, maintaining file structure and adding metadata as needed.

Re: How to create Indexing Parameters for Documents

rafaelscg — Wed, 11 Aug 2010 22:25:01 GMT

Hi hay_sar and narendrajani,

How invctus have said, you have a lot of ways to do what you want. But i guess the easy way is ZIP your documents ans management your file with rules for specialize the type for everyone.

If you need any help to do that you can contact me and i will try to help you.

Best regards