Document Category Terminology

By: Wagglesoft  11-11-2011
Keywords: Knowledge Management, Abc Shoes

It is important to understand the concept of document categories before using the Wagglesoft knowledge management products. This article will take the reader through these concepts.

It is probably best to view Document Categories as drawers in a filing cabinet. It does not help to put all of ones documents into a single drawer, mixing contracts, invoices and other miscellaneous documents together. This would make it extremely difficult to locate for a specific invoice. What makes more sense is to stick all of these various documents into their own drawers. Then finding an invoice would be as simple as opening the invoice drawer and paging through to the correct date. Document Categories work in the same way. A user would create a document category for each of the different types of documents that they would like to store. So typical Document Categories are things like Invoices, Bills, Contracts, Medical Claims and Proof of Deliveries.

All of these Document Categories would be pretty useless without some meta-data to describe them. This meta-data comes in the form of properties or fields. Each Document Category contains a number of fields which describe it. Properties can be shared between two document categories as this allows multiple categories to be searched simultaneously (Only available in the WaggleDMS).

There are a number of different field types that can be used in the system:

  • Text - These are standard fields that contain any textual information.
  • Date - This field is able to store a date.
  • Date and Time - This field is able to store a date and time value.
  • Time - This field is able to store a time value.
  • Floating point number - These are numbers that include decimal places.
  • Regular Expression - These are fields that contain complex validation rules.
  • Currency - Refers to any currency field.
  • Integer - This can only contain whole numbers (numbers without decimal places).
  • List - a List of values.
  • Yes/No - Yes or No value.
  • True/False - True or False value.
  • Memo - A multi lined text field.

This whole concept is best described using a couple of examples:

The first of our document categories is "Invoices". Some of the typical fields associated with invoices are Invoice Number, Invoice Date and Client Name.

The table below contains some examples of the documents that may be stored using this configuration.

Invoice Number

Invoice Date

Client Name

18726

2008/01/05

ABC Shoes

18727

2008/01/10

ABC Shoes

18728

2008/01/14

BCD Furniture

Each row in the table would represent one document within the system. The user would then be able to search on any of the values above or even combinations of those values. Searches can be based on a specific value like "ABC Shoes" or a range of values like between "2008/01/01" and "2008/01/31".

The second of our document categories is "Contracts". Some of the typical fields associated with invoices are Client Name, Description and Expiry Date.

The table below contains some examples of the documents that may be stored using this configuration.

Client Name

Description

Expires

ABC Shoes

Exclusive Sales Agreement

2008/05/15

BCD Furniture

Exclusive Sales Agreement

2008/03/31

CDE Legal

Retainer

2009/01/31

Each row in the table would represent one document within the system and as with the Invoices above, the user would then be able to search on any of the values or even combinations of those values.

What is interesting in the examples above is if one looks at the last "Invoices" property (Client Name) and the first "Contracts" property (Client Name). They are referring to the same information.

From this diagram above, one can see that there are only five (5) properties that are shared between the two document categories. Where this becomes useful is in a global search. A global search on a Client Name of "ABC Shoes" would return three (3) results.

Invoice Number

Invoice Date

Client Name

18726

2008/01/05

ABC Shoes

18727

2008/01/10

ABC Shoes

and

Client Name

Description

Expires

ABC Shoes

Exclusive Sales Agreement

2008/05/15

This gives the user a global view of all documents relating to the customer.

Note: Global Searches are only available as part of the WaggleDMS client and are not in WaggleImage.

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11-11-2011

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