Custom document properties are additional pieces of information that further describe and enrich the content of a document. With infoRouter, users have the flexibility to create virtually unlimited “Document Types,” which help in the categorization and organization of documents within the system. By creating “custom document properties collections” or “custom document property sets,” infoRouter enables you to bundle various custom metadata into sets of information. For instance, an image property collection could include meta data fields like width, height, resolution, image type, and format. These capabilities are essential in Document Management Systems, allowing users to effectively search for and find documents based on information that is not a part of the document content.
In infoRouter, you can define different types of document properties for various situations, allowing you to tag and categorize projects or document types, such as images, invoices, and quotes, based on your needs. Beyond standard properties like document size, creation date, and modification date, you have the flexibility to create additional custom properties that are unique to your organization. These custom metadata sets can be used as Advanced Properties within a document library, enriching the categorization and organization of files. In cases where document contents cannot be indexed, such as images or audio files, these properties become invaluable in providing searchable tags and descriptions. By adding these file system properties and custom metadata, you can enhance the discoverability and management of your documents within infoRouter.
Don't waste your time looking for documents
In infoRouter, Custom Document Property Sets are user defined Meta Data sets that can be attached to folders and documents.
A common use for this feature is to allow documents to be searched based on custom information, rather than just their name or content. This is especially effective in cases where the documents have no indexable content such as images, scanned documents, audio or video.
You can define any meta data you wish and assign them to documents and folders within infoRouter.
Searching and classifying documents using meta data that is specific to your company's needs will greatly improve your search performance, which in return will have a positive effect on your productivity.
Examples of search using infoRouter Custom Properties
- I want every invoice document where the invoice amount is more than $400.00
- I want every invoice document that was issued after January 5th, 2023.
- I want every proposal we wrote to customer XYZ
- I want every e-mail coming from [email protected]
- I want every resume where the hometown is London
Use Cases and Benefits of Using custom document properties collections
Custom document properties collections offer versatile benefits across a variety of scenarios, enhancing the way you organize, manage, and search your documents within infoRouter. Here are some of the key use cases and benefits:
- Making Un-Indexable "Electronic Documents" Searchable: Certain documents, such as images and scanned files, lack indexable content that traditional search methods rely on. By applying custom properties, these electronic documents can be tagged with relevant metadata, making them easily searchable and discoverable within your document management system.
- Document Categorization for Organized Workflows: Custom document properties streamline the document categorization process by allowing users to tag documents such as sales documents, projects, and proposals with specific metadata. This categorization aids in faster retrieval, better organization, and more efficient document workflows.
- Automatic Inheritance of Document Default Metadata Assigning custom property fields to folders allows all documents within those folders to inherit these fields, establishing their document default metadata automatically. This reduces manual effort in assigning metadata and ensures consistency across documents within the same folder.
- Tracking Changes through Document History Document authors have the ability to assign version comments to specific document versions. These comments are then stored in the document history, providing context on what specific changes were made, allowing easy tracking of document evolution and collaboration.
- Assignment of Document Library Properties Each infoRouter document library can be given unique document library properties, which are then automatically inherited by the documents contained within that library. This helps maintain uniformity and enhances search capabilities across all documents in a library.
- Prompting for Metadata Based on Document Types By setting Document types, you can prompt authors to input specific custom properties related to that type of document. This ensures that all necessary metadata is captured during the document creation process, enhancing future search and categorization.
- Facilitating the Document Archiving Process During the archiving phase, library managers and authors can assign custom property collections to documents. This makes it easier for other users to find these documents quickly through simple searches, even after they have been archived, ensuring the accessibility of important records.
- Controlled Metadata Editing with Security The infoRouter security system enables users to have precise control over who can Edit document metadata. Permissions for creating and deleting metadata can be regulated, ensuring that only authorized personnel manage document properties and keeping the document metadata consistent and secure.
By leveraging these use cases, custom document properties collections provide powerful ways to enhance document searchability, organization, and security within infoRouter, resulting in a more efficient and streamlined document management experience.
Consider the example where you are looking for invoices in the amount of more than $400.00. You could easily find the invoices that have an exact invoice amount of $400.00 but what if you needed more than that?
Custom properties allow you to search in ranges. This is much more than a simple full-text search.
Custom Properties can be defined globally or at the library level. This allows you to create a custom document property set that only appears in one or selected libraries. This way, Custom Property Sets that do not apply to certain libraries can be hidden from view.