Select the Is global rule with priority check box. You can optionally change the

Managing Metadata 3-41 ■ Black-Hole Check In Profile for Resumes ■ Global Rule to Restrict Content Check-In Based on User Role ■ Global Rule to Restrict Content Type Metadata Changes

3.2.7.1 Department-Based Content Profile

This example shows how to plan and create a department-based profile that includes one global rule and one regular profile rule. The goal is to control how the metadata fields governed by the rules are displayed on the Check In, Update, Content Information, and Search pages. Ideally, only department-specific fields are displayed. This minimizes the number of metadata fields that users see. This example creates the applicable rules first and then the profile because the rules are added to the profile during the process of creating the actual profile. This example is divided into the following main steps: ■ Create a global rule with the characteristics: – Ensure that all new and updated content items that are checked in have comments associated with them. The optional comments metadata field is revised to be a required field. – Allow the content item title metadata field to be editable. See Create the Profile Rule on page 3-43. ■ Create a profile rule with the following characteristics: – Provide a default value for the comments metadata field but also allow it to be editable. The default message is triggered by marketing-specific documents. – Provide default values that are read-only text for the publish type and revision label metadata fields. See Create the Profile Rule on page 3-43. ■ Create a department-based profile with the characteristics: – Organize the metadata fields that are hidden or displayed on the Check In, Update, Content Information, and Search pages. – Display only those fields that are relevant to the marketing department. – Group selected metadata fields using a marketing-based group heading. See Create the Department-Based Profile on page 3-44.

3.2.7.1.1 Create the Global Rule To create the global rule:

1. Open the Rules tab on the Configuration Manager Application Page , and select Add . The AddEdit Rule Screens is displayed. 2. On the General tab, enter the name of the global rule in the Name field for example, CmtsRqd. 3. Optionally, enter a description for the global rule.

4. Select the Is global rule with priority check box. You can optionally change the

priority number. 5. Add and define the Comments metadata field as follows: 3-42 Application Administrators Guide for Content Server

a. On the Fields tab, click Add.

The Add Rule Field Screen is displayed.

b. Select Comments from the Field Name option list.

c. Select a general position from the Field Position option list for example, top.

d. Click OK.

The AddEdit Rule Field ’name’ Screen is displayed.

e. Select the Required display type from the Type option list to ensure that users

must enter a comment about the content item being checked in. f. Enter a statement in the Required Message field. This is optional for all rule field types except the Required type.

g. Select the Use default value check box and click the corresponding Edit

button. The Edit Default Value: Conditions Tab is displayed.

h. On the Conditions tab, click Add.

The Edit Default Value: Add Condition Screen is displayed. i. Enter the name of the field condition for example, UserMsg.

j. Click OK.

The Add Condition screen closes and the clause-generating fields display on the lower pane of the Conditions tab. k. Enter a short statement in the lower Value field, at the far bottom of the screen near the Compute button. This statement will be the default value for the Comment field.

l. Click OK.

The Edit Default Value screen closes and the default value Idoc Script clause for the UserMsg field condition is added to the Default Value text pane.

m. Click OK.

The Add Rule Field screen closes and the Comments metadata field is added to the Fields list. 6. Add and define the Document Title metadata field as follows:

a. On the Fields tab of the AddEdit Rule screen, click Add.

b. Select Title from the Field Name option list.

c. Select a general position from the Field Position option list for example, bottom.

d. Click OK.

e. Select the Edit display type from the Type option list to allow this metadata

field to be editable on the Check In and Search pages. f. Optionally, enter a note in the Required Message field.

g. Click OK.

The Title metadata field is added to the Fields list.

7. Click OK.