On the Fields tab, click Add. Select Revision from the Field Name option list. Click OK. Select the Label display type from the Type option list to make this a Select the Use default value check box. Click OK.

3-44 Application Administrators Guide for Content Server

e. Select the Label display type from the Type option list to make this a

read-only metadata field on the Check In, Update, Content Information, and Search pages. f. Optionally, enter a note in the Required Message field.

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

button.

h. On the Conditions tab, click Add.

i. Enter the name of the field condition for example, MktgDocsOnly.

j. Click OK.

k. Enter dDocName into the lower Value field at the bottom of the screen near

the Compute button. l. Click OK. The default value Idoc Script clause for the MktgDocsOnly field condition is added to the Default Value text pane.

m. Click OK.

The Publish Type metadata field is added to the Fields list. 10. Add and define the Revision Label metadata field as follows:

a. On the Fields tab, click Add.

b. Select Revision 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 Label display type from the Type option list to make this a

read-only metadata field on the Check In, Update, Content Information, and Search pages. f. Optionally, enter a note in the Required Message field.

g. Select the Use default value check box.

h. Click OK.

The Revision Label metadata field is added to the Fields list.

11. Click OK.

The AddEdit Rule screen closes.

3.2.7.1.3 Create the Department-Based Profile To create a department-based profile:

1. Open the Profiles tab on the Configuration Manager Application Page and click Select . The Add Profile Screen is displayed.

2. Select Type from the Field Name option list.

3. Click OK.

4. Click Add on the Profiles tab.

The Add Profile Screen is displayed. 5. Enter the name of the profile for example, MktgDoc. Managing Metadata 3-45

6. Click OK.

The AddEdit Profile Screen is displayed. 7. Enter the profile description in the Description field for example, Current Mktg docs. 8. Enter a label for the profile that clearly identifies its use for example, MarketingSpecific.

9. Select ADMKT or an equivalent marketing option from the Trigger option list.

10. Click Add to include the rules in this profile.

The Add Rule Screen is displayed.

11. Select the DefaultMktComment rule from the Name option list.

12. Select a general priority placement from the Rule Priority option list for example, top.

13. Click OK.

14. Click Add.

15. Click OK.

16. Click OK.

The Add Profile screen closes and the profile is added to the list of profiles on the Profiles tab.

3.2.7.2 Black-Hole Check In Profile for Resumes

This example shows how to plan and create a black-hole check in profile used to submit resumes to Human Resources. The goal is to restrict the visible metadata fields available on the Check In, Update, Content Information, and Search pages when using this profile. After a resume is initially checked in, the derived settings for all the potentially searchable metadata fields prevent unauthorized users from retrieving the document. 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 based on the default metadata fields displayed using a non-customized Content Server instance. The visible metadata fields in this profile are limited to Type, Primary File, Alternate File, and Comments. The Type field uses a read-only label. On submission the value is reset to an HR-accessible value to ensure confidentiality of the document. Only the Comments field is editable. The remaining metadata fields are hidden and on submission also have their values reset. In this example, the hidden metadata fields include Title, Author, Security Group, Content ID, Revision, Release Date, and Expiration Date. Note: If selected, both the Hidden and Excluded display attributes conceal the defined metadata field. Using the Hidden type has the advantage of allowing the field value to remain on the source page. Thus, the contributor does not see the Hidden fields when checking in the document, but the assigned field values are still visible to an authorized viewer. The Excluded type precludes the field values on the source page. 3-46 Application Administrators Guide for Content Server This example is divided into the following main steps: ■ Create a profile rule that: – Hides non-essential metadata fields and does not display them on the Check In, Update, Content Information, and Search pages. – Resets the default values of each hidden metadata field to ensure that unauthorized users cannot search and retrieve documents using the hidden fields. See Create a Profile Rule for the Hidden Metadata Fields on page 3-46. ■ Create a profile rule that: – Allows the display of specific metadata fields related to checking in a resume. – Resets the values of each visible metadata field to ensure that unauthorized users cannot search and retrieve documents using these fields. See Create a Profile Rule for the Visible Metadata Fields on page 3-51. ■ Create a black-hole check in profile that: – Restricts the metadata fields that are hidden or displayed on the Check In, Update, Content Information, and Search pages. – Displays only those fields that are relevant to an employee who is checking in a resume for an internal company position. See Create the Black-Hole Check In Profile for Resumes on page 3-52.

3.2.7.2.1 Create a Profile Rule for the Hidden Metadata Fields To create a profile rule for

hidden metadata fields: 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 rule in the Name field for example, NoExtraFields. 3. Optionally, enter a description for the global rule. 4. Add and define the Title metadata field as follows:

a. On the Fields tab, click Add.