Managing Repository Content 2-5
4.
In the File Extensions pane of the File Formats Screen
screen, click Add.
The AddEdit File Extension Screen
is displayed.
5.
Enter a new extension, and map it to a format name. Note the following field descriptions:
■
Extension: A file with this extension is converted with the conversion
program specified by the Map to Format field.
■
Map to Format: This list displays the available formats that have specified
conversions defined in the Document Formats pane. Selecting a format directly relates all files with that extension to a specific conversion program.
6. Click OK.
2.3 Managing Content Fields
You can create two types of custom fields: metadata fields, which are indexed and searchable and Application Fields, which are used to customize Content Server forms.
This section covers these topics:
■
About Custom Fields on page 2-5
■
About Application Fields on page 2-5
■
About Metadata Fields on page 2-6
■
Adding a Metadata Field on page 2-8
■
Editing a Metadata Field on page 2-8
■
Adding or Editing an Application Field on page 2-9
■
Defining an Option List on page 2-9
■
Updating the Database on page 2-9
■
Rebuilding the Search Index on page 2-9
2.3.1 About Custom Fields
You can create two types of custom fields for your content server environment:
■
Application fields, which are not indexed nor searchable but used to customize Content Server forms and screens. See
About Application Fields on page 2-5
■
Metadata fields, which are indexed and searchable. See About Metadata Fields
on page 2-6
2.3.1.1 About Application Fields
Application fields are custom fields which you can create to use in custom components, HCSP files and HCSF files. Application fields allow you to use Content
Server features, such as dependent choice lists, on forms. By default, these fields do not appear on the standard check in and search forms, but are used by custom
templates.
Application fields have no stored value and are not indexed. They can be used as placeholders and in conjunction with schema views in order to enable dependent
choice lists without creating an associated metadata field. See Using Schemas to
Customize Metadata on page 3-1 for details about schemas.
2-6 Application Administrators Guide for Content Server
2.3.1.2 About Metadata Fields
For each content item, the system maintains a set of information about the content, or metadata. Metadata is similar to a card in a library’s card catalog, while the actual files
are similar to library books. As with the card catalog, metadata consists of information about a file title, reference number, author, subject, publishing date, book location,
and so forth.
When you perform a metadata search, only the metadata is searched, compared to a full-text search, which scans the entire content of the files.
Several standard metadata fields are predefined in the content server, and cannot be changed or deleted. In addition to these predefined fields, you can create new fields to
increase functionality and to accommodate a site’s design requirements. It is important to create only the required amount of additional metadata fields that are necessary to
help locate a file.
As a general rule, set up metadata with the Configuration Manager application, and work with metadata for a specific revision with the Repository Manager application.
See Managing Content Revisions
on page 2-10 for information about:
■
Viewing Content Metadata
■
Updating Content Metadata
2.3.1.2.1 Predefined Metadata Fields The following are predefined standard fields that
cannot be edited or deleted:
Note: Application fields can be displayed on the standard check in
and search forms if set to do so in a content profile using the Add Rule
Field Screen .
Field Caption Entry Method
Required? Definition
Content ID Text Entry or
Automatic Generation
Y The unique identifier for each content item.
■
Duplicate names are not allowed.
■
Maximum field length is 30 characters.
■
The following cannot be used: spaces, tabs, linefeeds, carriage returns, and ; ? : + ~ | [ ] \.
Note that complications can occur when using non-ASCII characters.
■
The Content ID can be automatically generated by the content server. See the General Options tab of the System
Properties Utility.
Note: If you are using an Oracle or DB2 database, all Content
IDs are converted to uppercase letters automatically. Type
Option List Y
An identifier used to group content.
■
Types become subdirectories in the weblayout directory. See
Creating Content Types on page 2-1.
■
Maximum field length is 30 characters.
■
The following cannot be used: spaces, tabs, linefeeds, carriage returns, and ; ? : + ~ |. Note that
complications can occur when using non-ASCII characters.
Managing Repository Content 2-7
Title Text Entry
Y A descriptive title for the content item.
■
Maximum field length is 80 characters. Author
Option List or Text Entry
Y The user who checked in the content item.
Security Group Option List
Y The security group for which users must have permission to
access the content item.
■
Duplicate names are not allowed.
■
Maximum field length is 30 characters.
■
The following cannot be used: spaces, tabs, linefeeds, carriage returns, and ; ? : + ~ | [ ] \.
Note that complications can occur when using non-ASCII characters.
Account Option List or
Text Entry N
The account for which users must have permission to access the content item.
This field is available only if accounts are enabled. Primary File
Text Entry or Browse to File
Y The complete path to the native file being checked in.
Maximum file name length is 80 characters, including the directory path and file extension.
Maximum file extension length is eight characters.
Note:
Folders modifies this maximum file name length on installation to 255 characters.
Alternate File Text Entry or
Browse to File N
The pathname to another web-viewable file format of the native document, or one that can be converted to a
web-viewable format. For example, if you are checking in a FrameMaker or Quark
document that has several files that make up that document, you would check in a zipped file as the native format or
Primary File and a Postscript, PDF, or viewable file as its Alternate File. You cannot view the zipped file on the web,
but the Inbound Refinery will convert the Postscript file to its web-viewable format, PDF.
Maximum file name length is 80 characters and the file name extension cannot exceed eight characters.
Revision Automatic
Generation or Text Entry
Y A label such as 1, 2, 3,... or A, B, C,... that represents the
number of times the content item has gone through its life cycle the number of revisions. The Revision label can be
customized to meet your revision scheme.
Comments optional
User Text Entry N
A field for additional information about the file. Maximum field length is 255.
This field is considered a custom field, so it can be deleted. Release Date
Automatic Generation or
Text Entry Y
The date the file is to be released to Content Server so that it is available for searching and viewing. The Release Date
defaults to the date and time the file is checked in. Expiration Date
Text Entry N
The date the file will no longer be available for searching or viewing in Content Server. All revisions of the content item
will expire when the current revision expires. Upon expiration, revisions are not deleted, but they can be accessed
only from the Repository Manager by an administrator. unless Notification of Expiration is in use.
Field Caption Entry Method
Required? Definition
2-8 Application Administrators Guide for Content Server
2.3.2 Managing Custom Fields
