4-4 Administrators Guide for Oracle Imaging and Process Management
To specify the application general properties, do the following:
1.
Expand the Manage Applications panel in the Navigator Pane
and click the Create Application
icon. The Application General Properties Page
is displayed.
2. Enter a name for the application in the Name field. For example, if creating an
invoicing application for XYZ Company to store invoices from the United States division, name the application Invoices_US. The application name is displayed to
users on the Upload Document page and to system administrators when creating inputs and searches. This field is required.
3. Optionally enter a description of the application in the Description field. For
example, All Invoices for the United States Division. This description is displayed beneath the title on the application Summary page, when using the Document
Upload Tool, and when you hover your cursor over the application name in the Manage Applications panel in the
Navigator Pane .
4.
Select a repository for the application from the field. Because it is likely that you will have many repositories, this field specifies which Oracle Content Server
repository to use for this application. Multiple Oracle Content Server repositories can be used for different applications to balance the load or to offer a way to
isolate content to specific business units. In the XYZ Company example, one repository can be used to hold all invoices from the European division, another
repository can be used to hold all invoices from the United States division, and another can be used to hold all Human Resource documents, etc. Once defined
and the application is created, the repository cannot be changed. This field is required.
5.
Specify if you want to be able to search the full text of a document. In order to do so, the repository server must be set to index full text and the document must be in
a format that has text information. Many imaging solutions do not require full-text indexing or need to search text information. For example, the XYZ Company
Invoices_US application does not require full-text indexing because the invoices are scanned in and uploaded as TIFF images. TIFF images of documents do not
contain text information, and so cannot be full-text indexed, and invoices are searched for using the metadata values. However, the Human Resources
department may upload resumes and employment contracts as electronic files and have a need to search for the text of the files. In such a case, an Employment
Contract application may need to be full-text indexed.
6. Click Next to go to the
Application Field Definitions Page .
4.2.2 Defining Application Fields
Fields defined for an application track metadata associated with content in an application. You can specify one of four types of field definitions, whether they are
required, and if they are indexed to improve searching speeds. You must define at least one field. The four available field types are:
■
Text : Field accepts text string. Possible string length is specified in Length element.
■
Number : Field accepts integers from -2.14 billion to 2.14 billion.
Note: The user creating an application must also have View security
rights to the repository connection being used.
Managing Applications 4-5
■
Decimal : Field accepts 1 to 15 non-negative decimal values such as 1.5. The
decimal scale is set in the Scale element.
■
Date : Field accepts date in the regional format.
All field types can be indexed. Enabling indexing of a metadata field applies only to that field. The information specified will appear under the Field Definitions category
on the application Summary page. Indexes are applied to the underlying repository database tables. The application of either too many or too few indexes will be
detrimental to the systems performance. Generally, indexes should be applied to those fields that will be the core of the document searching that will be performed.
Defining this list of fields should be done as part of the business process analysis with the additional help of a database administrator.
You can add and remove fields in applications when creating and modifying applications. There is a restriction that when adding or modifying an application you
cannot delete an existing field and add a new field with the same name during the process. If this happens, click Cancel and start defining the application fields again to
add the field with the correct name.
For more information on available field types and options, see Section A.25,
Application Field Definitions Page. To define fields for the XYZ Company Invoices_US application example, do the
following:
1.
On the Application Field Definitions Page
, click Add and for this example, select Date
as the type of field and enable Required and Indexed. 2.
Change the name of the field to a descriptive name. For this example, change the name of the first field to Date Received.
3. Click the Edit Default Value icon to enter a default value, for example, to
12312009
. The default value is only a suggestion to users. The field is not automatically set to this value when left blank.
4. Click Add and for this example, select Date as the type of field and Indexed.
5.
Change the name of the field to a descriptive name. For this example, change the name of the first field to Date Paid.
6. Click Add, select Number as the field type, and enable Indexed.
7.
Change the field name to a descriptive name. For this example, change the name of the field to Invoice Number.
8. Click Add, select Text as the field type, and enable Indexed.
9. For this example, change the field name to the descriptive name Vendor ID.
10. Click the Add Picklist icon in the Picklist column. The Picklist dialog is displayed.
Use the dialog to add a list of selectable options for the metadata field. For this example, anything can be entered that conforms to the limits of the text field. For
instance, XYZ Company may have a unique code for each vendor. Adding a picklist allows a user to select from the list and ensures that the Vendor ID
metadata is entered accurately. Leading and trailing spaces on picklist items are not retained. Click the pencil icon in the Picklist column to edit an existing list, or
click the Remove Picklist icon to delete an existing picklist.
4-6 Administrators Guide for Oracle Imaging and Process Management
11.
To continue with the XYZ Company example, repeat step 8 and 9 to add text fields with the following names:
■
Vendor Name
■
PO Number
■
Payment Terms
12. Click Add, select Decimal as the field type, and enable Indexed.
13. Change the field name to Invoice Total.
14. Click Next to go to the
Application Security Page .
4.2.3 Assigning Application Security
