Before you can file documents in the Repository work area, they have to be keyworded. This is done by using keywording forms, which contain corresponding input fields (called Index fields).

The Keywording dialog box is used to fill out and edit keywording information. The dialog box usually appears automatically when a document is filed. Use the following method to open the Keywording dialog box manually:

Please note: If the entry relates to a person, you are required to complete the Personal identifier and End of deletion period fields on the Options tab.

1. Select a document or folder in the repository.

2. Click Keywording (on the Start tab).

Alternative 1: Right-click a document or folder and select Keywording from the context menu.

Alternative 2: Press the F4 key.

The Keywording dialog box opens. The selected keywording form appears. If any keywording information is already available at this point, this will be written into the various fields in the keywording form.

The Form selection area on the left-hand side of the dialog box shows a list of all the available keywording forms. The list contains either keywording forms for folders or for documents, depending on the type of entry selected in the repository.

Information: You can minimize the Form selection area by clicking the Hide keywording forms icon (double arrow icon pointing left). When it is minimized, you can click the Show keywording forms icon (double arrow icon pointing right) to make the list reappear.

Tabs

Keywording forms are subdivided into tabs. The following standard tabs exist:

• Basic
• Extra text
• Options
• Permissions
• Version history
• Additional information

The standard tabs are briefly described in the following. Additional tabs appear depending on the keywording form settings.

'Basic' tab

When the Keywording dialog box is opened, the Basic tab appears first. It contains at least the following standard index fields:

Standard index fields

Short name: Document title. This is displayed in the tree view.

Date: The document date refers to the date of the file on which the entry is based. When changes are made to the document, the document date is refreshed.

You can also edit the document date manually using the calendar function. You can also enter information to this field using the following syntax:

• +x = today in X days
• +xd = today in X days (d for days)
• +xm = today in X months (m for months)
• +xy = today in X years (y for years)
• To enter a past date, use - (minus) instead of + (plus).

Example

Entering +1m on Dec 2, 2015 returns the date Jan 2, 2016. If you were to enter -1y, however, this would return the date Dec 2, 2014.

ELO also automatically completes the following entries:

• 05 is returned as <current month> 05, <current year>
• Dec 5 is returned as Dec 5, <current year>

Example

Entering 31 on December 2, 2015 returns the date December 31, 2015.

Filing date: The filing date refers to the date the document is filed to the repository.

Current version: Shows the individual version number (if entered). This is not the ELO-internal version counter.

User: Shows the user who last edited the document.

Additional index fields

Additional index fields appear depending on the settings in the keywording form. It is possible to place additional index fields on additional keywording form tabs.

The type of index field determines the data you need to enter and what you need to consider when doing so. Various types of index fields are available, which can also be varyingly configured from keywording form to keywording form.

Example: Text field

You can enter letters, numbers, and special characters in a text field. Text fields, however, can also be restricted. An example of the restriction could be through the input.

Mandatory fields

Index fields can be configured in such a way that you have to enter a certain number of characters to successfully complete the keywording.

Index fields with a red background color are mandatory. In addition, the bottom line of the dialog box indicates if there are any conflicts.

Keyword lists

You can recognize index fields with keyword lists by the list icon after the respective index field.

Keyword lists are used to streamline and accelerate the entry of keywording information.

Information: An index field that a keyword list was created for can be configured in such a way that the index field can only be filled in with a keyword list.

Expand keyword list automatically

If the Expand keyword list automatically option is enabled, the keyword list opens as soon as you start to type text into an index field.

Information: You can can either click the check box to enable the Expand keyword list automatically option or use the keyboard shortcut Ctrl+K.

If the Automatically expand keyword list option is disabled, then you have to click the list icon at the bottom of the index field to open the keyword list.

Alternatively: Open the keyword list using the F7 key.

'Extra text' tab

The Extra text tab serves various purposes.

For example, the tab can be used as a text field for additional information. In certain cases, settings for scripts and other customizations are stored to the extra text.

'Options' tab

Defining the characteristics and behavior of a document is also part of keywording. These settings will be applied on the Options tab if they have not already been defined in the keywording form, or if the document is to vary from these defaults. Depending on whether you are keywording a document or a folder, various possible settings will be displayed.

General options

The following settings are always available on the Options tab regardless of whether you have selected a document or a folder.

• Entry type
• Filed by
• Font color
• Retention period
• Starting point for replication set
• Translate short name
• Object ID and GUID

Entry type: This option defines the object type for the element. This setting defines how the document's icon will be displayed in the repository's list view.

Personal identifier: If the entry relates to a person, enter information that enables you to identify the relevant person in this field.

End of deletion period: In the "End of deletion period" field, you specify the date on which the entry must be deleted at the latest. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: If you do not complete the Personal identifier and End of deletion period fields, a disabled dialog box will appear indicating that no personal identifier has been specified.

End of retention period: In the "End of retention period" field, you specify a retention period for the entry. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: The retention period must end before the deletion period.

Font color: Select a color for the entry to improve the visual clarity of your repository structure.

Starting point for replication set: Use this option to define an entry as the starting point for replication. The next time replication takes place, the entry is placed in the Replication base of the target repository. There, the new folder must be placed in the desired location in the target repository by the administrator. This makes it possible to replicate parts of repositories with each other, even if they have not been filed in identical repository structures.

Translate short name. If the Translate short name option is enabled, the short name of the entry is translated into the selected display language.

Please note: The respective properties files need to be stored in the ELO repository for this function to work. You also need to configure the keywording form. You can also contact your system administrator if you need to.

Object ID and GUID: The first number in this field is the internal ELO object ID. This entry is primarily for information purposes and cannot be changed. The entry ID is required when testing the checksum.

The character string in brackets specifies the GUID of the entry. The GUID (= Globally Unique Identifier) is a unique identification number, which is automatically assigned and cannot be modified. This is automatically assigned and cannot be modified. This enables you to identify every entry even when you are not specifically using it in the repository.

Filed by: The user who created and keyworded the document is entered here.

Options for documents

The following options are only available for documents:

• Document status
• Document path
• Encryption key
• Add to full text database
• Approval document
• File name

Document status: Select the editing status of the entry:

• Version control disabled: The document is not version-controlled. Changes to a document do not give rise to a new version. It is not possible to access earlier edits.
• Version control enabled: If the document is edited, a new version is created. All changes are documented. Older versions can be restored.
• Non-modifiable: ELO does not allow changes to the document and its keywording.

Please note: The status Non-modifiable cannot be reversed.

Document path: Here you can see which document path (storage path) has been set for the entry.

Encryption key: The encryption key, which controls document encryption, is shown here. The user must have the password for the encryption key in order to view a document.

Add to full text database: Enable this option to add the document to the full text database. This will cause every word to be indexed and made available to the search.

Approval document: If this option is enabled, users with the Author approval documents right are able to edit previous versions of the document without other users being able to view the document in the repository.

File name: The file name of the document as stored outside of ELO, for example.

Options for folders

The following options are only available for folders:

• Sort
• Enable quick preview for documents in the folder

Sort: Here you can define how the contents of the corresponding folder will be sorted:

• Filing date: The entry with the most recent filing date is at the bottom.
• By filing date descending: The entry with the most recent filing date is at the top.
• Alphabetical ascending: The sorting order ascends from A to Z.
• Alphabetic descending: The sorting order descends from Z-A.
• Date: The entry with the most recent document date is at the bottom.
• By date descending: The entry with the most recent document date is at the bottom.
• Manual: You can move the entries within the folder manually. To do so, the folder must be opened in the list view.

Enable quick preview for documents in the folder: Use this option to view the first document in a folder in the viewer pane as soon as you click the folder.

'Permissions' tab

The Permissions tab lists the users and groups that have access rights to the selected entry. Users with the corresponding rights are able to change the settings.

User/group: Search for the desired user or group in the Add user/group field. Suggestions will appear as you type.

Click the corresponding suggestion to select a user or a group.

Alternatively: If you click the triangle to the right of the Add user/group field, this will open a drop-down menu. The drop-down menu contains a list of the users and groups you selected recently.

In the middle column, you can see which users or groups have already been assigned permissions for the selected entry and which permission settings apply.

To edit the permissions settings, select an entry in the middle column and select or clear individual permissions.

The following options are available:

• View (R): Users with View permissions have read access to the selected entry. They can view the content of the entry.
• Change keywording (W): Users with Change keywording permissions can edit the keywording for the selected entry.
• Delete (D): Users with Delete permissions can delete the selected entry.
• Edit (E): Users with Edit permissions can edit the selected entry.
• Lists (L): This permission is only relevant to folders. Users with this permission can change the content of the respective folder. For example, they can create documents in this folder or move documents from the folder.

Information: Options that are not applicable are shown in italics and enclosed in pointy brackets.

Personal (orange user icon): Use the Personal button to grant yourself sole access to the respective entry. All other permissions will be removed.

AND group: AND groups are useful if you only want to assign permissions to the users in a group that are also members of another group. To create an AND group, select two groups in the middle column and click AND group.

Members of the group: If you select a group, you will see the group members in the Members of the group column.

Double-click the corresponding user in the Members of the group column to select a member of a group.

Remove permissions: To remove all permissions from a user or group, click the X icon next to the selected user or group.

'Version history' tab

For version-controlled documents, changes are documented in the keywording. This documentation is located on the Version history tab.

The version history contains two areas:

The upper pane shows which users have made changes at what times.

The changes that the selected user has made are shown in the lower pane.

'Additional information' tab

Information: Only users with the right Show "Additional information" tab can see the Additional information tab.

The Additional information tab provides additional fields in the database (map fields) for use. These fields can be used for scripts, workflows, and other purposes.