Every document within NetDocuments has a profile or a set of metadata that is associated with the document. A profile is simply a way to describe a document's attributes and associate it with those attributes for easier identification and searching. For example, every document will always have the following profile fields:
- Created by
- Created on
- Last modified by
- Last modified on
- File extension(type)
- ID (document number)
A document with multiple versions still has one profile associated with it. Profile values can be entered for a document either on the Upload Page or from any List View. You can also change the profile of an existing document from the Document Details Panel.
Your firm may use custom profile fields, such as Client, Matter, Project, Account, Document Type, Author, Comments, etc. These can be edited using the Edit Profile option.
Completing the Profile of a Document
If your organization is using required custom profile fields, then you will be presented with a page as shown below to complete those fields for each document. Some of the values listed above are also shown on this page. The Repository Administrator defines the custom attributes to be used.
In many cases, these fields are completed automatically, such as when adding a document to a folder in a Workspace. In those cases, the values are completed automatically based on the Workspace and the folder.
Shown in the example above are four user-defined profile fields. This customer defined Client, Matter, Author, and Document Type. If you enter text in these fields, the document becomes accessible by doing a search performed on those fields.
NOTE: Whenever Custom Profiling is available for a cabinet and one or more attributes require an entry, the Edit Profile dialog will appear whenever a document is created. If you copy the document, the Document Profile page will also appear so that you can modify profile information where necessary for the new copy.
NOTE: There is also a Validate button available on the Edit Profile page, if you want to confirm the entered values without exiting the Edit Profile dialog.
NOTE: When the Modify Access menu option is accessed from this Edit Profile page when creating a new document, the user cannot remove his/her own access to the document. The save operation must be completed first, then the user could remove themselves from the Access List. This is generally not recommended.
NOTE: When a document has an incomplete profile and is edited by an External user, that user is NOT prompted to complete the profile values.
Attribute (Profile) Lookup
If you click on the lookup box for an attribute, such as Matter, as shown below, then you will see the next dialog.
When you first come into the lookup dialog, it displays ONLY the values that you have recently used creating new profiles. To see the complete list from the beginning, you must click the Find button. This will then display the first 500 records. You can enter a value in the box at the top of the dialog to locate other values. If you are using a Key and a Description (which we recommend), then you can select the specific radio button you want to use for locating the value.
For instance, if you select Description and enter a C in the box at the top, you will find those values that start with the letter C. If you select Key, then you will be able to search for the matter key in this example.
Each user can save multiple "Templates" of a set of profile values for quicker Profile completion. After you have completed a Profile, you have the option of selecting the Save as Template option, which will save those values so they can be used on a future Profile. A Template can have a value for some of the fields or for all of the fields. Each time you save a template, you give it a reference name by which to select it. The Templates that you have saved are shown in the top menu. You can save up to 20 templates plus the last Profile that you completed during that session.
For people using Workspaces, we recommend that you create a template for yourself, with your name, that contains your Author code and other fields you have such as Office. This way, when you create a document, the Workspace automatically completes the Client and Matter information and the folders will complete the Document Type field, and you will use the Author Template that you created to complete the Author field. Secretaries may create one for each of the attorneys for which they create documents.
Each document profile can be linked to another document's profile by the Document IDs of the related documents. To link documents, select the documents you want to link and click Link Documents under Group Options. On the document Profile, a link will appear that will take you to a list of the linked documents. This will become a hot link to the other linked document for quick access.