Every document has profile attributes that describe or identify the document. These include the following default profile attributes:
- Created By
- Last Modified By
With 2.2 release, there is support for multiple profile values and Determined By profile attributes. For more information, see the following topics:
You can also create custom profile attributes (in NetDocuments) based on your specific needs. You can use standard and custom profile attributes as the advanced search filtering criteria. For more information, see ndOffice Search.
ndOffice 2.4 supports default Profile Templates when adding documents to NetDocuments. ndOffice automatically applies default Profile Template when you create or upload a document. This eliminates the need to select a Profile Template with each new document.
Go to NetDocuments and select Settings > Application Settings. In the Default Profile Template section, select a template per cabinet. In the Template field, a drop-down list appears with all the templates created in the cabinet.
When you save a document, selecting a location in a cabinet applies the default profile template for that cabinet.
Note: You should not store workspace attributes (ex: Client and Matter) in a default Profile Template, as they cannot be used in any location other than the specified workspace and will generate an error.
NOTE: The attribute values stored in the template take precedence over values stored for a container (ex: folder, filter, etc.).
To add a default Profile Template for another cabinet, select +Add Default Template.
Each time you save documents, you will see a notification to enter values in the specified fields. Fields marked with * are required. Fields without * are optional.
Specific colors indicate the following statuses of the profile attribute fields:
- Blue – Optional, Empty
- Red – Required, Empty
- Green – Filled in
You can enter the profile value for each profile attribute in the following way:
- In the profile attribute field, start entering the profile value. In the drop-down menu that appears, select the required profile value, use arrow keys to select it in the drop-down list or type until the correct value is displayed, and then press Tab or Enter.
- In the profile attribute field, you can select to open the NetDocuments Lookup dialog box. After selecting either begin with or contain, enter the value into the text box next to it, and then select Find.
To clear the inserted profile value, select next to it.
To clear all the indicated profile attributes, select the Clear profile link.
With the profile and security templates, you can easily manage documents. You can apply the profile and security templates previously created on the NetDocuments web interface. The list of security and profile templates is unique to each user.
Profile templates can be used on the Edit Profile page of the NetDocuments. To add profile templates, right-click the appropriate document, and then select Edit Profile. On the Edit Profile page, select values to add to the new template, and then select Save as Template to save the current profile values as a new profile template. You can automatically apply the last set of Profile Attribute fields you used by clicking Apply previous profile in the Profile Templates drop-down menu.
Security templates are applied when saving a new document. Security templates are not visible when saving a new version to another document. Security attributes are not saved when you cancel the security template selection. Users with at least Share rights can create and apply a security template.
To create a security template, right-click the appropriate document, and then select Modify access, or select the check box next to the appropriate document, select More Options in the right pane, and then select Modify access. In the Document Access List, you need to click Modify Access. In the Access List dialog box, you need to select users to share this document with, assign them corresponding rights, and then click Save as template. In the Save Security Template, you need to enter the name in the Template Name text box, and then click OK.