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 (on NetDocuments web interface) 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.
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, you can start entering the profile value. In the drop-down menu that appears, you can click 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 click to open the NetDocuments Lookup dialog box. After clicking either begin with or contain, you can enter the value into the text box next to it, and then click Find.
To clear the inserted profile value, you can click next to it.
To clear all the indicated profile attributes, click 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 web interface. 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 click 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, you need to right-click the appropriate document, and then select Modify access, or select the check box next to the appropriate document, click 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.