First, lets define user interface elements and notation to refer to them in the examples.
The Dashboard let us identify:
Used to access the ‘Configuration’ page. Marked in the image with a green border.
- [Search bar]
Left sidebar with buttons and selectors that we use to access the documents.
- The ‘Documents’ options are marked wiith a blue border
- Cabinets an Indexes that are structure classification (like the file manager folders)
- Workflow & Tags that ares workflow state oriented
Once the configuration main element has been selected the following pages will show detail elements to select.
The options available to configure elements.
shown as buttons. I will refer to them in the instructions as [item option]. Here in green are the buttons for the ‘Doc Type 1’ [item option].
And once an element option has been selected the red [Action-Select] will be available on the top right of the screen. Here marked in green:
The last relevant page is the Setup page, where we show with borders:
- Document and metadata options in Green
- Users access on Red
- Workflow and Indexes in Yellow
I. Document Type
The first thing we need to do is create a ‘Document Type’ as ‘processes’ will be associated to it.
- [System-Select] > Setup
- Click on ‘Document Type’ button
- [Action-Select] > Create Document type
- Fill out ‘Label’ on the form
- Click ‘Save’
Document Management Systems rely on key information for classification and easy access to the documents. The information is about relevant content of the file. It can be an Invoice number, the date in a receipt, what the document is about like ‘Sales Report’ type.
We can create the fields to be filled. And select which ones will be used depending on the type of document that we declare we are uploading.
Note: Mayan can also use the file metadata (file creation date etc.) and you can use it for your filing preferences. We will not be using it on this example.
- Name is the object name by which you will be referring to.
- The Label is the string that is shown to the user and will be sorted alphabetically so use numbers or letters so they will appear in the correct order.
- The values are stored as text. Even dates that use the format YYYY/MM/DD
- If a metadata field is a ‘selector’ use the lookup text area to list the options separated by a comma. A default value for the select box can be provided.
- The validator will block an entry if the value is not valid
- A parser on the other hand will try to format a value to the desired format. On a date the value on the parser text area will be: mayan.apps.metadata.parsers.DateParser
- [System-button] > Setup
- Click on ‘Metadata types’
- Click [Action] Selector > Create New
- Fill out the form as needed: Name, Label, Default value, Lookup text value and click ‘Save’
|Name||Label||Default value||Lookup items||Validator||Parser|
|department||1. Department||Department A||Department A, Department B, Department C|
|claimId||2. Claim ID|
|dReceived||3. Date received||mayan.apps.metadata.parsers.DateParser|
Now let’s associate the ‘Metadata Types’ to the Claim ‘Document type’.
The relation can be stated for each one of the Metadata Types, but it is easier through the ‘Documents Types’ page:
- [System-button] > Setup
- Click on ‘Document types’
- On the ‘Claim’ [Item Option], click the ‘Metadata types’ button
- Click on the ‘Optional’ button
Click ‘Submit’ button