Tài liệu Module 3: Configuring the Workspace docx

Creating a Document Profile and Document Profile Property Explain the role of metadata in document profiles in SharePoint Portal Server.. Overview Planning a New Workspace Creating and

Contents

Overview 1

Creating and Configuring a Category 6

Creating a Document Profile and

Creating Document Folders and

Interaction of Categories, Document

Review 41

Module 3: Configuring the Workspace

Information in this document is subject to change without notice The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended

to represent any real individual, company, product, or event, unless otherwise noted Complying with all applicable copyright laws is the responsibility of the user No part of this document may

be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation If, however, your only means of access is electronic, permission to print one copy is hereby granted

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property

 2001 Microsoft Corporation All rights reserved

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint, SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32 are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A and/or other countries

Other product and company names mentioned herein may be the trademarks of their respective owners

Instructor Notes

This module provides students with the information necessary to configure a Microsoft® SharePoint™ Portal Server 2001 workspace

After completing this module, students will be able to:

Develop a plan for implementing the workspace in an organization

Create and configure a category for document management

Create a document profile and a document profile property

Create document folders and modify folder properties

Describe the relationship between categories, document profiles, and document folders

Materials and Preparation

This section provides the materials and preparation tasks that you need to teach this module

Required Materials

To teach this module, you need the Microsoft PowerPoint® file 2095a_03.ppt

Preparation Tasks

To prepare for this module, you should:

Read all of the materials for this module

Complete the lab

Instructor Setup for a Lab

This section provides setup instructions that are required to prepare the instructor computer or classroom configuration for a lab

Lab A: Organizing Documents

To prepare for the lab

• Review the scenarios that are used in the lab

Presentation:

60 Minutes

Lab:

30 Minutes

Module Strategy

Use the following strategy to present this module:

Planning a New Workspace Discuss all the planning issues that a student should consider before configuring the workspace Describe how user needs can determine how the coordinator at the workspace level plans categories, properties, and

document folders for the workplace The concepts and procedures that are discussed in this topic are reinforced in Lab A, Organizing Documents

Creating and Configuring a Category Demonstrate how to create a category and how to configure category descriptions, keywords, images, and contact information Lab A, Organizing Documents, reinforces content from this topic by having students create a category hierarchy

Creating a Document Profile and Document Profile Property Explain the role of metadata in document profiles in SharePoint Portal Server Show the students how to locate document properties for documents that preceded the installation of SharePoint Portal Server and how to locate SharePoint Portal Server properties for the purpose of integrating existing document properties into the SharePoint Portal Server workspace

Demonstrate how to create a document profile by using the Add Document Profile Wizard Demonstrate the procedure for creating a custom document profile property Demonstrate the procedures for editing and deleting document profile properties, and for deleting a document profile Lab A, Organizing Documents, reinforces content from this topic by having students create a custom document profile

Creating Document Folders and Modifying Folder Properties Discuss folder property inheritance and naming restrictions, how to create document folders, and how to modify folder properties Lab A, Organizing Documents, reinforces content from this topic by having students create document folders

Interaction of Categories, Document Profiles, and Document Folders Discuss and demonstrate the relationship between categories, document profiles, and document folders in the workspace

Customization Information

This section identifies the lab setup requirements for this module and the configuration changes that occur on student computers during the labs This information is provided to assist you in replicating or customizing Training and Certification courseware

The lab in this module is also dependent on the classroom

configuration that is specified in the Classroom Setup Guide for Course 2095A,

Implementing Microsoft® SharePoint™ Portal Server 2001

Lab Setup

The following list describes the setup requirements for the lab in this module

Setup Requirement 1

The lab in this module requires logging on as Judy Lew (JudyLe), a coordinator

at the workspace level, in order for students to configure the workspace To prepare student computers to meet this requirement, perform the following action:

• Use either the SharePoint Portal Server Administration or the Workspace Settings Wizard to assign Judy Lew as a coordinator at the workspace level while you are logged on as Suzan Fine (SuzanF), a local administrator

Setup Requirement 2

The lab in this module requires that Microsoft Internet Explorer be set up and that the default home page be set to the SharePoint Portal Server workspace in order for students to connect to the dashboard site To prepare student

computers to meet this requirement, perform the following actions:

Initialize Internet Explorer for Judy Lew (JudyLe)

On the Internet Explorer Tools menu, click Internet Options to change the

home page for Judy Lew (JudyLe) so that it displays the SharePoint Portal Server dashboard site that is being used for this lab,

(http://your_server_name/AdvWorksWorkspace)

Lab Results

Performing the lab in this module introduces the following configuration changes:

Categories, document profiles, and document folders are created

The Adventure Works Product document profile is assigned as the default document profile on the Casual Clothes document folder

Important

Overview

Planning a New Workspace

Creating and Configuring a Category

Creating a Document Profile and Document Profile Property

Creating Documents Folders and Modifying Folder Properties

Interaction of Categories, Document Profiles, and Document Folders

Microsoft® SharePoint™ Portal Server 2001 provides an integrated document management environment by using categories, document profiles, and document folders to organize documents in the workspace The SharePoint Portal Server workspace includes folder hierarchies and document management tools that increase the efficiency of the document search process

As the coordinator at the workspace level, you determine how document management is implemented in your organization by creating and configuring categories and document profiles, and by creating a document folder hierarchy After completing this module, you will be able to:

Develop a plan for implementing the workspace in an organization

Create and configure a category for document management

Create a document profile and a document profile property

Create document folders and modify folder properties

Describe the relationship between categories, document profiles, and document folders

In this module, you will learn

about organizing documents

in a SharePoint Portal

Server workspace and

about the planning issues

related to these tasks

Planning a New Workspace

Determining User Needs

Planning Categories, Document Profiles, and Document Folders

As a coordinator at the workspace level, you are responsible for creating the initial workspace structure that contains and organizes workspace documents

To do this, you create standard and enhanced document folders, categories, and document profiles However, before you can implement document management

in the workspace, you must examine your organization’s existing document management practices, security and approval policy requirements, and the current and future needs of your workspace users After this is accomplished, you can use the information gathered from your workspace users to organize your workspace document folders, categories, and document profiles

the workspace, you must

examine your organization’s

existing document

management practices,

security and group policy

requirements, and the

current and future needs of

your workspace users

Determining User Needs

Locating Documents: Users

need explicit and efficient ways

to search for and locate documents

Securing Documents: Users

must be able to control access

to their documents by using permissions

Implementing Approval Policies: Users must be able

to get approval on some documents before they are made available to other usersWorkspace

Creating a well-organized workspace involves performing a user needs analysis

to determine how your organization’s user needs and approval policies map to the organizational tools provided by SharePoint Portal Server This user needs analysis determines which categories, document profiles, and document folders you will need to create to organize the documents in your workspace

Begin your user needs analysis by meeting with a point-of-contact from each department in your organization This point-of-contact should be someone who

is familiar with the document management requirements of the department and has the time to help you devise a plan for gaining departmental support for the implementation of the SharePoint Portal Server workspace

When determining your users’ needs, consider that all users require the ability to:

Locate documents Users need explicit and efficient ways to search for and

locate documents

Secure documents Users must be able to control access to their documents

by using read-only, read/write, or no access permissions

Implement approval policies Users must be able to get approval on some

documents (for example, sales data, product information, or white papers) before they are made available to other users within or outside the organization

Topic Objective

To outline the process used

to identify user needs

Lead-in

To create a workspace that

effectively organizes the

user documents in it, you

need to know how your

existing user needs and

approval policies

correspond to the

organizational tools that

SharePoint Portal Server

provides

Planning Categories, Document Profiles, and Document Folders

Planning Categories

Planning Categories Categories

Competitors Division Overview Products

Planning Document Profiles

Title

Document profile

Author Keywords Description

Planning Document Folders

Documents Financial Reports Forecast Travel Reimbursement

SharePoint Portal Server supports document management by using categories, document profiles, and document folders to organize documents in the workspace Each of these components has specific issues related to planning

Planning Categories

Categories are optional–they enable users of a SharePoint Portal Server workspace, typically readers, to search and browse for documents in the workspace Because categories are assigned to individual documents, they do not affect, or rely on, the location of the document in the document folder hierarchy Therefore, a single document can be associated with several categories

Determining Which Categories to Create

To determine which categories you will need to create, ask users and content owners how their documents are currently organized Determine the strong and weak points of the current structure, and then develop categories that build on this structure You can use the existing folder hierarchy as a model for developing a new category hierarchy if it meets the needs of your users

Determining How Many Categories to Create

Determining the number of categories to create depends on the type of business that you are involved in For example, if you are setting up a workspace for a large manufacturing firm that produces a wide range of diverse products, hundreds of categories may be required to support effective user browsing However, if you are setting up a workspace for a small consulting firm that specializes in a small niche field, fewer than twenty categories may be required

Topic Objective

To outline the processes for

planning categories,

document profiles, and

document folders in the

Emphasize that categories

are created for SharePoint

Portal Server readers, the

users who will be browsing

for documents

Planning Document Profiles

Every document that is stored in the workspace has a document profile

associated with it A document profile describes a document by using properties such as Company, Manager, or Subject These properties contain descriptive words (metadata) that pertain to the document but may not actually be in the document itself For example, if you work in an investment firm that uses a group of documents that discuss the merits of small high-tech startup companies, you could create a document profile that enables you to classify these companies by customer account name, risk level, technology area, size, location, and so on Using the previous example, this process is illustrated as follows:

1 You associate the documents with the new document profile and set the property values for each document

2 A reader performs a search for documents that may or may not contain the reader’s chosen property, such as "Microsoft Account"

3 The documents that contain "Microsoft Account" as the value of the customer account name property will be included in the search results

Using the Base Document Profile

The Base Document profile supplied with SharePoint Portal Server is the default document profile that is used when no other document profile is specified SharePoint Portal Server provides nine properties (system properties) that you can choose from, or you can create your own custom properties The Base Document profile contains the Title, Author, Keywords, and Description system properties

Determining Which Document Profiles to Create

To determine which document profiles to create, ask your department contact for a list of document classifications and properties that are currently used or would be useful to create

point-of-Planning Document Folders

SharePoint Portal Server uses document folders to establish security and to apply departmental policies that are implemented as approval processes

Determining Document Level Security and Approval Policies

To determine which document level security and approval policies to configure for the workspace, consider that the document level security requirements and approval policies for a group of documents can be linked to either the

organization units or authors These organization units or authors are responsible for creating and maintaining the documents Document folders and the folder hierarchy are used mainly by authors

Creating a Document Folder Hierarchy

One approach for creating the document folder hierarchy is to begin with a folder hierarchy that matches your organizational hierarchy, and then expand on this basic structure By including one standard and at least two enhanced document folders for each organizational unit represented in your document folder hierarchy, you ensure that each of the document publishing scenarios (adding documents to standard folders and publishing documents in enhanced folders) is accounted for

Emphasize that document

folders are created for

SharePoint Portal Server

authors, the users who will

be creating documents

Open the Web folders view

of the workspace and show

the student the folder

structure that was

developed for this course

Creating and Configuring a Category

Creating a Category

Configuring a Category

Categories provide a central, manageable taxonomy of terms that enable coordinators to group documents that share similar characteristics or content within the workspace In this way, categories provide a flexible way to both describe and locate documents Although categories are not required to find documents in the workspace, they are valuable for locating groups of documents that are related to a specific topic Categories appear as hierarchical views that are exposed in both the Web folders view of the workspace and on the dashboard site To help your users find groups of similar documents, you can create and configure categories that will be used by readers when they do not have a specific document in mind This topic describes how to create and configure categories

Topic Objective

To outline this topic

Lead-in

Categories provide a flexible

way to both describe and

locate documents

If necessary, to help

students who are not

familiar with the term

taxonomy, explain that

categories are used to

group documents together

when they can be classified

into the same “family” due to

similar characteristics or

content

Creating a Category

File

New

Categories

Using the File Menu

Using the Shortcut Menu

Right-click workspace window background

Only coordinators at the workspace level can create a new category To create a new category, use the Web folders view of the workspace There are two ways

to create a category in the Web folders view: you can use the File menu or you

can use the shortcut menu

Using the File Menu to Create a Category

To create a new category by using the File menu:

1 Open the Web folders view of the workspace

2 Navigate to the desired category level

3 Click File, point to New, and then click Category

Using the Shortcut Menu to Create a Category

To create a new category by using the shortcut menu:

1 Open the Web folders view of the workspace

2 Navigate to the desired category level

3 Right-click the window background, point to New, and then click Category

After you create a category, SharePoint Portal Server updates the workspace index to include the new category Updating the workspace index enables a document author (and coordinators at the workspace level) to assign the new category to a document After documents have been associated with a category, readers can use the category to find documents by browsing the categories that are displayed on the dashboard site

Topic Objective

To outline the permissions

and tasks associated with

creating a category

Lead-in

You can create a category

by using the File menu or by

using the shortcut menu

Open the Categories folder

and demonstrate how to

create a new category by

using the File menu and the

shortcut menu (right-click)

The new category must be

added to the workspace

index, which takes several

seconds When you give the

category a new name, the

new name is added to the

workspace index

Note

Uniquely Identifying a Category

A category must be uniquely identifiable in a workspace In SharePoint Portal Server, a path identifies a category The path corresponds to the URL of the category in the workspace For example, the URL of a category named “sql” under a top level category named “products” is:

http://myserver/SharePoint Portal Server/myworkspace/categories/products/sql

This category is identified on publishing forms and in a category query by the category path “:products:sql” If the name of the category is changed, the category will contain the same documents that it did before it was renamed The rename operation initiates a process that reassigns all the documents with the new category name

For information about programmatically creating categories and managing additional workspace components, see Appendix A, “Developing

with SharePoint Portal Server,” in Course 2095A, Implementing Microsoft®

SharePoint™ Portal Server 2001

Note

Configuring a Category

The Properties page of a category is used to establish the description,

keywords, associated picture, and contact information for the category

Configuring Category Descriptions

Category Descriptions provide users with helpful information about each category so that users can decide if a specific category is appropriate to use Use

the Description: box on the General tab to configure descriptions for a

category

Configuring Category Keywords

Category Keywords help users who are searching a dashboard site to find

categories Use the Add or select keywords: box on the General tab to

configure keywords for a category

Configuring a Category Picture

You can use category pictures to help users to understand what the category contains You can provide a URL where SharePoint Portal Server can access an image to associate with the category in the workspace and on the dashboard

site Use the URL of category picture: box on the General tab to configure

images for a category

Configuring Category Contact Information

Category Contact Information provides a name and an e-mail address for users

to contact if they need information about or have problems with a category Use

the Category contact name: and the Category contact e-mail address: boxes

on the General tab to configure contact information for a category

Topic Objective

To outline the process of

configuring a category

Lead-in

Use the Properties page of

a category to establish the

description, keywords,

associated picture, and

contact information for the

category

At this point you should

consider demonstrating the

process of creating a new

category, opening the

Properties page, and

assigning properties to the

category

Creating a Document Profile and Document Profile Property

Using Metadata in a Document Profile

Creating a Document Profile

Creating a Document Profile Property

Types of Document Profile Properties

Editing a Document Profile Property

In many organizations, users cannot consistently locate documents containing similar subject matter This is especially true if the words that the user chooses for a search query are not found in the body of the document

SharePoint Portal Server uses metadata to organize the content of the workspace Every document in the workspace is assigned a document profile that contains descriptive metadata As a coordinator, you can use the Add Document Profile Wizard to create a document profile You can use default document profile properties included in the base document, or you can create custom document profile properties

document profile To create

a document profile, use the

Add Document Profile

Wizard

Using Metadata in a Document Profile

Management

Document Profiles

Title

Document profile

Author Keywords Description

Metadata

value property

In SharePoint Portal Server, the term metadata refers to the properties of a document and the values that are associated with those properties For example, you can create a custom property named City and associate a number of values with this property, such as New York and Tokyo

Integrating Metadata with SharePoint Portal Server

To help integrate metadata with SharePoint Portal Server, every document in the workspace is assigned a document profile Document profiles consist of words, phrases, or document profile properties that may or may not appear in the body of the document, such as the document author Document profiles and document profile properties enhance the search process by supplying search queries with values that are not in the body of a document Document profiles are created and stored in the Document Profiles folder, which is a subfolder of the Management folder

Integrating Existing Metadata with SharePoint Portal Server

Document metadata is stored in many different locations in Microsoft products Because SharePoint Portal Server is an application that integrates with

Microsoft Office applications, it uses both document properties and SharePoint Portal Server properties

Properties are generally stored in one of the following two locations:

Document properties that are set in an Office application (by clicking

Properties on the File menu) are stored in the document itself in OLE

storage

SharePoint Portal Server properties, set on profile forms, are stored as additional columns on the document row in the Microsoft Web Storage System

Topic Objective

To explain the relationship

between metadata and a

document profile, and to

describe how a document

profile enhances the

document search process

Lead-in

In SharePoint Portal Server,

the term metadata refers to

the pairing of a property with

a value assigned to that

property

Demonstrate a quick search

by using a document profile

property

Most organizations have

existing document metadata

when SharePoint Portal

Server is installed For any

students who are familiar

with Site Server, point out

that in Site Server 3, the

metatag is supported in

HTML documents (<META

name=”PropertyName”

value=”Property Value”>)

However, SharePoint Portal

Server does not promote

these properties from within

HTML docs

Using Property Promotion and Demotion

The goal of property promotion and demotion is to synchronize existing document properties with SharePoint Portal Server properties Promotion and demotion from other property sets, such as Hypertext Markup Language (HTML) metatags, is not supported

Property promotion and demotion will occur only if the document supports

IpropertySetStorage, the Component Object Model (COM) storage object

interface All Office 2000, Office XP, and SharePoint Portal Server documents save their properties in a way that enables them to be accessible using this interface Only Office formats are supported—promotion and demotion will not occur for htm or txt files

The following table lists various promotion and demotion scenarios and their consequences

Set an Office property, such as Author, on a document in Microsoft Word

The property value automatically appears on the profile form if there is a property of the same name on the form This occurs when a document is saved to a standard folder or when

it is checked into an enhanced folder

Change the Author value on the profile form

The next time you view Office properties, the new Author value is reflected

Check out a document and change the Author value in Office properties

The new Author value is promoted to the profile form the next time you check in the document

Move a document from one workspace to another

All the Office properties are included with the document and will appear in Office properties when opened by using Word from the new workspace

Use a script to set an Office property

on a document in the SharePoint Portal Server Web Storage System

The next time the document is opened, the

Properties page that is displayed by Office

reflects the changes For example, if you programmatically set the Author of all SharePoint Portal Server properties to

“SharePoint Portal Server PM,” this change will be reflected in the Office Author property.Create a custom Office property, and

there is a SharePoint Portal Server property of the same name

The property value will be promoted and demoted between Office properties and the profile form

Create a shortcut and add it to the workspace

The target of the shortcut is promoted to the link property in the SharePoint Portal Server Web Storage System

Set metadata information on a document in a standard folder by using a profile form

If the metadata is lost at some later date, because the user accesses and saves the document by using Installable File System (IFS), the user can easily recover all of the information by simply opening the document profile form through Web folders This causes all of the original values to be promoted from within the document

Demonstrate property

promotion and demotion

Create a new document in

Microsoft Word and set the

Author property Use the

File menu to save the

document to an enhanced

folder in the workspace Use

the File menu to check in

the document Open the

Web folders view of the

workspace to view and then

change the document's

Author property (right-click

the document, and then

click Properties) The Word

property was promoted to

SharePoint Portal Server

Check in the document Use

Word to show that the

Author property set in

SharePoint Portal Server

has been demoted to the

Office application

Limitations

The only user-defined Office custom properties that are supported are Type, Number, Date, and Text Yes/No properties are not promoted or demoted The only multi-valued property that is supported is Keywords Multi-valued custom properties are not supported because Office does not support multi-valued custom properties

The Comments property in Office is promoted to the Description property in SharePoint Portal Server, and vice versa

Note

Creating a Document Profile

Title

Document profile

Author Keywords Description

Coordinator

Add Document Profile Wizard

As the coordinator at the workspace level, you can create document profiles and document profile properties by using the Add Document Profile Wizard All document profile properties are displayed as check boxes on the Select Properties page of the Add Document Profile Wizard These properties are displayed as fields on the document profile form When they check in their documents, authors use the fields on the profile form to enter descriptive metadata about their documents, such as the author name, keywords, and categories

When you start the Add Document Profile Wizard, you can choose any existing document profile as a template for a new document profile By default, the Base Document profile is supplied as the template document profile The Base Document profile contains four system properties (included by default with SharePoint Portal Server) that are applicable to all documents: Title, Author, Keywords, and Description Depending on the needs of your organization, you can choose additional system properties from the defined list, or you can create your own custom document profile properties, such as Customer Satisfaction

To override the properties that are supplied with the document profile that is being used as a template, clear the appropriate check box

Creating a Document Profile

To create a document profile:

1 Open My Network Places, and then connect to your workspace

2 Open the Management folder

3 Open the Document Profiles folder, and then double-click Add Document

Profile

4 On the Welcome page, click Next

Topic Objective

To present the procedure for

creating a document profile,

which enables users to

assign metadata to a

document

Lead-in

As the coordinator at the

workspace level, you can

create document profiles

and document profile

properties by using the Add

Document Profile Wizard

Demonstrate this procedure

during the lecture

5 On the Document Profile page, enter a name for the new profile, select a

document profile to be used as a template for the new profile, and then click

Next

The profile name must be unique and cannot contain the following characters: \ ? # * < > % / | “ ~

6 On the Select the properties page, select the document profile properties

that you want to include in your new profile by selecting the check boxes next to the property names To create a new document profile property,

click New, or to modify an existing property, click Edit on this page After you are satisfied with the properties that are selected, click Next

By selecting the Categories property, you enable users to associate category properties with their documents

7 On the Configure the property order page, you can arrange the order in

which the properties will appear to authors when they check in a document,

click Next

8 On the Completing the Create Document Profile Wizard page, click

Finish

Deleting a Document Profile

To delete a document profile:

1 Open My Network Places, and then open the Management folder

2 In the Management folder, open the Document Profiles subfolder

3 Right-click the document profile that you want to delete, and then click

Creating a Document Profile Property

You must be a coordinator at the workspace level

Coordinator Workspace

Properties are schema and are scoped

to the workspace

You can change existing properties

Property names cannot exceed 255 bytes in length

Before you create a custom document profile property, consider the following:

You must be a coordinator at the workspace level to create a customized document profile property

Document profile properties are part of the SharePoint Portal Server schema and are scoped to the workspace level This means that when you create or edit a document profile you can choose from among all the document profile properties that have been created in that particular workspace because they are shared at the workspace level If you have more than one workspace on your server, you must duplicate the profile for each individual workspace

At any time, you can rename an existing document profile property and change whether the property is required

Property names cannot exceed 255 bytes in length and observe the same character restrictions as document profile names

After you create a new property, you can add it to any new or existing document profile Likewise, if you change the attributes of a property, the changes that you make will affect how the property appears on all document profile forms

Topic Objective

To present the procedure for

creating a document profile

property

Lead-in

To create custom document

profile properties you must

be a coordinator at the

workspace level

The properties that you

create become common, or

shared, so that you can

select them from the

available document profile

properties list just as you

select a SharePoint Portal

Server system property Tell

students that information

about how document

profiles and profile

properties are related to the

SharePoint Portal Server

schema is included in

Appendix A, “Developing

with SharePoint Portal

Server,” on the Student

Materials compact disc

To create a custom document profile property:

1 Open My Network Places, and then open the Management folder

2 In the Management folder, open the Document Profiles subfolder

3 Right-click the document profile that will include the new document profile

property, and then click Properties

4 On the Properties tab, click Select Properties

5 Click New, and then, in the Field name box, type a unique name for the

new property

6 Select the type of property that you want to create (Text, Number, List, Multivalue List, Comment box, or Date)

• If you create a List or Multivalue List property, click Values to specify

the values for the list These values will apply to this property in all document profiles

• If you want to allow users to enter values that are not included in the list,

select the Allow users to enter values not in the list check box The

values that users enter in this case will appear only in the individual document profile that the user works with

• If you want to require that the property is used, select the Require users

to enter a value for this property check box

7 Click OK twice

The document profile is now modified to include the new document profile property

Types of Document Profile Properties

Provides users with a text entry field that will hold up to 255 characters using a multiline format

List Provides users with a list of possible values, from which they can select a single value

When you create a document profile property, you must specify the property type and whether it is a required property for a document If it is required, to check in the document the author must enter a value on the document profile form

Types of Properties

The following table lists and describes the six types of properties

Property type Description

Text Provides users with a text entry field that holds up to 55

characters on a single line

Number Provides users with a numeric entry field

List Provides users with a list of possible values, from which they

can select a single value

Multivalue List Allows users to select multiple values

Date Provides users with a date entry field

Comment box Provides users with a text entry field that will hold up to 255

characters using a multiline format

The profile form user interface does not allow users to enter text in a numeric field Comment boxes, however, allow users to enter free-form text

Topic Objective

To outline the process of

using field options

Lead-in

When you create a

document profile property,

you must specify the type of

property it is and whether it

is a required property for a

document

Note