Xerox SmartSend Support & Software User Guide
Document Attributes
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Document Attributes
The Document Attributes page is used to add additional information to scan documents for filing and
managing documents in specific destinations. Document attributes, commonly called "metadata," are the
properties that describe the output document. They are stored with the document and help organize filing to
document destinations.
managing documents in specific destinations. Document attributes, commonly called "metadata," are the
properties that describe the output document. They are stored with the document and help organize filing to
document destinations.
Fields for a particular workflow can be set using the Fields region. Alternatively, a profile can be used as a
shortcut to apply fields to a workflow.
shortcut to apply fields to a workflow.
To access the Document Attributes page:
1
Navigate to the User Home Page and click View All Workflows.
2
From the list of workflows in the Workflow Explorer select the workflow for which you want to change
document attributes.
document attributes.
3
Click Edit this workflow from the list of workflow tasks in the left panel.
4
From the Workflow Editor click Document Attributes from the left panel.
The Document Attributes page is also accessed by following the workflow creation wizard when a workflow
is created.
is created.
Document Attribute Profiles
Document profiles are sets of document attribute fields configured for reuse. Using a profile eliminates the
need to configure attribute properties for each workflow. Each field in the profile is associated or mapped to
a corresponding field for one or more destinations.
need to configure attribute properties for each workflow. Each field in the profile is associated or mapped to
a corresponding field for one or more destinations.
A document profile may include default or custom attribute properties and mappings that are common to a
specific workflow. Typically, document profiles are listed by workflow document destinations. For example,
the profile FTP only is a document profile for an FTP destination. The Basic document profile (containing
Title and Description fields) is installed with SMARTsend. If specific attributes are used often, then a
specialized profile should be customized and saved for these attributes.
specific workflow. Typically, document profiles are listed by workflow document destinations. For example,
the profile FTP only is a document profile for an FTP destination. The Basic document profile (containing
Title and Description fields) is installed with SMARTsend. If specific attributes are used often, then a
specialized profile should be customized and saved for these attributes.
For example, if Name and Version attributes are often needed, a profile can be created which groups these
attributes under a profile. A mapping is then made of these attributes to fields for one or more destinations.
For the DocuShare destination, the Name attribute in the profile can be mapped to the Title field on
DocuShare, and the Version attribute can be mapped to the Description field on DocuShare.
attributes under a profile. A mapping is then made of these attributes to fields for one or more destinations.
For the DocuShare destination, the Name attribute in the profile can be mapped to the Title field on
DocuShare, and the Version attribute can be mapped to the Description field on DocuShare.
Specifying a Profile
To specify a profile for a workflow:
1
Navigate to the Document Attributes page for the workflow.
2
Select an existing document profile from the Use the Following Profile drop-down list.
Profile lists are filtered by destinations in the workflow. You will only see those profiles with mappings to
destinations in the current workflow.
destinations in the current workflow.
Deleting a Profile
Users can only delete profiles that they own.
To delete a profile:
1
Navigate to the User Home Page.