Configuring Content Central: Initial Setup of Fields, Catalogs, and Document Types

Configuring Content Central: Initial Setup of Fields, Catalogs, and Document Types


Notes
Product: Content Central
Best For: Administrators
Industry: All
Summary: The article guides administrators through the initial configuration of Content Central, focusing on setting up essential metadata fields, Catalogs, and Document Types. Specifically, it details how to access the Administration section, define Global Fields, create an "Accounts Payable" Catalog with an "Invoice" Document Type, and then add Global Fields like Capture Date, Invoice Number, and Vendor to the Document Type Fields within that Catalog for effective document organization and retrieval.

Content Central is a robust document management system designed to streamline the way organizations capture, store, and manage documents. Proper configuration is essential to ensure the system meets your organization’s unique requirements and operates efficiently. This article will guide you through the key steps for configuring Content Central, from initial installation and system folder setup to user management and advanced settings. Whether you are preparing for a new deployment or optimizing an existing environment, following these instructions will help you establish a secure, organized, and fully functional Content Central system.

✍️Step 1: Understanding and Adding Fields

Fields are essential metadata elements used to organize, identify, and retrieve documents within Content Central. Before configuring automation or setting up workflows, it's important to define the right fields that will capture key information from your documents.

  1. Log in to Content Central as an Admin or a member of the Administrators group.
  2. Open the Navigation Drawer on the top left corner, and select Administration.
  3. Select Global Fields.

  4. Select Add Field to show the Global Field Details page.

  5. Set the field settings:
    1. Name. Enter the official name of the field. (e.g., Invoice Number)
    2. Display Name: Enter the name that will be displayed for the user. Or, leave it blank to display the field name
    3. Type. Select the type of the field between Numeric, Date, and Text.
    4. Format. Select the format that the data should take. Varies depending on the type.
    5. Check or uncheck field options:
      1. Auto-populate date using capture. When checked, the date type field is automatically filled with the current date.
      2. Use this field when capturing/editing. When checked, the field will show in the Properties panel.
  6. Click Apply to save changes.

📄Step 2: Add a Catalog and Document Type 


Catalogs are used to group related document types together. This helps in organizing and managing documents based on categories or departments. Document types define the specific structure and metadata fields associated with documents within a catalog.

  1. Log in to Content Central as an Admin or a member of the Administrators group.
  2. Navigate to Administrations, and select Catalogs and Document Types.
  3. Select Create New. 

  4. Enter the catalog name (e.g., Accounts Payable), and select Apply.

  5. Rename the Default document type by selecting Rename. Enter the name of the document type (e.g., Invoice), and select Apply.


📄Step 3: Add Document Type Fields


Document Type Fields are essential metadata elements used to organize, identify, and retrieve documents within Content Central. They are linked to one document type, instead of being used by many document types. Before configuring automation or setting up workflows, it's important to define the right fields that will capture key information from your documents.

  1. Log in to Content Central as an Admin or a member of the Administrators group.
  2. Go to the Administration > Catalogs & Document Types page.
  3. Select a catalog from  the Catalog drop-down menu. Then, select a document type from the Document Type drop-down menu.

  4. Select Fields to show the Manage Fields page.

  5. Select Add Field.
    1. Check the Use Global Fields box to add an existing global field. Select from the list of global fields to add. Click Apply to save.

    2. Or, uncheck Use Global Field. Then, enter the field settings for the new doc type field to add. Click Apply to save. 

Info
Global Fields can be can be used by multiple document types. DocType Fields are exclusive to one document type.