newbie document structuring advice

[gwaitsi]

Hi there, just playing around with openkm and would like some advice on the best way to structure.

by way of example.

let's say i have an insurance invoice/receipt which is tax deductable. To i want to be able to associate the document with a number of things
- tax year return i.e. 2014
- insurance policy for a particular thing i.e. association to a property
- insurance company - validity period - invoice

In other words, i could search for;
- insurance company - see the invoice
- tax year - see the invoice
- property - see the invoice
- insurance period - see the invoice

i am a little confused has best to structure this in terms of the taxonomy, categories, key words, meta data

any advice welcome

[jllort]

You must use metadata for it, this is the best and complete options what covers all cases. You must read this section http://wiki.openkm.com/index.php/Proper ... nistration and subsection with care, do some tests and sure you'll got it.
About taxonomy structure is you got some skill with java you could automatically create destination folders based on metadata documents, this can be done with automation http://wiki.openkm.com/index.php/Automation ( with set properties event and scripting http://wiki.openkm.com/index.php/Scripting_-_OpenKM_6.2) -> probably is the more easy.

[gwaitsi]

thanks again jllort for the pointer....i just imported so far to taxonomy and created categories and keywords.

i will look into what you advised.

[jllort]

The best options is always working with metadata, because are fields based on enclosed list. Specially we do not recommend the use of categories when there's more than 10-20 users, because with non controlled keyword creation you can create a huge confusion ( a huge number of keyword can make this feature not usable ).