Tracking document life and version

[alloydog]

In the Properties tab for a document, there is the Status. Currently it seems it only shows \"Available\" and \"Locked by ...\"

I know theses come from where the document is unlocked or locked, but is it possible to have more statuses? Such as \"Draft\", \"Peer reviewed\" \"Approved\" and so on?

Also, how do you increase a document version number but the major number, that is, say, from 1.3 to 2.0?

[jllort]

For extends document properties you must use metadata ( we call as property groups ) where you can define closed list, input box etc... ( OpenKM comes with a example called my_group.cnd on %jboss_home% -> please try it on a developement environment not production, because you can not delete metadata structure when after defining ).

About number version you can not pass from 1.0 to 2.0 it\'s a tree structure naming nodes and always start with 1. if you forget this starting \"1.\" probably you\'ll view as normal naming versioning :

1.1 1
1.2 2
1.3 3
1.4 4
1.3.1 3.1 ( return to version 3 and increasing version )
1.3.2 3.2

[alloydog]

Is this the file:

Code: Select all

~$ cat /opt/OpenKM-3.0/my_groups.cnd
<okm = \'http://www.openkm.org/1.0\'>
<okg = \'http://www.openkm.org/group/1.0\'>
<okp = \'http://www.openkm.org/group/property/1.0\'>

[okg:tecnologia] mixin
- okp:tecnologia.tipo (string) = \'\' multiple autocreated
- okp:tecnologia.lenguaje (string) = \'\' autocreated
- okp:tecnologia.descripcion (string) = \'\' autocreated
- okp:tecnologia.comentario (string) = \'\' autocreated

[okg:consultoria] mixin
- okp:consultoria.tipo (string) = \'\' autocreated
- okp:consultoria.comentario (string) = \'\' autocreated

[jllort]

Exactly this is one of the needed files.

my_groups.cnd -> properties declaration
PropertyGroupValues.properties -> avaliable values for properties
PropertyGroupBundle.properties -> the property key values translation

For example:

1-On my_groups.cnd you can find okp:tecnologia.tipo -> this defines the property \"tipo\".
2-On PropertyGroupValues.properties you can see okp\\:tecnologia.tipo=4,uno,dos,tres

First number indicates representation
1- Input
2- TextArea
3- List
4- List select multiple

and
\"uno,dos,tres \" indicates avaliable values for this property.

3- Now only need to translate property and values on some languages ( at least one ) on PropertyGroupBundle.properties file:

okp\\:tecnologia.tipo.uno=Tipo Uno
okp\\:tecnologia.tipo.dos=Tipo Dos
okp\\:tecnologia.tipo.tres=Tipo Tres

Only one suggestion -> if you change properties file, probably you\'ll need to restart jboss server ( I\'m not sure about it, at least you need to restart OpenKM because property group ( metadata ) is only loaded at startup OpenKM login.

A final suggestion, because property group can not be removed after registering, consider to try on a testing environment not on a production. You can always overload metadata with more values and properties but you can not delete it. ( it\'s for historic repository reason ).

Hope it\'ll help you.

[alloydog]

OK, I have now registered the my_groups.cnd file, and can see the different properties values under Administration | Properties. Clicking View, shows the different properties.

But... how do I assign these to a document?

For example, if I created a property called Status, with the values \"Draft, Reviewed, Approved\". How would I add it to the list of document properties.

Currently, all I still is:
UUID
Name
Folder
Size
... and so on.

I don\'t see any of the new properties in the Properties section for the document.

[pavila]

There is a pair of buttons in the toolbar that can add or remove property groups. Once a property group has been assigned to the document, a new tab will appear in the document properties.

[alloydog]

Thanks, I see it now.

However, I added the new details to the files, but must have done something wrong, as I don\'t get my new option.

Here are the files, with my additions in red: *I have added a space between colons (: ) and s to stop the smilies...

my_groups.cnd:
<okm = \'http://www.openkm.org/1.0\'>
<okg = \'http://www.openkm.org/group/1.0\'>
<okp = \'http://www.openkm.org/group/property/1.0\'>

[okg:tecnologia] mixin
- okp:tecnologia.tipo (string) = \'\' multiple autocreated
- okp:tecnologia.lenguaje (string) = \'\' autocreated
- okp:tecnologia.descripcion (string) = \'\' autocreated
- okp:tecnologia.comentario (string) = \'\' autocreated
- okp:tecnologia.versioning (string) = \'\' multiple autocreated

[okg:consultoria] mixin
- okp:consultoria.tipo (string) = \'\' autocreated
- okp:consultoria.comentario (string) = \'\' autocreated

[okg: status] mixin
- okp: status.tipo (string) = \'\' autocreated
- okp: status.comentario (string) = \'\' autocreated

PropertyGroupBundle.properties:
okg\\:tecnologia=Tecnología
okp\\:tecnologia.tipo=Tipo
okp\\:tecnologia.tipo.uno=Tipo Uno
okp\\:tecnologia.tipo.dos=Tipo Dos
okp\\:tecnologia.tipo.tres=Tipo Tres
okp\\:tecnologia.lenguaje=Lenguaje
okp\\:tecnologia.lenguaje.java=Java
okp\\:tecnologia.lenguaje.c=C
okp\\:tecnologia.lenguaje.c++=C++
okp\\:tecnologia.lenguaje.python=Python
okp\\:tecnologia.descripcion=Descripción
okp\\:tecnologia.comentario=Comentario
okg\\:consultoria=Consultoría
okp\\:consultoria.tipo=Tipo
okp\\:consultoria.tipo.uno=Tipo Uno
okp\\:consultoria.tipo.dos=Tipo Dos
okp\\:consultoria.tipo.tres=Tipo Tres
okp\\:consultoria.comentario=Comentario
okg\\: status=Status
okp\\: status.tipo=Status
okp\\: status.tipo.draft=Status Draft
okp\\: status.tipo.peerreviewed=Status Peer reviewed
okp\\: status.tipo.approved=Status Approved
okp\\: status.comentario=Comments

PropertyGroupValues.properties:
okp\\:tecnologia.tipo=4,uno,dos,tres
okp\\:tecnologia.lenguaje=3,java,c,c#,c++,python
okp\\:tecnologia.descripcion=1
okp\\:tecnologia.comentario=2
okp\\:consultoria.tipo=3,uno,dos,tres
okp\\:consultoria.comentario=2
okp\\: status.tipo=4,draft,peerreviewed,apporved
okp\\: status.comentario=2

When I click New property, I still only get the options tecnologia and consultoria. I do shutdown and restart OpenKM between changes.

[pavila]

There are spaces between the okp\\: and the rest of each line. The same thing with okg\\:, okg: and okp:

[pavila]

By the way, you have to re-register the properties from the administrator backoffice.

[alloydog]

By the way, you have to re-register the properties from the administrator backoffice.

ooops, forgot that bit...


It works now. Thanks!
:)

[alloydog]

Works a treat!

Here\'s a recap for anyone like me who easily forgets things...

1. Add the new property details to the following files:

my_groups.cnd
PropertyGroupBundle.properties
PropertyGroupValues.properties

Here are my examples:
my_groups.cnd:
<okm = \'http://www.openkm.org/1.0\'>
<okg = \'http://www.openkm.org/group/1.0\'>
<okp = \'http://www.openkm.org/group/property/1.0\'>

[okg: status] mixin
okp: status.tipo (string) = \'\' autocreated
okp: status.comentario (string) = \'\' autocreated

This file creates the entries for type (tipo) and a comments (comentario) box.

PropertyGroupValues.properties:
okp\\: status.tipo=3,draft,peerreviewed,approved
okp\\: status.comentario=2

This file set the type to be a list of options (3) and defines the list items.
The comment box is defined as a text area (2)

1 = Input
2 = Text area
3 = List
4 = List, multiple select

PropertyGroupBundle.properties:
okg\\: status=Document Status
okp\\: status.tipo=Document Status
okp\\: status.tipo.draft=Draft
okp\\: status.tipo.peerreviewed=Peer reviewed
okp\\: status.tipo.approved=Approved
okp\\: status.comentario=Comments

This file defined what is actually displayed on the user interface.
status is the name shown on the property tab
status.tipo is the name shown in the dropdown list when you add the property.
status.tipo.draft and so on are the displayed names of the list options.

2. Register the property from the Administration | Utilities panel.
Use the full path and file name, in my case is it:
[drive]:\\user\\projects\\dms\\openkm-3.0\\my_groups.cnd

3. Restart OpenKM.

4. Use Add property on tool bar to add the new property to a file.

[alloydog]

One more question...

Is it possible to have the new property show automatically? That is as soon as a new file is added to the repository, the new property tab is there?

It\'s not such a big issue when adding files one by one, but in most cases, we\'ll get a folder of files, often 50+ which will need the custom property tab.

[pavila]

First you have to upload the file and after it, you can assign a Property Group. Currently there is way to both tasks in the same action.