mirror of
https://github.com/TheAnachronism/docspell.git
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115 lines
4.1 KiB
Markdown
115 lines
4.1 KiB
Markdown
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title = "Meta Data"
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weight = 10
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[extra]
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mktoc = true
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Docspell processes each uploaded file. Processing involves extracting
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archives, extracting text, anlyzing the extracted text and converting
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the file into a pdf. Text is analyzed to find metadata that can be set
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automatically. Docspell compares the extracted text against a set of
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known meta data. The *Meta Data* page allows to manage this meta data:
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- Tags
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- Organizations
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- Persons
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- Equipments
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- Folders
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### Tags
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Items can be tagged with multiple custom tags (aka labels). This
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allows to describe many different workflows people may have with their
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documents.
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A tag can have a *category*. This is meant to group tags together. For
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example, you may want to have a tag category *doctype* that is
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comprised of tags like *bill*, *contract*, *receipt* and so on. Or for
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workflows, a tag category *state* may exist that includes tags like
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*Todo* or *Waiting*. Or you can tag items with user names to provide
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"assignment" semantics. Docspell doesn't propose any workflow, but it
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can help to implement some.
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The tags are *not* taken into account when processing. Docspell will
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not automatically associate tags to your items. The tags are only
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meant to be used manually for now.
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### Organization and Person
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The organization entity represents an non-personal (organization or
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company) correspondent of an item. Docspell will choose one or more
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organizations when processing documents and associate the "best" match
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with your item.
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The person entitiy can appear in two roles: It may be a correspondent
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or the person an item is about. So a person is either a correspondent
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or a concerning person. Docspell can not know which person is which,
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therefore you need to tell this by checking the box "Use for
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concerning person suggestion only". If this is checked, docspell will
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use this person only to suggest a concerning person. Otherwise the
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person is used only for correspondent suggestions.
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Document processing uses the following properties:
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- name
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- websites
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- e-mails
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The website and e-mails can be added as contact information. If these
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three are present, you should get good matches from docspell. All
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other fields of an organization and person are not used during
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document processing. They might be useful when using this as a real
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address book.
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### Equipment
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The equipment entity is almost like a tag. In fact, it could be
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replaced by a tag with a specific known category. The difference is
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that docspell will try to find a match and associate it with your
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item. The equipment represents non-personal things that an item is
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about. Examples are: bills or insurances for *cars*, contracts for
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*houses* or *flats*.
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Equipments don't have contact information, so the only property that
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is used to find matches during document processing is its name.
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### Folders
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Folders provide a way to divide all documents into disjoint subsets.
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Unlike with tags, an item can have at most one folder or none. A
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folder has an owner – the user who created the folder. Additionally,
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it can have members: users of the collective that the owner can assign
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to a folder.
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When searching for items, the results are restricted to items that
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have either no folder assigned or a folder where the current user is
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owner or member. It can be used to control visibility when searching.
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However: there are no hard access checks. For example, if the item id
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is known, any user of the collective can see it and modify its meta
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data.
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One use case is, that you can hide items from other users, like bills
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for birthday presents. In this case it is very unlikely that someone
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can guess the item-id.
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While folders are *not* taken into account when processing documents,
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they can be specified with the upload request or a [source
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url](uploading#anonymous-upload) to have them automatically set when
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they arrive.
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## Document Language
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An important setting is the language of your documents. This helps OCR
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and text analysis. You can select between English and German
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currently.
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Go to the *Collective Settings* page and click *Document
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Language*. This will set the lanugage for all your documents. It is
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not (yet) possible to specify it when uploading.
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