Initial website

website/site/content/docs/webapp/metadata.md

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