Categorizing by class the first step towards effective file indexing
As we’ve shown previously, it’s easy to save a new document inside any Windows application into an M-Files document manager storage vault. It’s very similar to naming a file as you normally would in Windows, except that instead of clicking through to a particular folder location, you instead attach metadata key terms.
M-Files document management software makes attaching this information as simple and as intuitive as possible. Let’s look at the next step after you name you file and choose your M-Files vault:
In this dialogue box, you select the most general description for your file as how it fits in your organization. The drop-down menu lists all the class options, broken down by major document types. The ones shown here come standard with your M-Files installation, but you can easily modify this list to reflect the file categories in your organization.
Assigning each new file a document class “Proposal” for example, makes for much easier retrieval than the old way of doing things, i.e. storing it in a folder called “Proposals.” In this old method, there’s a tendency to make more folders than necessary, which confuses the search later on. Each employee might have their own “Proposals” folder on their local drive, for example, so server queries might not include these.
Or if you’re working on a server, “Proposals” folders might multiply when nested in other folder categories like year (2009 or 2010) or type of product or service. And of course, Windows folders have an additional disadvantage for organization, since employees might move the file from its containing folder by accident.
M-Files metadata avoids the confusion of folders and enables fast companywide searches with precise results. Once you have assigned the class of document, you can attach more specific terms to the metadata that associate the document with a particular client, project, or purpose.
In M-Files document management software, a search by the class key term is the first step to bringing order to a chaoic Windows folder-based hierarchy.
Try out the ease of M-Files metadata indexing by downloading the free M-Files Express.
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