The FilesApp document types create the basis on which storage system, under which directory and with which file name specification a file is to be stored. The corresponding tag contents are stored for this purpose.
Document types can be kept very simple and can be complex in the number of tags to be set up for process optimizations, workflows or automations, depending on whether several pieces of information are required for a file or, for example, several workflow steps.
Here is an example of a simple document type, for example when managing private insurance documents:
Here is an example of a more complex document type, for example in the case of incoming invoices, which are controlled by workflow for the verification process of the invoice and pass through several departments of a company:
Create Document Types
Managing the document types is possible via the settings section in FilesApp desktop apps and the web client.
To do this, the user needs the authorization to be able to manage document types. The authorization takes effect from the storage system for which the document type is to be used. For example, in a Microsoft SharePoint environment, the user needs owner rights of a Microsoft 365 group. If the user is only a member of the group, he/she can apply the document type, but not administer it.
Select the settings area by clicking on the avatar in the upper right corner of FilesApp window.
Select Settings.
Select Manage Document Types.
The document types to which the user has access are then displayed and the document types can be filtered using the search field.
Copying document types
Document types can be taken from templates that have already been created or from templates. FilesApp provides more and more document types that have proven themselves in practice and simplify and accelerate file management many times over.
For each of the existing document types, there is a copy button in the right area.
When copying a document type, the user can decide whether the tags contained therein should be included or copied into new tags.
If the existing tags are applied, these tags apply to both the new and the existing document types in which they were used.
If the existing tags are transferred to new tags, the tags of the new document type are recreated regardless of the tags already in use. During configuration, the tags then contain “Template” next to the tag name for information. After saving the document type for the first time, “Template” is hidden.
In order to copy a document type between different storage systems and/or from one document library to another, the rebuild of the tags setting must be used, as they usually do not yet exist on the target system. Only then can a different storage system or document library be selected when adapting the copy. See also the Tag Creation section of the statement of work.
After selection, the document type can be customized.
Create a document type from a template
FilesApp provides numerous document type templates that have proven themselves in practice. These can be templates for invoices, insurance documents, bank statements, correspondence and much more.
By selecting the “Create document type from template” button, the user gains access to the templates.
Creation of a new document type
A document type can also be created individually from scratch.
To do this, select Create Document Type.
Document Type Administration
View
Regardless of the document type creation approach described in the previous points, the document type view is divided into the following areas:
Document type designation and description
In the upper left area of the document type view, it is possible to freely assign the name or designation of the document type and a description of it.
If several document types are configured, it is recommended to use adequate abbreviations at the beginning of the document type designation. For example, with an abbreviation for the document library, the storage system, etc., as this makes it easier for users to assign it and the desired document type can be found quickly.
See here a real-world example with multiple document types:
The naming makes it easy to quickly find a document type relevant to a document or file.
Connection General Document Types
A connection can include several document libraries, for example a SharePoint environment that has one document library per Microsoft 365 group, such as per team.
If a document type is to be available for all document libraries of a connection, this can be activated via “Connection general document type”.
In this case, the “Library Selection” tag is added to the right pane of the document type for selecting the document library when uploading a file.
Selection of the Document Library
This area is used to select the document library in which the files are to be saved via this document type.
All integrated and authorized document libraries are displayed by selection.
Select the relevant document library. In our example, “FAV-P FINANCE”.
Document Tags
Tags are required for fast search, directory structure, and file naming convention of the files to be stored on the storage system using this document type.
These are configured in the right pane of the document type view.
Tags can be added via the plus icon at the top right of the marked area. If the document type has been taken from a template or if a document type has been copied, the adopted tags are already available.
Here is an example of tags, the FilesApp Tags section is dedicated in detail to the creation and configuration of tags.
“Add group” can be used to create additional tag groups for a better overview.
Tag groups can be renamed via the change icon.
In this way, even complex structures and information can be clearly mapped.
File Path
The path, i.e. the directory under which the files about this document type are to be stored on the selected storage system, can be configured in this field.
The path specification can consist of constants and variables – the tags – and a non-existent directory is automatically created by FilesApp on the storage system according to these specifications.
If document tags have been configured in the document type and declared as mandatory tags, the path and file name can be configured with variables – the tag contents – see FilesApp Tags section.
First, select the root directory of the document library.
There is no need to create directories manually, FilesApp takes care of that. For the directory, select the top level of the directory and then proceed to the structure creation.
By adding a new level, a directory level or a subdirectory can be created.
Then enter a constant or variable for the subdirectory. In this case, a constant labeled “Contracts”, typed using the keyboard.
This example adds another level.
Now, in the example, a variable is set as the directory name with the tag “Contractor”. This means that FilesApp dynamically places the file in the subdirectory based on the tag contents. If the directory does not yet exist, it will be created by FilesApp the first time a file with this document type is stored.
In this example, another subdirectory and the directory name have been added to it with the variable – i.e. the tag – “Contract type”.
Quick reminder: only tags that are marked as mandatory tags can be used as variables for the directory and file names – see FilesApp Tags section.
With the example, the following directory structure would result when uploading different contracts:
\\Connection\Dokumenten Bibliothek\Verzeichnisebenen\…
\\FAV Production\FAV-P FINANCE\Finance\Verträge\Vertragspartner\Vertragsart
Examples:
\\FAV Production\FAV-P FINANCE\Finance\Verträge\VersicherungsAG\Betriebliche Altersvorsorge
\\FAV Production\FAV-P FINANCE\Finance\Verträge\VersicherungsAG\Direktversicherung
\\FAV Production\FAV-P FINANCE\Finance\Verträge\VersicherungsAG\Unterstützungskasse
Filename
Configuring the file name of a document type follows the same logic as creating the directories.
The file name can consist of constants and variables – the tags – and the file name is automatically assigned by FilesApp according to the specifications configured here in the document type.
If document tags have been configured in the document type and declared as mandatory tags, the path and file name can be configured with variables – the tag contents – see FilesApp Tags section.
The options are available by selecting the file name field in the document type.
Everyone has the possibility to create the path and directory specifications according to their own ideas or the company or organization specifications.
Here is an example where the date is prefixed to the file name to also allow a structured view in a directory.
With the example, the following file names would result when uploading different contracts:
Datum Connection – Bereich – Vertragspartner – Vertragsart
Examples:
2023-06-08 FAV Production – HR – VersicherungsAG – Betriebliche Altersvorsorge Max Muster.pdf
2023-06-08 FAV Production – HR – VersicherungsAG – Direktversicherung Max Muster.pdf
2023-06-08 FAV Production – HR – VersicherungsAG – Unterstützungskasse Max Muster.pdf
In this example, it would be a good idea to create a separate tag for the employee’s name or a separate document type for HR topics. As noted, all configuration, path and file name assignment is up to the individual ideas of the users.
AI prediction enabled
For recurring documents that have the same format with different values, such as invoices, contracts, statements, etc., the “AI recognition” can be activated and the artificial intelligence (AI) of FilesApp then trains when entering the tag contents in order to recognize the document type of other files and documents and to automatically fill the tags.
Directly when activating the AI, it is possible to select how many pages of a document should be searched by the FilesApp AI. In practice, it may take longer if, for example, a contract with 100 pages is to be searched by the AI. Often, the information relevant to the tags is already on the first pages. If you limit the number of pages, the system is faster to process.
The indexing for the search runs independently of this, it is irrelevant how much data and what amount of content is indexed. Indexing runs in the background and takes a certain amount of time, depending on the amount of files and content.
If AI recognition is activated, further options are available for the tags of the document type.
For each Tag, it can be specified whether the AI detection should be active for this.
In addition, a Tag is used to recognize the Document Type.
This is what the AI key field is for. Since the document type is to be recognized, it is advantageous to use a tag for it, which enables the most unique assignment possible.
For example, this could be the contractual partner or an invoice sender, since predominantly the same process comes from a specific sender. In the case of outgoing documents, for example, it makes sense for the recipient to declare it as an AI key field.
When configuring a document type, the outline of the AI key field in the color “Lime” supports it in order to recognize it directly.
