KnowledgeTree Hot Folders Developers Guide

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Contents

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What is KnowledgeTree Hot Folders?

KnowledgeTree Hot Folders for Windows is a simple, high-volume integration interface for third party applications, such as back-office document imaging workflow applications and fax servers that are capable of writing documents directly to a Windows® file share. 

Note: KnowledgeTree Hot Folders replaces KnowledgeTree Document Workflow Integration (DWI) Service.


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User Guide

Click here to download the PDF


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Example XML Files

The XML files listed below may be used as a guide to creating the Hot Folders XML schema-compliant files that accompany documents uploaded to the repository through KnowledgeTree Hot Folders: 

Note: Example 1 is a template that outlines the required structure of the xml file. 

Note: Example 2 is a sample XML that includes dummy values, based on the structure found in example 1


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Q: How do I use the example XML files?

A:

  1. Open a text editor (e.g. Notepad) where you will create your xml file. To start off, you can copy and paste the xml template we've provided in Example 1. You will see that Example 2 has the same structure as Example 1, but that it also shows you how to add an extra Fieldset tag and the values for the tag.
  2. Now, in the XML file you're creating, add the metadata for your document.
  3. Ensure that the file name of your XML is the same as the file name of your document, and that you have included, at a minimum, all values that are 'required', such as 'Filename', and 'KTPath'.
  4. Once you have created your XML file, you can move your document into your local system 'watchfolder'; then, move the document's XML file into the 'watchfolder'. Once the document and its XML file are in the 'watchfolder', Hot Folders does the rest.
  5. KnowledgeTree Hot Folders uploads the document from the watchfolder to KnowledgeTree. At the same time, KnowledgeTree Hot Folders extracts the document metadata from the document's XML, and automatically populates the metadata fields in the repository. 
For more information on the structure of the XML file and descriptions of the tags and elements 
in the KnowledgeTree Hot Folders schema, see the KnowledgeTree Hot Folders XML Language Reference 
below.
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KnowledgeTree Hot Folders XML Language Reference

This language reference describes the elements that comprise the KnowledgeTree Hot Folders schema.

This is a complete list of tags in alphabetic order.

  • DocumentDetails
  • DocumentWorkflowIntegration
  • Field
  • FieldCollection
  • Fieldset
  • FieldsetCollection
  • MetadataDetails
  • Permission
  • PermissionCollection
  • PermissionsDetails
  • StorageDetails
  • SystemMetadataDetails
  • User


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DocumentWorkflowIntegration

The <KTHotFoldersMetadata> element is the root element of the KnowledgeTree Hot Folders schema.

Contained by:(none)

Contains: DocumentDetails, StorageDetails, PermissionsDetails, MetadataDetails, SystemMetadataDetails


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DocumentDetails

The <DocumentDetails> element provides the information that is stored in KnowledgeTree™ for every document, such as the file name, file title, file description, and the file type.

Contained by: KTHotFoldersMetadata

Elements: Filename, Title, Description, Type


Filename

Description: The name of the file.

Data Type: string

Default:

Required? yes


Title

Description: The name used for the document throughout the repository.

Data Type: string

Default: Same as Filename

Required? no


Description

Description: A description of the content of the document.

Data Type: string

Default: Same as Title

Required: no


Type

Description: The document type, corresponding to a type predefined in the repository.

Data Type: string

Default: Default

Required: no


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StorageDetails

The <StorageDetails> element defines how and where a document should be stored in the repository.

Contained by: KTHotFoldersMetadata

Elements: KTPath, Type, Overwrite, CreatePath


KTPath

Description: The path to the folder in the KnowledgeTree repository, where the file must be uploaded.

Data Type: string

Default:

Required? yes


Type

Reserved for future development.


Overwrite

Description: Defines whether to overwrite, if a document with the same name already exists at the same destination.

Data Type: string

Default: false

Required? no


CreatePath

Description: Defines whether to create the folder structure in the repository, if it does not already exist.

Data Type: string

Default: true

Required? no


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PermissionsDetails (Reserved for future development)

The <PermissionsDetails> element specifies the user associated with the document, and the permissions assignment that applies to the uploaded document.

Contained by: KTHotFoldersMetadata

Elements: User, PermissionCollection


User

Description: Defines the login credential of a user who is associated with the document in the repository (the document owner or document creator), if any. 

Note: The permissions information that is specified in the PermissionsDetails section
of the XML are related to the document, and not to any specific user.

Data Type: (User)

Default: admin

Required? no


Permission Collection

Description: Specifies all the permissions that are assigned on the document.

Data Type: (PermissionCollection)

Default:

Required? no


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User (Reserved for future development)

The <User> element specifies the name of the document creator / document owner - i.e. the user who is associated with this document in the repository.

Contained by: PermissionsDetails

Elements: Name, Type


Name

Description: Defines the login username of the user who is associated with the document in the repository (the document owner or document creator), if any. 

Note: The permissions information that is specified in the PermissionsDetails section 
of the XML are related to the document, and not to any specific user.

Data Type: string

Default: admin

Required? yes


Type

Reserved for future development.


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PermissionCollection (Reserved for future development)

The <PermissionCollection> element specifies the permissions that are assigned on the document.

Contained by: PermissionsDetails

Contains: Permission

Elements: Type, Permission


Type

Reserved for future development.


Permission

Description: Specifies the permissions that are assigned on the document.

Data Type: Permission

Default:

Required? yes


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Permission (Reserved for future development)

The <Permission> element describes the specified permission.

Contained by: PermissionCollection

Elements: Name, Type, Value


Name

Description: The name of the permission - which must correspond to a permission predefined in the repository, e.g. read, write, add folder, etc.

Data Type: string

Default:

Required?: yes


Type

Reserved for future development


Value

Description: Set to 'true' or 'false' to define whether a role or group requires this permission to access the document - i.e. if the permission is 'write' and the value = 'true', then any role or group who wants to modify the content of the document must have the 'write' permission.

Data Type: string

Default:

Required?: yes


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MetadataDetails

The <MetadataDetails> element specifies all the document metadata.

Contained by: KTHotFoldersMetadata

Contains: FieldsetCollection, Fieldset, FieldCollection, Field.

Elements: NoValidate, FieldsetCollection


NoValidate

Reserved for future development 

Note: This mechanism will cause KnowledgeTree Hot Folders to validate the information
supplied in the metadata fieldsets and fields associated with the document.  For example,
setting the value to 'true' at this level of the metadata hierarchy (the highest level), 
allows validation of all elements at lower levels of the hierarchy, except where the 
value is set to 'false' at any place at the lower levels of the hierarchy.

Data Type: string

Default: false 

Note: This function is not yet available, and the default setting is thus 'false'.

Required?: no


FieldsetCollection

Description: Specifies all the fieldsets to include for populating metadata.

Data Type: (FieldsetCollection)

Default:

Required?: yes


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FieldsetCollection

The <FieldsetCollection> element defines the fieldsets - one or more - that are included for the purposes of populating metadata for the document.

Contained by: MetadataDetails

Contains: Fieldset, FieldCollection, Field

Elements: NoValidate, Type, Fieldset


NoValidate

Reserved for future development 

Note: This mechanism will cause KnowledgeTree Hot Folders to validate the information
supplied in the metadata fieldsets and fields associated with the document.  For example,
setting the value to 'true' at this level of the metadata hierarchy - which contains the 
collection of fieldsets - validates the information provided in all fieldsets in the 
collection, including the fields in the fieldsets, except where the value is set to 
'false' at any fieldset or field at lower levels of the metadata hierarchy.

Data Type: string

Default: false 

Note: This function is not yet available, so the default setting is thus 'false'.

Required?: no


Type

Reserved for future development


Fieldset

Description: The unique name of the fieldset in the collection - e.g. customer details.

Data Type: (Fieldset)

Default:

Required?: yes


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Fieldset

The <Fieldset> element specifies the details of the fieldset used for the document.

Contained by: FieldsetCollection

Contains: FieldCollection, Field

Elements: NoValidate, Name, Type, FieldCollection


NoValidate

Reserved for future development 

Note: This mechanism will cause KnowledgeTree Hot Folders to validate the information
supplied in the metadata fieldsets and fields associated with the document.  For example, 
setting the value to 'true' at this level of the metadata hierarchy - which contains 
one or more fields -  validates the information provided in this fieldset and its fields,
except where the value is set to 'false' at any field in this fieldset - i.e. at a 
lower level of the metadata hierarchy.

Data Type: string

Default: false 

Note: This function is not yet available, and the default setting is thus 'false'.

Required?: no


Name

Description: The unique name of the fieldset.

Data Type: string

Default:

Required: yes


Type

Description: Specifies the type of fieldsets in the collection - e.g. generic (available to every document by default), or type-specific (applicable only to selected document types). default = type-specific

Data type: string

Default: default

Required: no


FieldCollection

Description: Specifies the fields in the fieldset, by name.

Data Type: (FieldCollection)

Default:

Required: yes


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FieldCollection

The <FieldCollection> element specifies the details of all the fields in a fieldset.

Contained by: Fieldset

Elements: NoValidate, Type, Field


No Validate

Reserved for future development 

Note: This mechanism will cause KnowledgeTree Hot Folders to validate the information
supplied in the metadata fieldsets and fields associated with the document. For example,
setting the value to 'true' at this level of the metadata hierarchy - which contains 
the collection of fields in the fieldset at a higher level of the metadata hierarchy - 
validates the information provided in all of these fields, except where the value is 
set to 'false' at any field in the collection.

Data Type: string

Default: false 

This function is not yet available, and the default setting is thus 'false'.

Required? no


Type

Reserved for future development


Field

Description: The unique name of the fields in the collection - one or more.

Data Type: (Field)

Default:

Required?:yes


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Field

The <Field> element describes the field.

Contained by: FieldCollection

Elements: NoValidate, Name, Type, Value


NoValidate

Reserved for future development 

Note: This mechanism will cause KnowledgeTree Hot Folders to validate the information
supplied in the metadata fieldsets and fields associated with the document.  
For example, setting the value to 'true' at this level of the metadata hierarchy - 
the lowest level - validates the information provided only in this field. This 
function is not yet available, and the default setting is thus 'false'.


Name

Description: The unique name of the field.

Data Type: string

Default:

Required: yes


Type

Description: The field type, which must correspond to a field type in the repository - e.g. Normal, Lookup, Tree.

Data Type: string

Default:

Required: no


Value

Description: Specifies the information required by the field - e.g. if the Field name is 'Security Level', the value could be something like, 'Level 1' or 'Internal Use Only'.

Data Type: string

Default:

Required:yes


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SystemMetadataDetails

The <SystemMetadataDetails> element provides details of the uploaded document.

Contained by: KTHotFoldersMetadata

Elements: Owner, CeatedBy, ModifiedBy, DateCreated, DateModified, IsImmutable, Version, MIMEType


Owner

Description: The name of the document owner, which must be a name (full name or username) that currently exists in KnowledgeTree.

Data Type: string

Default: The name of the user uploading documents through KnowledgeTree Hot Folders.

Required? No


CeatedBy

Description: The name of the document creator, which must be a name (full name or username) that currently exists in KnowledgeTree.

Data Type: string

Default: The name of the user uploading documents through KnowledgeTree Hot Folders.

Required? No


ModifiedBy

Description: The name of the person who last modified the document, which must be a name (full name or username) that currently exists in KnowledgeTree.

Data Type: string

Default: The name of the user uploading documents through KnowledgeTree Hot Folders.

Required? No


DateCreated

Description: The date the document was added to the repository. Use the following format: yyyy-mm-dd

Data Type: string

Default: current date, with the following format: yyyy-mm-dd

Required? No


DateModified

Description: The date the document was last modified. Use the following format: yyyy-mm-dd

Data Type: string

Default: current date, with the following format: yyyy-mm-dd

Required? No


IsImmutable

Description: Defines whether the document in the repository may be overwritten - setting this to 'false' makes the document 'read only'.

Data Type: string

Default: false

Required? No

Accepted Values: true; 1; on; yes


Version

Description: The full version number (including major and minor version numbers) of the document in the repository, e.g. 2.3

Data Type: decimal

Default: Increments to next version, e.g. 2.3 to 2.4

Required? No


MIMEType

Description: The MIME type used for the document, which must match one of the MIME types known to KnowledgeTree. View the MIME types that are recognized in KnowledgeTree.

Data Type: string

Default: none

Required? No

Retrieved from "http://wiki.knowledgetree.com/KnowledgeTree_Hot_Folders_Developers_Guide"
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