Content Record Properties
The content properties area provides details on a content record, including its general properties, custom metadata, keywords, learned terms and permissions. These properties are usually set when you copy, create, or upload content records.
To open the Edit Content Properties dialog, use one of the following methods:
- Click the Edit Properties
icon. - Click the More Options
menu and select Edit Properties from the dropdown menu.
Note: For more information on editing content records, see About editing content records.
Note: To view the complete list of properties and their definitions, see Content Record Property Fields & Definitions.
Details Tab
Title
The title of the document. If a title was not specified when the content record was uploaded, the title will default to the file name.
Content Type
The content type, either Q/A, Item, Slide or File, sets the default file extension for the File Upload dialog box to aid in locating the file on your computer. It has no effect on the content record's functionality.
Example: Searches can be filtered against Content Type, so the selection can be used as a way to categorize content. Q/A is intended to be used for Question/Answer content, Item is intended to be used for content that is used in document type architecture, Slide is intended for PowerPoint content, and File is intended for content that doesn’t fall into any of the other categories.
Note The Content Type can be changed after the content is initially loaded. To change the Content Type, select any of the available Content Type radio buttons. Any unavailable Content Types will be grayed out. The following extensions are supported for each Content Type:
| File Type | Supported Extensions |
|---|---|
| File | doc, docm, docx, ppt, pptm, pptx, xls, xlsm, xlsx, pdf, jpg, jpeg, jpe, jfif, png, gif, bmp, tif, tiff, txt, log |
| Slide | ppt, pptm, pptx |
| Item | doc, docm, docx, ppt, pptm, pptx |
| Q/A | doc, docm, docx |
Language
The language associated with a record indicates the language in which the content is written and determines the language that is used to index the content for searches.
Expiration Date
The record may include an expiration date. An expiration date can be used to warn users that content may be outdated and to remind content managers to review content. The titles of expired content records are displayed in red and have a expiration status icon that is illuminated when a record is expired; content with an expired status can still be used.
Submitted & Enabled
These two options denote the record’s status. Records marked as Submitted are not visible to users whose permissions allow them to view only enabled content but can be found by other users through search or by using the built-in default saved search "Submitted Content". Users may mark a record as Submitted if it must be reviewed prior to general use. Records marked as Enabled are available for general use and visible to all users with view permissions.
Note: Records may also be disabled (not explicitly chosen, but the state of being neither enabled nor submitted) — same as submitted, but record will not be found by the Submitted Content built-in public saved search.
Lock Content After Build
Locks the content after it is built when the Lock After build setting available on the Architecture page, in document type's properties, is set to Content Marked as Locked. Locked content within a document or package cannot be edited without a password. Only Microsoft Word records can be locked.
Exclude from AI Assist
Flag content, individually or in bulk, to be excluded from consideration when writing and revising answers with AI Assist. Flagged content can be easily identified with the "Exclude from AI Assist" field, which can be displayed in the following areas: library grid, library Content Summary, Review Jobs and Manage Review Jobs Content Summary, Submit Content pages, and Analytics views and data sources.
Example: Exclude sensitive customer-specific content from being used when running AutoFill and answering with AI Assist.
Caution: This feature is NOT available in Qvidian for Office / Qvidian for Web.
Owners
The owner of a content record is, by default, the creator of the record. Additional owners can be added by role or individual users from the PERMISSIONS tab. Owners automatically have the Manage security permission for the record, and can use the "My..." built-in public saved searches, for example, to find all expiring content that they own. Owners may receive an email notification when the content is edited, feedback about the content is submitted, or if the content has expired or is due to expire soon.
Comments
Comments may be added to give users additional information about the content.
Contact Info
This field can be used to provide contact information for Subject Matter Experts or other users who can answer any questions on the content and verify its accuracy.
Alert & Alert Enabled
If the "Alert Enabled" checkbox is selected, the text in the Alert field will display when users perform one of these actions on the record: Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy, or Download. It displays when you drag and drop the record from the library to a slice in a project RFP. And when you automatically or manually insert the record into an RFP using AutoFill.
Note: An Alert is an excellent way to display critical information to users about the content record they use in a document or presentation. Alerts could include a notification informing the user to check with the compliance department before using a content record, a reminder to include additional line items in the customer's pricing, or a warning that an item may have just become outdated.
Custom Metadata Tab
The Custom Metadata tab displays the values for any custom metadata defined for your organization. Custom Metadata adds additional details an organization may need to manage content records. For example, for content reviews by multiple department groups, such as compliance and legal department, you can add Custom Metadata fields to indicate reviewers in those departments or the date of the last review.
Note: When a search is executed, the Qvidian Library reviews the search results, and suggests filters to users based on the Custom Metadata fields that differentiate the results. You can apply the suggested filters to refine your search results.
Examples of when it is appropriate to use Custom Metadata fields include:
- There is a tag or category of information that you would like to have tracked for every record.
- You would like to control the information included in a field with dropdown lists.
- You already have the Comments field designated for a certain purpose and have additional info you’d like to record for content.
- There is a required piece of information you would like to have recorded for every record.
- You want to associate a user with a content record.
- Default due dates, which includes: "None", a fixed date, "Today's Date", or "Days from Today".
Note: Content managers can associate users with content records by creating custom metadata fields with the “User” data type. The "User" metadata field helps associate users in your organization with a content record. These fields are helpful when creating workflow tasks in Projects. For example, content managers can auto-assign reviewers based on the "User" metadata fields like Subject Matter Expert, North America Reviewer, and Europe Reviewer.
Tip: Do not crowd your content with too many metadata fields. Custom Metadata fields apply to all content records. As a general rule, consider if the metadata applies to all content records. If it only applies to some records then consider using the Comments field to store such metadata.
Note: For information on Content record details like Content Summary, Feedback, Library References, Usage, Similar Content, Linked Content, Previous Revisions, and Review Job History, see Content Record Details Panel page.
Keywords
Keywords are words or phrases explicitly assigned to content records to categorize them. They also help to search the record.
Learned Terms
This tab displays the learned terms and the number of occurrences of the learned term. You can search for learned terms and edit or remove learned terms. When users acknowledge that a content record returned in a search is an appropriate match for the search text by using the record, search terms are automatically added to record as learned terms to improve search results. A record is considered used when it is:
- downloaded
- copied when in HTML Full Size Preview mode
- accepted into an RFP in a created document
- dragged and dropped into an RFP subsection in a project (not including AutoFill)
Note: In a project Word RFP, when a content record is used as an answer to a question slice as the result of a library search, the search text and question text are both added. If a record is used by navigating the library tree, only the question text is added.
Note: Search terms are only added if the user has the "Add search terms when content is used as a result of library search" user or role application permission granted.
Permissions Tab
You can view and grant different types of access permissions to users and roles from the "Permissions" tab. You can add and remove permissions at any time without overwriting the existing permissions.
Content Record Property Fields & Definitions
The following list of content record property definitions is listed in alphabetical order.
| Content Record Property | Definition |
|---|---|
| Alert Active | Active when "Alert Enabled" is enabled AND the Alert Text has a value. Indicates whether an alert will actually display when you consume the content. |
| Alert Enabled | If the Alert Enabled checkbox is selected, the text in the Alert field will display when users perform one of the actions on the record: Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy, or Download. It will also display when dragging and dropping from the library to a slice in a project RFP or automatically or manually inserting the record into an RFP using AutoFill. Alerts are an excellent way of displaying information that is critical to consider when including a given content record in a document or presentation, such as a requirement to check with Compliance prior to using an RFP answer, a reminder to include additional line items in the customer’s pricing or a warning that an item may have just become outdated. |
| Alert Text | Displays information that is critical to consider when including a given content record in a document or presentation, such as a requirement to check with Compliance prior to using an RFP answer, a reminder to include additional line items in the customer’s pricing or a warning that an item may have just become outdated. |
| Bundle | A collection of content records of any file type. Bundles can be used to quickly locate and access related content that is frequently used together. When you are creating a document or presentation, you can select a bundle rather than searching for and selecting individual content records. |
| Checked in by | The user that last checked in the content record. |
| Checked out | Content record is currently checked out. |
| Checked out by | The user that last checked out the content record. |
| Comments | Comments may be added to give users additional information about the content. |
| Contact Info | Used to provide contact information for Subject Matter Experts or other users who can answer any questions on the content and verify its accuracy. |
| Content file extension |
The following default extensions are supported for each Content Type:
The supported file extensions can be customized using the following Global Settings: FileContentSelectFilter, ItemContentSelectFilter, QAContentSelectFilter, and SlideContentSelectFilter. There may be other limiting factors that prevent certain file types for security reasons. |
| Content file size | The size of the Content file. |
| Content filename | The name of the Content file. |
| Content format | Displays the file extension appended by "file format." |
| Content ID | The internal identifier of the Content record. |
| (Content) Title | The title of the document. If a title was not specified when the content record was uploaded, the title will default to the file name. |
| Content text | The text of the Content record. This field displays the first 1000 characters of the record’s text and cannot be edited. |
| Content type |
A classification indicating the type of the Content record. The content type, either Q/A, Item, Slide or File, sets the default file extension for the File Upload dialog box to aid in locating the file on your computer. It has no effect on the content record's functionality. The Content Type can be changed after the content is initially loaded. To change the Content Type, select any of the available Content Type radio buttons. Any unavailable Content Types will be grayed out. The following extensions are supported for each Content Type:
Example: Searches can be filtered against Content Type, so the selection can be used as a way to categorize content. Q/A is intended to be used for Question/Answer content, Item is intended to be used for content that is used in document type architecture, Slide is intended for PowerPoint content, and File is intended for content that doesn’t fall into any of the other categories. |
| Created by | User who created the record. |
| Current usage |
The count of locations where the content has been used in a Project or Document Type that would prevent deletion of the content. This includes Selection Content, Structured Content Dropdown Items, and Static Content in Document Types, as well as Graphic Merge Codes and File List in Projects. Current usage is incremented when content is:
|
| Date checked in | The date the content was last saved from an edit. |
| Date checked out | The date the content was last checked out for editing. |
| Date created | The date the content was added to the Library. |
| Date content updated | The date when the content file data (e.g. Word doc, Excel spreadsheet, PowerPoint presentation) was updated. This occurs when an edit is saved, a new revision is uploaded, or the content is initially uploaded to the library. |
| Date last modified | The date when any changes were made to the properties of the content record (e.g. title, expiration date). |
| Date last used | The date that the content record was last used, including: used as an answer in an RFP (including as an Autofill result), each build with the file in File List subsection, each build with the file in a Selection subsection, each build with the file in a Static Content subsection, each build with the file in Slide Content or Dynamic Slides, download of the content, copy to Clipboard, and copy from HTML Preview. |
| Edit | Indicates whether the current user has Edit Permission on the content. This could come from several areas, including application permissions, role permissions, folder permissions, or direct permissions on the content. |
| Enable(d) | Denotes the record’s status. Records marked as Enabled are available for general use and visible to all users (subject to folder visibility). |
| Expiration | The record may include an expiration date. An expiration date can be used to warn users that content may be outdated and to remind content managers to review content. The titles of expired content records are displayed in red and have a expiration status icon that is illuminated when a record is expired; content with an expired status can still be used. |
| Expired | This content record is currently expired. |
| Expires on | The expiration date of the content. |
| GUID | Globally Unique Identifier |
| Has feedback | Contains content feedback to Content Managers and Subject Matter Experts (SMEs) to help improve your organization’s library. |
| Inline Editing | Editing directly into the RFP questionnaire. |
| Keyword(s) | Words or phrases explicitly assigned to content records to categorize them. |
| Language | The language associated with a record indicates the language in which the content is written and determines the language that is used to index the content for searches. |
| Last modified by | User that last modified the Content record. |
| Last used by | User that last used in the Content record. |
| Library folder | Name of Library folder. |
| Library folder ID | ID of Library folder. |
| Library folder path | A link to where a content record is located within the Library. |
| Lock Content After Build | Locks the content after it is built when the Lock After build setting, in document type's properties, is set to Content Marked as Locked. Locked content within a document or package cannot be edited without a password. Only Microsoft Word records can be locked. |
| Manage | Indicates whether the current user has Manage Permission on the content. This could come from several areas, including application permissions, role permissions, folder permissions, or direct permissions on the content. |
| Own | Indicates whether the current user has Owner Permission on the content. |
| Owner(s) | The owner of a content record is, by default, the creator of the record. Additional owners can be added. Owners automatically have the Manage security permission for the record, and can use the "My..." built-in public saved searches, for example, to find all expiring content that they own. Owners may receive an email notification when the content is edited, feedback about the content is submitted, or if the content has expired or is due to expire soon. |
| Rank | Relative rank of search results based on the search terms. When browsing folders directly, the rank will appear as 1 for all results. |
| Restrictions | Restrictions that are applied to the Content record. |
| Review Job | If the content is under review, indicates the name of the Review Job the content is in. |
| Revision | Indicates the current revision number of the content. Revision 1 indicates the content hasn't been edited since it was first loaded. Revision 2 indicates it has been edited one time, and so on. |
| Security | Security displays the users and roles who have access to the content record and the level of access granted to each. This list does not include users who have been granted access via their user and role permissions. |
| Status |
One of the following values:
|
| Submit(ted) | Denotes the record’s status. Records marked as Submit are not visible to users whose permissions allow them to view only enabled content but can be found by other users through searching, including by using the Submitted Content built-in public saved search. Users may mark a record with Submit if it must be reviewed prior to general use. Records may also be disabled (not explicitly chosen, but the state of being neither enabled nor submitted) — same as submitted, but record will not be found by the Submitted Content built-in public saved search. |
| Term(s) |
When users acknowledge that a content record returned in a search is an appropriate match for the search text by using the record, search terms by are automatically added to record to improve search results. When a piece of Word or PowerPoint content is uploaded, bulkloaded, or submitted from an RFP, Qvidian will automatically add the content’s title as the first search term in the associated record’s Learned Terms. A record is considered used when it is:
Note: In a project Word RFP, when a content record is used as an answer to a question slice as the result of a library search, the search text and question text are both added. If a record is used by navigating the library tree, only the question text is added. Search terms are only added if the user has the "Add search terms when content is used as a result of library search" user or role application permission granted. |
| Times used |
The number of times used. Times used tracks each time a record is:
|
| Translation Parent | If this content is flagged as a translation of another content record, this shows the Content ID of the original content this is based on. |
| Translation Status | The status of any translations related to the Content record. |
| View | Indicates whether the current user has View Permission on the content. This could come from several areas, including application permissions, role permissions, folder permissions, or direct permissions on the content. |