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Question

Enforce Metadata Template

asked on February 15, 2023

Is it possible to enforce a template to be set when users "drag and drop" and document in to the repository? I have a workflow that sets a template, but that only works on documents already in the folder. We are trying to enforce metadata collection.

I would also like it if we can prevent a user from setting "No template assigned". 

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Replies

replied on February 16, 2023

You can set a default template for import using import profiles. There's more information on import profiles here: https://doc.laserfiche.com/laserfiche.documentation/11/userguide/en-us/Default.htm#../Subsystems/client_wa/Content/AddingContent/Import-Profiles.htm but essentially, it allows you to set up a collection of information about the document (including the template) that can be selected from a dropdown. If you have the Manage Repository Configuration privilege, you can also apply that profile to groups, including Everyone.

If you want a particular profile to be used by default by everyone, you'll next want to set an attribute on the Everyone group indicating that it should be used by default on all imported documents. To do so, navigate to the Everyone group in Repository Administration, go to the Attributes tab, and add a new attribute. Name it [Settings]DefaultImportProfile, and set the value to whatever you named your import profile.

With these two steps done, whenever a user imports a document, the template you specified in the import profile will be selected by default.

With that said, this just sets a default; a user could still change the template at the time of import. If you want to catch those situations, you could use a workflow similar to the one James Adamo mentioned.

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replied on February 16, 2023

I have one group with a similar requirement.  I have an inbound folder where they have to complete a specific template.  I have a workflow that triggers on create, copy or move by any user other than workflow.  It kicks the document back to the inbound folder and notifies the supervisor user.  When a document in the inbound folder changes it is audited and if clean moved.  If the audit fails the supervisor is notified.

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replied on August 1, 2024

HI James,

I do the same thing with my clients. It ensure a uniform folder structure and vetted metadata!

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replied on February 16, 2023

Is it possible to only allow documents in to the repository using the Import feature? Not allowing drag and drop, and copy and paste?

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