You can associate an entry template with one or more file type categories so that the entry template is used only when adding specific types of documents. Use the File type categories site preference to create a file type category that contains a list of MIME types, where each MIME type corresponds to a document type.
The following sections explain how Workplace XT determines the appropriate entry templates when file type categories are specified, depending on whether you are adding a single document or adding multiple documents using the drag method.
The following process determines which of the folder's associated entry templates apply when a single document is added.
A user wants to add this document. | The folder has these entry templates associated with it. The entry templates are shown below as: entry template name: file type category (extensions referenced by MIME types) | Explanation of results. |
---|---|---|
example.doc | ET1: office (.doc, .xls) ET3: images (.jpg) ET4: books (.pdf) ET5: | The document is added using ET1. ET1 is the only entry template that is associated with documents with the .doc extension. |
example.doc | ET3: images (.jpg) ET4: books (.pdf) ET5: ET6: | The user can select one of the following entry templates: ET5
ET6 The entry templates with file type category associations (ET3 and ET4) are not associated with documents with the .doc extension, so Workplace XT looks for entry templates with no file type categories and finds ET5 and ET6. |
example.doc | ET1: office (.doc, .xls) ET2: docs (.doc) ET3: images (.jpg) ET4: books (.pdf) ET5: | The user can select one of the following entry templates: ET1
ET2 Both ET1 and ET2 are associated with documents with the .doc extension. ET5 cannot be used for this document even though the entry template does not specify a file type category, because the document has already matched ET1 and ET2. |
example.doc | ET3: images (.jpg) ET4: books (.pdf) | The document cannot be added to this folder, because the folder has associated entry templates but the entry templates do not specify this document type. |
example.doc | No entry templates are associated with this folder, so the document is added using the standard Add Document wizard. | |
example | ET1: office (.doc, .xls) ET5: ET7: no content () | The document is added using ET7. ET7 is the only entry template that is associated with documents with no content, that is, documents with no MIME type. |
example | ET1: office (.doc, .xls) ET5: | The document is added using ET5. The entry template with file type category associations (ET1) is not associated with documents with no MIME type, so Workplace XT looks for entry templates with no file type categories and finds ET5. |
When a user adds more than one document at a time, the selected documents might include several document types. When this occurs, the entry templates that apply to one document type might not apply to the other document types. If Workplace XT cannot identify one or more entry templates that apply to all of the document types being added, the user must change the selection of documents and start over.
However, when you add documents at the same time to a folder that has one or more entry templates associated with it, Workplace XT groups the documents by file type category. Before assigning and updating properties for the documents, you can remove a file type category group or documents from within that group. Those documents are not added.
Entry templates that launch workflows cannot be used when adding more than one document at a time. If the user selects an entry template that launches a workflow, an error occurs, and the user must select a different entry template or add the documents one at a time.
The following process determines which of the folder's associated entry templates apply when multiple documents are added.
A user wants to add these documents. | The folder has these entry templates associated with it. The entry templates are shown below as: entry template name: file type category (extensions referenced by MIME types) | The user gets these results. |
---|---|---|
example.doc example.xls | ET1: office (.doc, .xls) ET2: docs (.doc) ET3: images (.jpg) ET4: books (.pdf) ET5: | The document is added using ET1. |
example.jpg example.pdf | ET1: office (.doc, .xls) ET2: docs (.doc) ET5: | The document is added using ET5. |
example.doc example.xls | ET3: images (.jpg) ET4: books (.pdf) | The documents cannot be added to this folder, because the folder has associated entry templates but the entry templates do not specify these document types. |
example.doc example.xls example.jpg | ET1: office (.doc, .xls) ET2: docs (.doc) ET3: images (.jpg) ET5: | No documents are added, because no single entry template has
file type specifications that match all of the types of the documents
being added. ET5 cannot be used because the type of one or more of the documents being added match one or more of the entry template file type specifications. |