Step 4: Administration - Library Groups

Step 4: Administration - Library Groups

Jenny needs to choose on a strategy for organising her documents.  She decides to start with the simplest, a repository for documents related to customer correspondence.  This is called a Library Group.  This way she will know that this correspondence can be searched easily by restricting the search to this library group and that other types of documents, like invoices, will not appear.

 

To create a library group, click on the Libraries Navigation Tab (if this tab is not already selected) and then the Libraries Menu Item.  Click the Add Function Button. 

 

In the Name text box, enter "Correspondence".  You can use this value for the Description field as well if desired.  Under these boxes there is a text box labelled Base Path.  This base path is the directory where the documents that are stored in this library group are physically located on the computer.  In most cases, this will be a shared network folder which will allow all users to access the documents in the library group, but as this is a tutorial, we will use an example that will work on any computer.  Create a folder at the location R:\RadixDocuments on your network machine, if this folder does not exist already.  Click on the ellipsis button on the Base Path field to open a folder browser, browse to the folder R:\RadixDocuments and click OK.  This path will then appear in the Base Path text box.

 

Before a field can be used that field must be added to a library group.  Once this is done, all documents that are saved to that library group will have this field appear on the Document Save window so that users can enter data about the file that is being stored in Radix DM.  The fields that have been created in Radix DM are listed in a grid underneath the Base Path.  You can see the 'Customer Name', 'Amount' and 'Invoice Date' fields here.  To add a field to a library group, simply tick the box marked 'Include' next to the appropriate field name.  Fields can actually belong to multiple library groups.  In our example, Jenny decides that a useful field like 'Customer Name' will also be important for invoice documents, so she will want to also add the 'Customer Name' field to that library group when she creates it later.  For now, make sure that the box in the 'Include' column for the field 'Customer Name' row is ticked, then click Save.

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