Gathering your document requirements

Determine what document properties are relevant for the workflows that you want to create.
Think about what properties you might want to use to sort or group documents in a job.

To gather your document requirements:

  1. Ask yourself questions like these:
    • What document properties will you use to distinguish your documents? (What makes one document different from another?)
    • What document properties do you need to identify to make use of data defined in the document properties in your PDF file?
    • What document properties do you need to identify to make use of data defined in the index tags (also called Tagged Logical Elements (TLEs)) in your Advanced Function Presentation (AFP) file?
    • What properties do you want to use as criteria for tracking documents? For example, you could define a property called account number so that you can track documents according to account number.
    • If you have a feature that includes the InsertJobs step template, what information do you want to include in inserter barcodes or in inserter control files? For example, to include the document's ZIP code in the inserter control file, you could define a document property called ZIP code.
    • If you have a feature used for postal processing, what information does your postal software require about each document?
    • If you have a feature that is used to add barcodes, what document properties do you need to include in the barcode data?
    • If you have the Archive feature, what document properties do you want to use to retrieve documents from the repository where they are stored?
    • If you have the Preference Management feature, what document properties do you need to define to handle preference information in RICOH ProcessDirector?
  2. From your answers, decide what properties to define. Some properties that you might want to define are:
    • Account number
    • Address line
    • Postal keyline
    • Data that you want to put into a barcode that is unique for each document
    • ZIP code
    • Dispatch type, such as express or regular mail
    • Encloser type, such as flat or fold
Parent topic: Planning to install document processing features