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OpenText™ Classifications

Resource Guide

This guide describes how to add taxonomic Classification


capabilities to Content Server, and how to use Classifications to
provide an alternative way to organize, manage, and browse
items.

LLESCLS160000-GGD-EN
OpenText™ Classifications
Resource Guide
LLESCLS160000-GGD-EN
Rev.: 16. Mar. 2016
This documentation has been created for software version 16.0.0.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.

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accuracy of this publication.
Table of Contents
1 Administering Classifications .................................................. 5
1.1 Creating Classifications and Classification Trees ................................. 6
1.2 Configuring Classifications Options .................................................. 12
1.3 Enabling Intelligent Classification Functionality .................................. 15
1.4 Configuring the Classification Profile for Intelligent Classifications ...... 15
1.5 Classify Existing Content Using Intelligent Classification
Functionality ................................................................................... 19
1.6 Configuring Storage Rules for Classified Items .................................. 20
1.7 Maintaining Classifications ............................................................... 21
1.8 Exporting and Importing Classification Taxonomies ........................... 38
1.9 Using the XML Export API with Classifications .................................. 41

2 Using Classifications .............................................................. 45


2.1 Browsing and Searching Classifications ............................................ 45
2.2 Assigning Classifications ................................................................. 47
2.3 Adding Classifications ..................................................................... 50
2.4 Modifying Classification Properties ................................................... 53

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Chapter 1
Administering Classifications

Classifications are created by Administrators. Items are assigned Classifications by


Administrators and users who have sufficient permissions. If you have enabled the
module's Intelligent Classification functionality, Classifications can also be
suggested or assigned automatically. For these assisted and automatic
Classifications, you must construct a classification profile that defines the criteria
that is used when Intelligent Classification functionality suggests or assigns
Classifications for items.

The Administering Classifications section describes the following tasks:


• Enabling Intelligent Classification, which allows automatic or assisted
classification of items, based on generated key phrases.
• Configuring Classifications, which allows you to set a Classification's
accessibility, and configure the storage provider rules.
• Configuring the classification profile, which includes adding Exemplar
Documents (documents used to generate key phrases) for assisted or automatic
Classifications, and constructing the Profile Query.
• Classifying items, which includes configuring managed objects (classifiable
Content Server items), setting the management type, and managing pending
objects.
• Exporting and importing classification taxonomies, which includes exporting
Classifications to an XML file, importing Classifications from other Content
Server installations, and constructing an XML taxonomy.
• Performing maintenance, which allows you to adjust module features and keep
the system running smoothly.
• Using Content Server's XML Export API feature with Classifications, which
allows you to export Classification information in XML format.

For more information about using Classifications (for example, classifying items and
searching Classifications), see OpenText Classifications - Resource Guide (LLESCLS-H-
GGD) .

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1.1 Creating Classifications and Classification Trees


Classification is the systematic grouping of knowledge or items, or application of
taxonomy, based on a specific set of criteria. Classifications categorizes Content
Server items (for example, Documents, Compound Documents, Text Documents,
and Folders) into a taxonomy of Classifications called Classification Trees.

Note: Although Classifications does not suggest or build taxonomies for you, it
allows you to import and export the XML taxonomy definitions that you
provide. For more information, see “Exporting and Importing Classification
Taxonomies” on page 38.

There are three approaches you can use to create Classifications and Classification
Trees in Content Server:
• Manually add them in the Classifications Workspace in Content Server. For more
information, see “Adding Classifications” on page 6.
• Construct and import an XML Taxonomy. For more information, see
“Constructing and Importing an XML Taxonomy” on page 7.
• Export an existing Classifications Taxonomy from another Content Server. For
more information, see “Exporting and Importing Classification Taxonomies”
on page 38.

1.1.1 Adding Classifications


To add items to the Classification Workspace, you must have the Object Creation
privilege and See and Edit permissions. For more information about permissions,
see OpenText Content Server User Online Help - Getting Started (LLESRT-H-UGD).

The following three types of items can be added to the Classification Workspace:
• Classification Trees, which contain hierarchies of Classifications and are stored at
the base level of the Classification Workspace
• Classifications, which are stored within Classification Trees or other
Classifications
• Classification Shortcuts, which are Shortcuts to Classification Trees or
Classifications and are stored within Classification Trees and Classifications

When you add a Classification, you must also set the management type for a
Classification for managed objects such as Documents, Compound Documents, Text
Documents, and Folders. There are three management types:
• Manual, which means that the system will not automatically assign the
Classification to an item. Only administrators and users with the appropriate
permissions will be able to assign this Classification.
• Assisted, which means that the system will suggest this Classification for items
that satisfy the Classification's Profile and place them on the Manage Pending

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1.1. Creating Classifications and Classification Trees

Objects page (Tools > Content Server Administration > Classifications Administration).
There they can be accepted or rejected by Content Server Administrators and
users with the appropriate permissions.
• Automatic, which means that the system will automatically assign this
Classification to items that satisfy the Classification's Profile.

Note: If you are using OpenText Records Management, RM Classifications


will not support the Assisted management type on the Extras tab of the RM
Classifications. For more information on configuring Classifications with
Records Management, see OpenText Records Management - Installation and
Administration Guide (LLESRCM-IGD).

You must also decide if you want the Classification to be selectable by users.

For more information on manually creating Classifications in Content Server, see


OpenText Classifications - Resource Guide (LLESCLS-H-GGD)

1.1.2 Constructing and Importing an XML Taxonomy


If you want to construct a hierarchy of Classifications without having to add each
Classification to the Classification Workspace individually, you can write an XML
file that defines a hierarchy of Classifications (an XML classification taxonomy), and
then import it.

Constructing an XML Taxonomy

XML Classification Taxonomies are composed of a series of XML tags that define a
hierarchy of Classifications, including the names of all the Classifications and their
profile information. When you construct an XML Classification taxonomy manually,
its structure, tags, and values must meet certain requirements to import properly
into Content Server.

Header Section
The first part of an XML Classification taxonomy is a header section that defines the
XML file and the Classification Tree in general. This section begins with the
following XML declaration, which defines the XML version and the character
encoding used in the file:

<?xml version=&quot;1.0&quot; encoding=&quot;ISO-8859-1&quot;?>

Next, the Classification Tree must be defined with the importexport start tag:

<importexport applanguage='USA' appname='ContentServer'


appversion='9.1.0' dtdversion='2.5' exportdate='<date_and_time>'>

“Attributes of the importexport Start Tag” on page 8 describes the attributes of


the importexport start tag:

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Table 1-1: Attributes of the importexport Start Tag

Attribute Value
applanguage The language of the application, for example,
USA.
appname The name of the application, for example,
Content Server. This is a required
attribute.
appversion The version number of the application, for
example, 9.5.0. This is a required attribute.
dtdversion The version number of the DTD that defines
XML Classification taxonomies. The only
valid value is 2.5.
exportdate The date and time that the Classification Tree
was exported from Content Server. The
format of this attribute is <yyyy>-<mm>-
<dd>T<hh>:<nn>:<ss> (for example,
2002-04-12T21:31:48), where:
<yyyy> is the year,
<mm> is the month,
<dd> is the day,
<hh> is the hour,
<nn> is the number of minutes,
and <ss> is the number of seconds.
This attribute is optional. When you
construct an XML Classification taxonomy
manually, you do not need to include this
attribute.

Classification Hierarchy Section


The second part of an XML Classification taxonomy defines the hierarchy of
Classifications and their settings. This section occurs between the start and end tags
of the importexport element, and consists of one or more classificationtree
elements that contain one or more classification elements.

The classification elements define Classifications as follows:

<classification managementtype='<type>' name='<name>'


selectable='<boolean>' subtype='<n>'><query>SELECT &quot;OTObject&
quot; ,&quot;OTScore&quot; WHERE "test" ORDEREDBY RankingExpression &
quot;test&quot;</query></classification>

Note: <n> in subtype='<n>' represents a valid subtype number.

“The classificationtree, classification, and query Tags” on page 9 describes the


classificationtree, classification, and query tags:

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1.1. Creating Classifications and Classification Trees

Table 1-2: The classificationtree, classification, and query Tags

Tag Description
classificationtree Defines a list of Classifications. Its attributes
contain settings for the list of Classifications.
classification Defines a Classification. Its attributes contain
all of the Classification's settings.
query Defines the Profile Query for a Classification
when it has been exported from Content
Server. Do not enter a value in this field.

“Attributes of the classificationtree and classification Tags” on page 9 describes


the attributes of the classificationtree and classification start tags:

Note: When defining the Classification Tree or Classification name attribute,


you cannot use the colon (:) character.

Table 1-3: Attributes of the classificationtree and classification Tags

Attribute Value
managementtype The management type of the Classification
Tree or Classification. Valid values are
manual, automatic, and assisted.
name The name of the Classification Tree or
Classification. This value is a string (for
example, Annual Reports).
selectable Whether or not the Classification Tree or
Classification is selectable. Valid values are
true and false.
subtype The subtype number of the Content Server
object. Valid values are 196 for the
Classification Tree tags and 199 for the
Classification tags.

“Optional Attributes of the classificationtree and classification Tags” on page 9


describes the optional attributes of the classificationtree and classification
start tags:

Table 1-4: Optional Attributes of the classificationtree and classification Tags

Attribute Value
score The number entered by the user. Valid
values are 1-100 (inclusive).
description The node description entered by the user.

In this section, the hierarchy of Classifications is defined by embedding


classification elements within other classification elements. For example, if a

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Classification named Classification1 contains another Classification named


Classification2, then Classification2 would be embedded within Classification1 as
follows:

<classification managementtype='manual' name='Classification1'


selectable='true' subtype='199'>

<classification managementtype='manual' name='Classification2'


selectable='true' subtype='199'>

</classification>

</classification>

The following are rules regarding how the hierarchy is defined:

1. At the root level of the hierarchy, there can be no more than one
classificationtree element.
2. Each classificationtree and classification element can contain other
classification elements.

Note: A query element is optional in each classification and


classificationtree.

At the end of this section, you must include the end tag </classificationtree>
for the classificationtree element .

Example Files
The following example is an empty Classification Tree named Test Classification
Tree. It is selectable and its management type is set to automatic:

<?xml version="1.0" encoding="ISO-8859-1"?>

<importexport applanguage='USA' appname='ContentServer'


appversion='9.5.0' dtdversion='2.5' exportdate='2003-07-22T17:34:07'>

<classificationtree managementtype="automatic" name="Test


Classification Tree" selectable="true" subtype='196'>

<query>SELECT "OTObject" ,"OTScore" WHERE "test" ORDEREDBY


RankingExpression "test"</query>

</classificationtree>

</importexport>

The following example is a more typical Classification Tree. The name of the tree is
Corporate Information, and it contains three Classifications: About Us, Annual
Reports, and News. Inside News, there are two further Classifications: Press Releases
and Newsletters. At the root level, Corporate Information is non-selectable and its
management type is set to manual, while all the Classifications it contains are
selectable with their management types set to assisted.

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1.1. Creating Classifications and Classification Trees

<?xml version="1.0" encoding="ISO-8859-1"?>

<importexport dtdversion='2.5' appname='ContentServer'


appversion='9.5.0' applanguage='USA'>

<classificationtree managementtype='manual' name='Corporate


Information' selectable='false' subtype='196'>

<query></query>

<classification managementtype='assisted' name='About Us'


selectable='true' subtype='199'>

<query></query>

</classification>

<classification managementtype='assisted' name='Annual Reports'


selectable='true' subtype='199'>

<query></query>

</classification>

<classification managementtype='assisted' name='News'


selectable='true' subtype='199'>

<query></query>

<classification managementtype='assisted' name='Press


Releases' selectable='true' subtype='199'>

<query></query>

</classification>

<classification managementtype='assisted' name='Newsletters'


selectable='true' subtype='199'>

<query></query>

</classification>

</classification>

</classificationtree>

</importexport>

Importing an XML Taxonomy

Once you have created an XML Taxonomy, you can import the XML file to Content
Server and the Classifications are created automatically. Fore more information on

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importing classification taxonomies, see “Exporting and Importing Classification


Taxonomies” on page 38.

Note: If you have not enabled the Intelligent Classification functionality, when
you import any Classification Trees, the management type is set to manual. For
more information on Intelligent Classification, see “Enabling Intelligent
Classification Functionality” on page 15.

1.2 Configuring Classifications Options


There are several Classifications settings that you can configure to control
permissions and the application of Classifications. You can specify the users and
groups that have permissions to create Classifications, Classification Trees, and
Shortcuts to Classifications. You can also specify which Item types can be classified,
and add additional item types as classifiable. You can also modify various other
opentext.ini file settings to specify how Content Server works with
Classifications. For more information about Classifications opentext.ini settings,
see “opentext.ini File Settings for Classifications” on page 25

1.2.1 Configuring Classifications Object and Usage Privileges


You can configure which Classifications objects can be created by which users in the
Administer Object and Usage Privileges page of the administration page. For
example, if there is a specific user who is the Classifications Librarian, you can
restrict the ability to create Classifications and Classification Trees to only that user
to better control the Classifications available in your environment.

“Classifications Object Privileges” on page 12 lists the Classifications Object


Privileges that you can modify and the default restrictions, if any.

Table 1-5: Classifications Object Privileges

Object Privilege Default Restrictions


Classification Restricted to Content Server Admin account.
Classification Tree Restricted to Content Server Admin account.
Classification Shortcut Unrestricted

In addition to these Object Privileges, you can control the Usage Privilege Apply
Classifications for the Usage Type Collections Command. This allows you to
restrict which users can see the Apply Classifications menu options in the More
Actions drop-down list in a Collection. By default, this setting is Unrestricted. For
more information on using Collections, see OpenText Content Server User Online Help
- Using Collections (LLESCL-H-UGD).

For more information on how to restrict object privileges, see OpenText Content
Server Admin Online Help - Content Server Administration (LLESWBA-H-AGD).

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1.2. Configuring Classifications Options

1.2.2 Configuring Item Types as Classifiable


Item types that can be classified are called managed objects. You can configure four
default item types in Content Server as managed objects:
• Compound Documents
• Documents
• Text Documents
• Folders

For example, if you make the Documents item type a managed object, Content Server
users can manually classify Documents, or you can configure Content Server to
automatically classify or suggest Classifications for Documents using the Intelligent
Classifications functionality. For more information about automatic and assisted
Classifications, see “Adding Classifications” on page 6.

If you want to allow additional Content Server item types to be configurable as


managed objects (for example, URLs or Projects), you do so by adding the item type
to the Managed Objects administration page. For more information, see OpenText
Records Management - Administering Records Management (LLESRCM-H-AGD).

Enterprise Library Services Objects Within a Classification


You cannot classify OpenText Enterprise Library object types by default. You must
manually make them classifiable by editing the value of the SubTypes parameter in
the [Classification] section of the opentext.ini file, and then selecting them on
the Managed Objects page. For more information, see “opentext.ini File Settings for
Classifications” on page 25

Once configured, you can classify OpenText Enterprise Library items using the
Manual, Assisted, or Automatic classification method. Classification inheritance
rules apply to OpenText Enterprise Library container objects such as Folder, and
Item.

Note: Because Variants contain content (in the actual document and in the
search index) and Items contain metadata, Variants are classified
independently from Items. When Content Server classifies OpenText
Enterprise Library objects based on content, only Variants are classified and
content-based queries will only return Variants in the search results. When you
add a new Variant, it inherits Classifications from the Item, provided the Item
and Variant are classifiable subtypes. Prior to classifying Enterprise Library
Services items, you must make them available for classification. For more
information, see “Classify Existing Content Using Intelligent Classification
Functionality” on page 19.

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1.2.3 To Configure RM Classified Objects


To configure RM classified objects:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Managed Objects link.

2. Clear or select the Managed check box beside any of the following object types:

• Compound Document
• Document
• Enterprise Library Folder
• Enterprise Library Item
• Enterprise Library Object Type Definition
• Enterprise Library Variant
• Folder
• Text Document

3. Click the Update button.

1.2.4 To Enable Additional Managed Object Types


To enable managed object types:

1. Open the <content_server_home>/config/opentext.ini file in a text editor.

2. Add the following line to the [Classification] section:


SubTypes={136,144,145,0,<n>}, where <n> represents the value of the object
type that you want to enable (for example, 140 is the value of a URL).

3. Optionally, add the following values to the SubTypes parameter to enable


OpenText Enterprise Library object types Folder, Item, and Variant:
823, 824, 825

4. Save and close the opentext.ini file.

5. Restart Content Server and the Web application server.

Note: The values 136, 144, 145 and 0 represent the default managed object
types; respectively, Compound Document, Document, Text Document and
Folder.

The values 823, 824, and 825 represent OpenText Enterprise Library object
types; respectively, Folder, Item, and Variant.

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1.3. Enabling Intelligent Classification Functionality

1.3 Enabling Intelligent Classification Functionality


The Intelligent Classification functionality allows you to create assisted and automatic
Classifications that help to automate the process of classifying items. For each of
these classification types, you construct a profile that defines the criteria that its
items must meet. Then, for each new item that meets the criteria, Content Server
either suggests the Classification to be assigned or automatically assigns the
Classification to the item. For more information about assisted and automatic
Classifications, see “Adding Classifications” on page 6.

1.3.1 To Enable the Intelligent Classification Functionality


To enable the Intelligent Classification functionality:

1. On the Content Server Administration page, click the Enable Intelligent


Classification Functionality link.

2. On the Enable Intelligent Classification Functionality page, select the Enable


Intelligent Classification check box.

3. Click the Save Changes button.

1.4 Configuring the Classification Profile for


Intelligent Classifications
When using Intelligent Classification functionality for Classifications with a
management type of assisted or automatic, you must define and set a profile. In this
profile, you specify the criteria that items must meet to be assigned the
Classification. For each profile, the system examines every item that is added or
modified (provided that the item's type is a managed object). It then determines if
the item meets the profile's criteria for the corresponding Classification. If the item
fits the profile for a Classification, the system does one of the following:

• If the Classification's management type is assisted, the system suggests the


Classification for the item on the Manage Pending Objects page. The
Classification can then be accepted, rejected, or left as pending.
• If the Classification's management type is automatic, the system automatically
assigns the Classification to the item.

Note: You cannot set a profile for a Classification whose management type is
manual.

For more information about managed objects, see “Configuring Item Types as
Classifiable” on page 13. For more information about accepting or rejecting system-
suggested Classifications for items, see “Maintaining Classifications” on page 21.
For more information about setting a Classifications management type, see OpenText
Classifications - Resource Guide (LLESCLS-H-GGD).

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Profile Tab

If the management type is assisted or automatic, the Profile tab will be visible when
you view a Classification's Properties page, and you will be able to:
• Set the relevance score threshold.
• Add and remove Exemplar Documents.
• See the key phrases that are generated.

Each of these criteria are used to determine if a managed object meets the
Classification's profile and to determine if it should be automatically classified or if
the classification should be suggested.

Setting the Relevance Score Threshold

The relevance score threshold determines how closely a document must satisfy your
profile parameters. The higher the threshold, the more exact the match must be. The
value must be from 1 to 100. The default value is 40.

Note: You must click the Construct Profile Query button on the Profile tab,
and the Save as Profile button on the Search page, before a change to the
relevance score threshold takes effect.

Adding Exemplar Documents to the Profile

If you already have one or more documents or emails that exemplify a Classification,
you can quickly define a classification profile by adding these documents or emails
to the profile as Exemplar Documents. Content Server then determines and displays
the Exemplar Document's key phrases (recurring words and word combinations,
especially those involving unusual words). These phrases are used to determine if
items satisfy the profile.

Once you add the Exemplar Documents, you must construct the Profile Query to
store the key phrases in the profile. A Profile Query is a set of search criteria that
defines the parameters for automatic and assisted Classifications.

When an Exemplar Document is added to a classification profile, Content Server


automatically adds key phrases from the Document to the Profile Query Search
page. Additionally, the location of the Exemplar Document is shown in the Location
column on the Profile tab.

Note: Content Server can extract key phrases from only the latest major version
of an Exemplar Document that contains both major and minor versions.
Although you can add Documents without a major version as Exemplar
Documents, these documents cannot contribute key phrases to the
classification profile.

Constructing the Profile Query


You can construct the Profile Query using the Content Server Search page. Any
information that is searchable in Content Server can be configured as criteria for

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1.4. Configuring the Classification Profile for Intelligent Classifications

Intelligent Classifications. Managed objects that meet the criteria specified in the
Profile Query, and that satisfy the relevance score threshold specified in the
Classifications profile, are either assigned the Classification or the Classification is
suggested, depending on the management type for the Classification. By default, the
Classification Profile Query page opens with additional fields in the Full Text
section. These fields allow you to:

• Specify key phrases.


• Edit key phrases from Exemplar Documents to change the automatically
extracted phrases.
• Edit key phrases from a complex query of an imported Classification taxonomy.

Each section is labeled with instructional text.

Note: You can edit the key phrases in the fields for Exemplar Documents and
complex queries from imported Classification taxonomies; however, Content
Server will not save your edits.

Classification Profile Search Templates

Classification profile search templates include a read-only Scope component that


references Enterprise and Enterprise Library search slices. Content Server can test
Profile Queries against Enterprise and Enterprise Library data sources using the
Search button. Once you are satisfied with your profile and you have saved it,
Content Server will perform either automatic or assisted Classification, depending
on the management type you enabled on the Extras tab of your Classification's
Properties page.

The Enterprise and Enterprise Library search slices are highlighted in the read-only
Scope component. This indicates that the slices are preselected and cannot be
modified.

1.4.1 To Define the Relevance Score Threshold


To define a Relevance Score Threshold for a Classification profile:

1. In the Classifications Workspace, click a Classification or Classification Tree's


Functions icon, choose Properties, and then choose Profile.

2. Do one of the following:

• Click the Use Default radio button to use the default relevance score
threshold value.

• Click the Use Specific radio button to enter a custom value, and then type a
value from 1 to 100 in the input field.

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1.4.2 To Add an Exemplar Document


To add an Exemplar Document:

1. In the Classifications Workspace, click the Functions icon of a Classification or


Classification Tree, choose Properties, and then choose Profile.

2. Click the Add Exemplar Document button.

3. On the Select Exemplar Document page, navigate to the Document that you
want to add, and then click the associated Select link.

4. Repeat steps 2 and 3 for all Exemplar Documents that you want to add.

5. Click the Construct Profile Query button. For instructions on constructing the
Profile Query, see “To Construct the Profile Query” on page 18.

Note: Exemplar Document support for Enterprise Library is limited to the


default variant of items.

Tip: Alternatively, you can select the Functions menu of any Document or
Enterprise Library item and choose Set as Exemplar.

1.4.3 To Construct the Profile Query


To construct the Profile Query:

1. In the Classification Workspace, click the Functions icon of a Classification or


Classification Tree, choose Properties, and then choose Profile.

2. Click the Construct Profile Query button.

3. On the Classification Profile Query page, do one of the following:

• In the first text field, type any user-defined phrases you want to use to
define the Classification
• In the second text field, edit the Exemplar Document key phrases (if you
have used an Exemplar Document or Documents, and you want to edit the
automatically extracted key phrases).
• In the third text field, edit the key phrases from the imported classification
complex query (if you have imported a classification complex query, and
you want to edit the automatically extracted key phrases).

4. In the System Attributes section, specify the search criteria you want.

5. Click the Save as Profile button.

Note: You cannot add advanced options to the Classification Profile Query
page (for example, Natural Language Query and Scope). Content Server will
ignore these additional criteria. However, you may narrow the Profile Query

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1.5. Classify Existing Content Using Intelligent Classification Functionality

using the Categories, Browse Content Server, Enterprise Library Types,


Enterprise Library Property Types, and XML Types links.

1.4.4 To Test a Profile Query Against Enterprise and


Enterprise Library Data
To test a Profile Query against Enterprise and Enterprise Library data:

1. In the Classification Workspace, click the Functions icon of a Classification or


Classification Tree, choose Properties, and then choose Profile.

Note: If the Profile command is not present, OpenText Enterprise Library


object types are not classifiable. You must make them classifiable. For
more information see “Enterprise Library Services Objects Within a
Classification” on page 13,

2. Click the Construct Profile Query button.


On the Classification Profile Query page, in the Full Text section, type a phrase
to define the Classification.

3. In the Full Text section, edit the key phrase of the Exemplar Document.

4. In the Full Text section, edit the key phrase of the complex query from the
imported Classification

5. In the System Attributes section, specify any additional search criteria you
want.

6. Click the Search button.

1.5 Classify Existing Content Using Intelligent


Classification Functionality
If you have configured assisted or automatic Classifications using the Intelligent
Classification functionality, you can use the Classify Existing Content functionality to
apply Classifications to existing content without re-extracting your entire Enterprise
content. For more information about assisted and automatic Classifications, see
“Adding Classifications” on page 6.

Note: The Indexing Processes (Update Distributors and Index Engines) of each
Enterprise Data Source must be running to receive and execute commands.

When you use the Classify Existing Content options, Content Server issues
Classification Profile Queries against all Enterprise/ Enterprise Library Update
Distributors, and then imports the resulting IPools and processes the results, either
assigning or recommending Classifications.

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Important
Executing general Classification Profile Queries against large amounts of
content at one time may increase the load on the Import Agent, slowing the
server and the classification process.

On the Set Audit Interests page, you can specify which events are audited. You can
also view information about using the Classify Existing Content functionality on all
objects by selecting the appropriate criteria on the Query Audit Log page. For
information about the query audit log, see OpenText Content Server Admin Online
Help - Content Server Administration (LLESWBA-H-AGD).

Enterprise Library Services Search Agent Support


A Classification IPool Importer is included in each OpenText Enterprise Library data
source. The Classification Query File is automatically replicated to the
Administration Server of the OpenText Enterprise Library data source Update
Distributor, and it is synchronized with the Content Server version(s) as Profile
Query updates occur.

The Classify Existing Content operation contacts all Content Server and OpenText
Enterprise Library Update Distributors and issues Profile Queries against them.

1.5.1 To Classify Existing Content


To classify existing content:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Classify Existing Content link.

2. On the Classify Existing Content page, click the Initiate button.

3. Click the Continue button.


The processing of automatic and assisted Classifications will be completed with
the next scheduled Consumer Five Minute Agent execution.

1.6 Configuring Storage Rules for Classified Items


If you have flexible storage enabled, you can select an alternate storage location for
specified classified items by configuring storage provider rules.

When managed objects are added to Content Server, they are evaluated based on the
rule definition. You can create a complex expression for multiple Classifications
connected with And, Not, or Or modifiers. When using the storage provider rules,
Content Server evaluates the classified items in ascending order, and then stores the
items based on your specified criteria. For more information about flexible storage,
see OpenText Content Server Admin Online Help - Content Server Administration
(LLESWBA-H-AGD).

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1.6.1 To Configure Storage Rules


To configure storage rules:

1. On the Content Server Administration page, in the Storage Provider Settings


section, click the Configure Storage Rules link.
2. On the Configure Storage Rules page, click the Modify icon.
3. On the Add New Rule page, click Node assigned classifications '?' in the Rule
drop-down list.
4. Click one of the following in the Classify drop-down list:

• Browse Classifications
• My Favorites
5. In the Browse Classifications window, or the My Classification Favorites
window, click the Select link for the Classification you want to add to the
storage rule. Optionally, click the Modify link to add another Classification
using one of the modifiers.
6. Click the storage provider for the rule in the Logical Storage Provider drop-
down list.
7. Click the Submit button.

1.7 Maintaining Classifications


Maintaining Classifications includes tasks that you can perform and the settings that
you can change to perform maintenance on Classifications. These tasks and settings
allow you to adjust the way the module operates, so that your system runs as
smoothly as possible.

Maintenance tasks include regenerating the Classification Query File, removing or


reclassifying items associated with a Classification, managing objects pending
classification, purging Classifications, purging the database of rejected
Classifications, and configuring the opentext.ini file settings for Classifications.

Regenerating the Classification Query File


The Classification Query File (queries.in) is a system file that stores all the Profile
Query information for assisted and automatic Classifications, and is located in the
<content_server_home>/config directory. If you have not enabled the Intelligent
Classification functionality, your system does not contain this file. For more
information, see “Enabling Intelligent Classification Functionality” on page 15. The
queries.in file is modified when either a Classification is updated within Content
Server using theSave as Profile button, or an assisted or automatic Classification
node is deleted.

In the following cases, you must regenerate the Classification Query File so that it
contains the latest Profile Query information:

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• After you import a Classification Tree.


• After you change the management type of a Classification from manual to
assisted or automatic, provided that the Classification had previously been set to
assisted or automatic
• When instructed to do so by OpenText Customer Support.

Managing Pending Objects


When you add an item to Content Server, and the item's type is a managed object,
Content Server examines the item and determines whether it meets the criteria in the
profile of each assisted Classification. If the item fits the profile for an assisted
Classification, Content Server suggests the Classification for the item. You can either
accept or reject the Classification, or you can defer the decision by leaving the item's
status as pending.

Note: For information about Enabling Managed Object Types, see “To Enable
Additional Managed Object Types” on page 14.

Purging Classifications
You remove Classifications in two ways: by deleting or purging. When you delete
Classifications, Content Server verifies that you have permission to delete the
Classification and all of the Classifications that it contains before actually removing
the items. Content Server also updates the database and, if necessary, the
Classification Query File for each Classification that was deleted.

Caution
Depending on the size of the classification hierarchy, deleting can be a very
time-consuming process.

You purge Classifications when you want to remove a large hierarchy of


Classifications (a Classification Tree or a Classification and all Classifications that it
contains) quickly. Purging, like deleting, removes all the Classifications, but is less
time consuming because it does not verify the permissions associated with each
Classification and, when necessary, updates the Classification Query File once only.
For example, you would purge a hierarchy of Classifications if you import a
Classification Tree with a large number of Classifications (greater than 1000) and the
import fails before it is complete.

Purging the Database of Rejected Classifications


Each time you reject a system-suggested Classification for an item, the system
records this information in the Content Server database so that it will not suggest the
Classification for the item later. However, if this data gets sufficiently large, it might
slow down your system.

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By purging the database of rejected Classifications, you remove entries based on the
specified number of days that they have been in the database. The default value is 45
days. Entries that are 45 days and older are purged.

Note: If you purge entries from the Content Server database, Classifications
that have been rejected for objects might be automatically suggested again.

1.7.1 To Regenerate the Classification Query File


To regenerate the Classification Query File:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Regenerate Classification Query File link.

2. On the Regenerate Classification Query File page, click the Regenerate Query
File button.

1.7.2 To Manage a Classification


To manage a classification:

1. In the Classification Workspace, click the Functions icon for the Classification
Tree or Classification that you want to manage, and then choose Manage
Classification.

2. On the Classification Tree's or Classification's Manage page, do one of the


following:

• To remove items from the Classification, click Remove in the corresponding


Action drop-down lists. Then click the Submit button. Optionally, click the
Set All Action to Remove button. Then click the Submit button.
• To reclassify items in this Classification, click Reclassify in the
corresponding Action drop-down lists, and then click the Submit button.
Next, in the Browse Classifications window, navigate to the classification
that you want to assign to the items. Then click its Select link. Optionally,
click the Set All Action to Reclassify button. Then click the Submit button.

1.7.3 To Manage Pending Objects


To manage pending objects:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Manage Pending Objects link.

2. On the Manage Pending Objects page, do one of the following:

• To accept or reject the suggested Classifications for objects, click Accept or


Reject in the corresponding Status drop-down lists, and then click the
Submit Status Changes button.

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• To accept the suggested Classifications for all objects, click the Set All Status
to Accept button, and then click the Submit Status Changes button.

Tip: You can leave an object's status as pending if you do not want to accept or
reject its suggested classification. After you click the Submit Status Changes
button, the system displays either a list of pending objects that have not
already been displayed, or, if none remain, an empty list. To view pending
objects that have already been displayed, return to the Content Server
Administration page, and then click the Manage Pending Objects link.

1.7.4 To Purge Classifications


To purge Classifications:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Purge Classifications link.

2. On the Purge Classifications page, click the Browse Content Server button,
locate the hierarchy of Classifications that you want to purge, and click the
appropriate Select link.

3. Click the Purge button.

4. On the Purge Classifications: Success page, click the Continue link.

Note: Content Server cannot purge Classification hierarchies that contain


certain types of objects (for example, Records Management object types). You
must delete these object types manually before purging.

1.7.5 To Purge the Database of Rejected Classifications


To purge the database of rejected Classifications:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Purge Rejected Classifications for Objects
link.

2. On the Purge Rejected Classifications for Objects page, specify how many days
old the entries that you want to purge must be in the Days Old field.

3. Click the Purge button.

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1.7.6 opentext.ini File Settings for Classifications


The opentext.ini file, which is located in the <content_server_home>/config
directory, is the main configuration file for Content Server. It also contains several
settings that affect the behavior of Classifications. Occasionally, it may be necessary
to change these settings by editing the opentext.ini file directly using the Content
Server SDK Builder or a text editing program.

For information about the opentext.ini file, see OpenText Content Server Admin
Online Help - Content Server Administration (LLESWBA-H-AGD).

The following settings can appear in the [Classification] section of the


opentext.ini file. Some of these settings do not appear by default. For the settings
that do not appear by default, Content Server assumes default values, as
documented in “Classifications opentext.ini Settings” on page 25.

Table 1-6: Classifications opentext.ini Settings

Setting Values Description


AllowAppearances true or false. Controls whether
Appearances can be created
By default, this setting does in the Classifications
not appear in the Workspace. For more
opentext.ini file, which is information about
equivalent to Appearances, see OpenText
AllowAppearances=true. Content Server User Online
Help - Working with Custom
Views and Appearances
(LLESAPP-H-UGD).
AllowCustomViews true or false. Controls whether Custom
Views can be created in the
By default, this setting does Classifications Workspace.
not appear in the For more information about
opentext.ini file, which is Custom Views, see OpenText
equivalent to Content Server User Online
AllowCustomViews=true. Help - Working with Custom
Views and Appearances
(LLESAPP-H-UGD).

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Setting Values Description


SubTypes {objID,objID,etc...}. Contains the object IDs of the
item types that are available
By default, this setting does as managed objects. For more
not appear in the information about managed
opentext.ini file, which is objects, see “Configuring
equivalent to Item Types as Classifiable”
SubTypes={136,144,145 on page 13.
,0}.

Note: To make
OpenText Enterprise
Library object types
classifiable, you must
edit the SubTypes
value. OpenText
Enterprise Library
subtypes that can be
added are 823 (Folder),
824 (Item), 825
(Variant), and 826
(Compound).
DisplayNum An integer between 100 and Specifies the maximum
2000. number of items that are
displayed when a user
By default, this setting does browses a Classification.
not appear in the
opentext.ini file, which is
equivalent to
DisplayNum=100.

Note: If you set an


integer that is less than
100 or greater than
2000, Content Server
assumes the default
value 100.

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Setting Values Description


reextract true or false. When an item is added to
Content Server or modified
By default, this setting does in some way, Content Server
not appear in the extracts the item. This process
opentext.ini file, which assigns metadata to the item,
is equivalent to indexes the item so that it is
reextract=true. searchable, and if you are
using Intelligent
Note: Configuring the Classifications, the process
reextract setting to determines which assisted or
true can slow down automatic Classifications best
large Content Server match the item and then
installations. assigns or suggests those
Classifications. To make the
Classification data for each
item searchable, whenever a
Classification is assigned
without matching it to
assisted and automatic
Classifications again, Content
Server must automatically
reextract the item.

The reextract setting


determines whether Content
Server reextracts items after
they have been assigned a
Classification. If this value is
set to true, the Classification
data for each item is
searchable immediately after
it is assigned a Classification.
If this value is set to false,
the Classification data for
each item is not searchable
until the item is extracted
again.

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Setting Values Description


maxClassifications An integer between 1 and When an item is extracted,
20. the Intelligent Classification
functionality determines
By default, this setting does which assisted and automatic
not appear in the opentext.ini Classifications best match the
file, which is equivalent to item. The
maxClassifications=5. maxClassifications
setting identifies the
Important maximum number of
Do not change this Classifications that the
setting unless Intelligent Classification
instructed to do so functionality assigns to or
by OpenText suggests for an item when it
Customer Support. is extracted.
Higher values might
slow down your
system, and lower
values might
negatively affect the
accuracy of the
Intelligent
Classification
functionality.
maxImportAgentObjects An integer value. When processing automatic
and assisted Classifications
The default value is 100. (Intelligent Classifications),
the
Note: A value of 0 maxImportAgentObjects
restricts all objects setting defines the maximum
from being classified. number of Classification
A value smaller than 0 IPool objects that can be
disables the parameter. processed during a single
Consumer Five Minute
Agent run.

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Setting Values Description


maxLargeImportAgentObject An integer value. When processing automatic
s and assisted Classifications
The default value is 5. (Intelligent Classifications),
the
Note: A value of 0 maxLargeImportAgentOb
restricts all large jects defines the maximum
objects from being number of large Classification
classified. A value IPool objects that can be
smaller than 0 disables processed during a single
the parameter. Consumer Five Minute
Agent run.
The size of large
Classification IPool
objects is defined by
the
largeImportAgentO
bjectSizeKB
parameter.
largeImportAgentObjectSize An integer value. When processing automatic
KB and assisted Classifications
The default value is 4000. (Intelligent Classifications),
the
largeImportAgentObjec
tSizeKB setting defines the
size (in KB) to be used with
the
maxlargeImportAgentOb
jectSizeKB setting.

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Setting Values Description


lowScoreThres An integer between 0 and When an item is extracted,
100. the Intelligent Classification
functionality compares the
By default, this setting does item to each assisted and
not appear in the opentext.ini automatic Classification and
file, which is equivalent to then determines relevance
lowScoreThres=40. scores that represent how
well the item satisfies each of
Note: After you the Classification's profiles.
change this setting, The lowScoreThres setting
you must restart identifies the minimum
Content Server and relevance score necessary for
regenerate the the system to either suggest
Classification Query the item for an assisted
File to apply the new Classification or assign an
setting to automatic Classification to
Classifications using the item.
the new default
relevance score
threshold. For more
information about
regenerating the
Classification Query
File, see “Maintaining
Classifications”
on page 21.

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Setting Values Description


siblingCompressRatio An integer between 0 and When an item is extracted,
100. the Intelligent Classification
functionality may determine
By default, this setting does that several assisted and
not appear in the automatic Classifications
opentext.ini file, which is within the same parent
equivalent to Classification match the item.
siblingCompressRatio= The
75. siblingCompressRatio
setting determines the
Note: If you set an percentage of Classifications
integer that is less than within a parent Classification
0 or greater than 100, that must match the item
Content Server before the parent
assumes the default Classification is assigned to
value. the item instead.

For example, if
siblingCompressRatio is
set to 75, lowScoreThres is
set to 40, and three of the
four assisted Classifications
within the automatic
Classification named Reports
match a document with
relevance scores greater than
or equal to 40, Content
Server assigns the Reports
Classification to the
document instead of the
three assisted Classifications.

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Setting Values Description


RetainIntelClass true or false. Specifies whether all
previous automatic and
By default, this setting does assisted Classifications
not appear in the assigned to Content Server
opentext.ini file, which is items are retained when any
equivalent to new automatic and assisted
RetainIntelClass=true. Classifications are assigned.

If the value is set to true,


items retain their previous
automatic and assisted
Classifications and are
assigned new Classifications
as well; the previous
Classifications must be
removed manually.

If the value is set to false,


previous automatic and
assisted Classifications are
deleted, and items are
assigned new Classifications.
highScoreBypassThres An integer between 0 and Identifies the minimum
100. relevance score necessary for
an item to bypass the
By default, this setting does siblingCompressRatio
not appear in the setting.
opentext.ini file, which is
equivalent to For example, if
highScoreBypassThres= highScoreBypassThres is
70. set to 70,
siblingCompressRatio is
set to 75,
maxClassifications is
set to 5, and three of the four
assisted Classifications
within the automatic
Classification named Reports
match a document with
relevance scores higher than
70, the parent Classification
is not assigned to the item.
Instead, Content Server ranks
the three assisted
Classifications along with
other highly relevant
Classifications, and then
assigns the five most relevant
Classifications to the item.

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Setting Values Description


bulkOperations true or false. Enables the multiselect
functionality for classified
By default, this setting does items. Setting this parameter
not appear in the to true allows users to select
opentext.ini file, which is more than one Content
equivalent to Server item to copy, move,
bulkOperations=false. delete, (or collect, if enabled).

The multiselect functionality


does not have any
Classifications-specific
features; therefore, the
commands are applied
directly to the Content Server
item and not the
Classification.

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Setting Values Description


bulkClassDisplayNum An integer greater than or Identifies the maximum
equal to 1. number of Classifications
that can be displayed for an
By default, this setting does item on the following pages
not appear in the in Content Server:
opentext.ini file, which is • Classify Search Results
equivalent to
page when the page is
bulkClassDisplayNum=2.
displaying Classifications
that are assigned to one
or more items. You use
this page when you
classify items from the
Search Result page.
• Classify Collection Items
page when the page is
displaying Classifications
that are assigned to one
or more items. You use
this page when you
classify items in a
Collection.

If the
bulkClassDisplayNum
setting is set to a number of
Classifications that is less
than the number that is
assigned to an item, a view
all link is displayed.
Clicking this link displays all
Classifications that are
assigned to the item. If
assigned Classifications are
displayed for multiple items,
you can click a link at the top
of the page to show all
Classifications assigned to all
items.

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Setting Values Description


inheritedClassDisplayNum An integer greater than or Identifies the maximum
equal to 0. number of Classifications
that can be displayed on an
By default, this setting does item's Add page when the
not appear in the item is inheriting
opentext.ini file, which is Classifications. An item
equivalent to inherits Classifications when
inheritedClassDisplay you add it to a container that
Num=4. is classified.

For example, when you add


a Document to a Folder with
the Classification Confidential,
the Document inherits that
Classification. If the
inheritedClassDisplay
Num setting is set to a number
of Classifications that is less
than the number that the
item is inheriting, a view
all link is displayed.
Clicking this link displays all
Classifications that the item
is inheriting.

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Setting Values Description


maxPathDisplayLen An integer greater than 2. Identifies the maximum
number of characters that
By default, this setting does can be displayed in the path
not appear in the that represents a hierarchy of
opentext.ini file, which is Classifications on the
equivalent to following pages in Content
maxPathDisplayLen=70. Server:
• An item's Add page when
the item is inheriting
Classifications. An item
inherits Classifications
when you add it to a
container that is
classified.
• Classify Search Results
page when the page is
displaying Classifications
that are assigned to one
or more items. You use
this page when you
classify items from the
Search Result page.
• Classify Collection Items
page when the page is
displaying Classifications
that are assigned to one
or more items. You use
this page when you
classify items in a
Collection.

The hierarchy of the


inherited Classifications is
displayed as a horizontal
path in the following format:
Confidential:Presenta
tions:FinancialResult
s, and so on.

If you configure the


maxPathDisplayLensettin
g to a number of characters
that is less than the number
of characters in a
Classification hierarchy path,
the path is truncated to the
number of characters that
you specify. Characters in the
middle of the path are the
characters that are not
displayed, and are

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Setting Values Description


represented with an ellipsis
(...).
searchResultPathLinks true or false. Controls whether an
alternate, non-hyperlinked,
By default, this setting does colon-delimited path is
not appear in the displayed. This option is
opentext.ini file, which is enabled by setting the
equivalent to searchResultPathLinks
searchResultPathLinks parameter to false.
=true.
By default, the paths display
as a sequence of hyperlinked
locations from the root of the
Classification Tree to the
Classification itself.
AssignRemoveClassification • PSee – users have see Users must have permissions
Perm permissions. to assign or remove
• PSeeContents – users Classifications on the object.
have see content The permissions required to
permission. perform these operations are
set by this parameter.
• PModify – users have
modify permissions
(default is set to
PModify).
• PEditAttributes –
users have edit attribute
permissions.
• PDelete – users have
delete permissions.
• PEditPerms – users
have edit permissions.

By default, this setting does


not appear in the
opentext.ini file, which is
equivalent to
AssignRemoveClassific
ationPerm=PModify.
applyDownBlockSize An integer greater than 1. Sub-items are processed in
blocks of set sizes. This
By default, this setting does parameter allows you to
not appear in the adjust the number of items
opentext.ini file, which is processed in each request.
equivalent to
applyDownBlockSize=50.

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1.8 Exporting and Importing Classification


Taxonomies
You export and import classification taxonomies when you want to copy a hierarchy of
Classifications (Classification Trees or Classifications and all the Classifications that
they contain) from one Content Server installation to another, or within an Content
Server installation. For example, if you have a Classification Tree named Marketing
Documents, which contains many Classifications, and you want to set up an identical
hierarchy of Classifications on another Content Server installation, you would
export and import the Classification Tree.

You can export and import the entire Classification Workspace, a Classification Tree,
or a Classification. When you export the Classification Workspace, all Classification
Trees and Classifications in the Workspace are exported. When you export a
Classification, it becomes a Classification Tree when imported. For example, if you
have a Classification named Project Schedules that is currently stored in the Product
Development Classification Tree, you can export the Project Schedules Classification
and import it into another Content Server installation. In this case, the Product
Schedules Classification is imported as a Classification Tree.

If you want to construct a hierarchy of Classifications without having to add each


Classification to the Classification Workspace individually, you can write an XML
file that defines a hierarchy of Classifications (an XML classification taxonomy), and
then import it. For more information on creating an XML Taxonomy, see
“Constructing and Importing an XML Taxonomy” on page 7.

Note: If you have not enabled the Intelligent Classification functionality, when
you import any Classification Trees, the management type is set to manual and
any associated profiles are disabled. For more information about enabling
Intelligent Classifications, see “Enabling Intelligent Classification
Functionality” on page 15.

Exporting Classification Taxonomies


When you export the Classification Workspace or any of its contents, Content Server
writes information to an XML file. The XML file contains all the information that
defines the Classification Trees and Classifications, and the hierarchy of
Classifications that they may contain (for example, the names and management
types of each Classification). The system then stores this XML file in the temp
directory of your Content Server installation (for example, <content_server_home>/
temp) and uploads it to the My Workspace of the user who performs the export.

Note: Depending on system activity, the XML file containing each exported
Classification Tree and the Classifications might not appear in the My
Workspace immediately.

Importing Classification Taxonomies


When you import a Classification taxonomy to the Classification Workspace,
Content Server reads from an XML file all the information that defines the

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Classification Tree (or Trees) and the hierarchy of Classifications that it contains.
When you begin the import process, the system builds that hierarchy of
Classifications in the Classification Workspace.

When you import a Classification taxonomy, you can also apply Categories. The
Categories are applied to all new Classification Trees and the Classifications created
by the import process. By default, when specify the import settings, any Categories
that have been applied to the Classifications Volume will appear in the Categories
field.

You may remove these Categories, add additional Categories, or change the
Categories to be applied to the imported Classifications. For more information on
Categories, see OpenText Content Server User Online Help - Working with Categories and
Attributes (LLESWAT-H-UGD).

After a Classification Tree has been imported, you can enable its assisted and
automatic Classifications by regenerating the Classification Query File. For more
information, see “Maintaining Classifications” on page 21.

Note: Depending on system activity, each Classification Tree and the


Classifications that you import might not appear in the Classification
Workspace immediately. If you import a Classification Tree with a large
number of Classifications (greater than 1000), and the import fails before it is
complete, you can purge the Classification Tree. Purging, like deleting, deletes
all the Classifications that were imported, but is less time consuming. For more
information, see “To Purge Classifications” on page 24.

1.8.1 To Export a Classification Taxonomy


To export a Classification taxonomy:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Taxonomy Export link.

2. On the Taxonomy Export page, click the Browse Content Server button, and
then do one of the following:

• Click the Select link for the Classification Workspace to export all
Classification Trees in the Classification Workspace.
• Navigate to a Classification Tree or Classification, and then click the
appropriate Select link.

3. Type a name for the XML file in the Export File Name field (for example,
classtree.xml).

4. Click the Export button.

5. On the Taxonomy Export page, click the OK button when the export process is
complete.

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Note: If you click the OK button before the export process is complete, you
will return to the Content Server Administration page and the export process
continues to run in the background.

1.8.2 To Import a Classification Taxonomy


To import a classification taxonomy:

1. On the Content Server Administration page, in the Classifications


Administration section, click the Taxonomy Import link.
2. On the Taxonomy Import page, do one of the following:

• To select an XML file that is stored in your computer's file system, click the
Browse button, navigate to the XML file that contains each Classification
Tree that you want to import, and then double-click its name.
• To select an XML file that is stored in Content Server, click the Browse
Content Server button, navigate to the XML file that contains each
Classification Tree that you want to import, and then click its Select link.

3. Click the level of error messaging you want in the Alert Level drop-down list:

• Severe Error, which notifies the recipient of critical system errors.


• Error, which notifies the recipient of general system errors.
• Warning, which notifies the recipient of non-critical errors in the system.
• Information, which notifies the recipient of general status and other system
information.
• None, which is the default.

For more information about error messaging, see OpenText Content Server Admin
Online Help - Search Administration (LLESWBS-H-AGD).

4. Optionally, click the Edit button in the Categories field to apply or change the
Categories to be applied to the Classification Tree and its Classifications.

5. Click the Import button.

6. On the Taxonomy Import page, click the OK button when the import process is
complete.

Note: If Categories have been applied to the Classification volume, these


Categories will appear by default in the Categories filed.

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1.9. Using the XML Export API with Classifications

1.9 Using the XML Export API with Classifications


The Content Server XML Export API feature enables the information associated with
an Content Server volume or object to be translated into XML code and exported as
a file that can be used by another application, such as a data archive. When
Classifications is installed, you can use the XML Export API to export, in XML
format, the information associated with Classifications; for example, the
Classification hierarchies in the Classification Workspace and Content Server items
that have Classifications assigned to them. The XML Export API gives you control
over the structure of the XML files that Content Server generates, and allows you to
create custom skins for the Classifications interface. For more information about
Content Server's XML Export API, see the OpenText Content Server - XML Import and
Export Guide (LLESCOR-PGD), which is available on the OpenText Knowledge
Center.

You perform an XML export by adding parameters to the end of the basic Content
Server URL in a Web browser. An example of an XML export URL is: http://
<content_server_URL>?
func=ll&objId=<[DataID]>&objAction=xmlexport&<optionalparamete
rs>, where:
• <content_server_URL> represents the URL prefix of the Content Server server,
• <[DataID]> represents the Content Server ID of the object to be exported
(Classification Workspace, Classification Tree, Classification, Document, Folder,
and so on),
• and &<optional parameters> represents parameters that control the content of
the resulting XML file.

The XML export query always starts with &xmlexport. Multiple parameters can be
added and are connected with an ampersand (&).

You can use any of the standard XML Export API optional parameters when you use
the XML Export API with Classifications. You can also use other parameters that are
specific to Classifications. The tables below provide information about some
standard XML Export API optional parameters (scope and callbackhandlername)
and the parameters that are specific to Classifications (xmlclassifieditems and
xmlclassificationstatus). For more information about other standard XML
Export API optional parameters, see the OpenText Content Server - XML Import and
Export Guide (LLESCOR-PGD).

“Optional Parameters” on page 42 lists some optional parameters that you can use
in an XML export.

Note: When you use the XML Export API, you must have the See and See
Contents permissions for a classification object (Classification Workspace,
Classification Tree, or Classification) to be exported and all subitems within the
object. In addition, you must have the system administration rights privilege to
set certain optional parameters. “Optional Parameters” on page 42 below also
outlines which optional parameters require this privilege.

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Table 1-7: Optional Parameters

Parameter Description Values


scope= Exports the child • base: exports the object
Classifications of a given only.
classification object • sub: exports the object
(Classification Workspace, and all its children.
Classification Tree, or • one: exports the object
Classification) according to
and its immediate
the specified child level.
children.
• <n>, where <n>
represents an integer
greater than 0: exports the
object and its immediate
children up to <n> levels
below the object. 1 for one
level below, 2 for two
levels below, and so on.
xmlclassifieditems= Exports the classified items of • true: exports all
a specific status that belong classified items that are
to a Classification Tree or visible in the interface; in
Classification. other words, with
“accepted” status.
Note: You must have • accepted: exports the
the system classified items that are
administration rights visible in the interface.
privilege to specify the • pending: exports the
following statuses: items that have been
pending, rejected, all. assigned Classifications,
but the items are not yet
visible in the interface.
• rejected: exports the
classified items that have
had their Classifications
removed.
• all: exports all classified
items regardless of their
status.
callbackhandlername= Name of the callback handler classifications
used. When you use the
classifications value
with the
callbackhandlername
parameter, any
Classifications that have been
assigned to classifiable
objects are appended to the
export of the objects

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Parameter Description Values


xmlclassificationstat Appends Classifications with • accepted: exports the
us= a specific status that have Classifications that are
been assigned to classifiable visible in the interface.
objects to the export of the • pending: exports the
objects. Classifications that have
been assigned to objects,
Note: You must have but the items are not yet
the system visible in the interface.
administration rights • rejected: exports the
privilege to specify the Classifications that have
following statuses: been removed from
pending, rejected, all. objects.
• all: exports
Classifications regardless
of their status.

You can combine optional parameters to make an XML export more specific. “XML
Export Examples” on page 43 below provides examples of URLs containing
optional parameters that you can combine.

Note: If you combine optional parameters and Content Server returns


unexpected results, contact OpenText Customer Support.

Table 1-8: XML Export Examples

URL Description
<content_server_URL>?func=ll& Exports the contents of the Classification
objId=4962&objAction=xmlexport& Workspace object with object ID 4962 and all
scope=sub&xmlclassifieditems=true associated classified items with “accepted”
status
<content_server_URL>?func=ll& Exports a Classification with object ID 2040
objId=2040&objAction=xmlexport& and all associated classified items, regardless
scope=base&xmlclassifieditems=all of their status
<content_server_URL>?func=ll& Exports a Classification Tree with object ID
objId=2001&objAction=xmlexport& 2001, three levels of child Classifications in
scope=3& the Classification Tree, and classified items
xmlclassifieditems=pending with “pending” status
<content_server_URL>?func=ll& Appends to the export of the object with
objId=2245&objAction=xmlexport& object ID 2245 and its immediate children all
scope=one& Classifications with “accepted” status that
callbackhandlername=classificatio are assigned to the object and its children
ns&
xmlclassificationstatus=accepted

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URL Description
<content_server_URL>?func=ll& Appends to the export of the object with
objId=2401&objAction=xmlexport& object ID 2401 all Classifications that are
callbackhandlername=classificatio assigned to the object. Also appended to the
ns&xmlclassifieditems=true export are the classified items with
“accepted” status that have been assigned
the Classifications that are assigned to the
object.

Note: In this type of example (when


the &
callbackhandlername=classific
ations&xmlclassifieditems=
parameters are used together), only
one level of classified items of a
Classification is exported to prevent
successive export repetitions.
<content_server_URL>?func=ll& Exports the Classification with object ID 1365
objId=1365&objAction=xmlexport& and all its child Classifications, and
xmlclassifieditems=pending& associated classified items with “pending”
callbackhandlername=classificatio status. For each classified item, its
ns& Classifications with “rejected” status are
xmlclassificationstatus=rejected exported.

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Chapter 2
Using Classifications

Classifications provides users with an alternative to the standard way of organizing,


browsing, and searching Content Server items. You can classify Content Server
items, such as Documents, Compound Documents, Text Documents, and Folders. By
classifying items, users can browse Classification Trees in addition to the traditional
folder hierarchy. Classifications and Classification Trees are added to a
Classification Workspace, providing a hierarchy to organize items.

2.1 Browsing and Searching Classifications


You can browse Classifications to locate Classification Trees (ordered groups of
Classifications), Classifications, and classifieditems in the Classification Workspace.
When you browse Classification Trees, all associated Classifications and classified
items (and their original locations in Content Server) are listed. When you browse
Classifications, all associated classified items (and their original locations in Content
Server) are listed.

You can also configure Classifications to appear as Facets in the Content Filter
sidebar panel. If you select a Classification Facet, existing child Facets are shown. If
you use the Facet Search to narrow down the results that appear within the facet,
Classifications facets and existing child Classification facets are included in the
results. Facets must be configured in the Facets Volume in Content Server. For more
information, see OpenText Content Server User Online Help - Working with Documents
and Text Documents (LLESWBD-H-UGD).

Searching
When you search for items in the Enterprise Workspace using the Content Server
search bar, items are returned in the search results that match your query. However,
when you search Classifications, you locate only items that have specific
Classifications assigned to them. By including Subclassifications, you can search for
the selected Classification and all of its descendents.

Note: For more information about using the Content Server search bar and
searching in Content Server, see OpenText Content Server User Online Help -
Searching Content Server (LLESWBB-H-UGD).

If you search for items in the same Classifications frequently, you can add the
Classifications as Favorites. This allows you to select the Classifications from the My
Favorites page when you search. For more information about adding items as
Favorites, see OpenText Content Server User Online Help - Getting Started (LLESRT-H-
UGD).

After you perform a search, you can refine your search results to items that share a
Classification theme. Themes identify the authors, locations, dates, topics, and

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Classifications that occur most frequently in your search results. When you refine
your search results with a Classification theme, Content Server includes only items
with the Classification that you select.

Note: For more information about refining search results, see OpenText Content
Server User Online Help - Searching Content Server (LLESWBB-H-UGD).

2.1.1 To Browse Classifications


To browse Classifications:

1. On the Enterprise menu, click Classifications.

2. In the Classification Workspace, click the Functions icon for a Classification


Tree or Classification and then click Open.

2.1.2 To Search Classifications


To search Classifications:

1. Click the Advanced Search link in the search bar.

2. On the Search page, in the Advanced Options section, click the Classifications
link.

3. In the Classify drop-down list, click one of the following options:

• Browse Classifications
• My Favorites

4. In the Browse Classifications window, or the My Classification Favorites


window, navigate to the Classification that you want to search. Then click the
associated Select link.

5. Specify any additional search criteria that you want. Optionally, select the
Include Sub-Classifications check box to find classified items in the selected
Classification and all of its descendents.

6. Click the Search button.

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2.1.3 To Refine Search Results with Classifications


To refine search results with Classifications:

1. In the Common Classifications section of the Search Result page, select the
Include check box that corresponds to each Classification you want.
2. Click the Refine Results button.

2.2 Assigning Classifications


Assigning Classifications to Items
You can assign one or more Classifications to items such as documents, compound
documents, text documents, and folders when you add them to Content Server. You
can also assign Classifications to existing Content Server items.

Assigning Classifications to Containers


If you add an item to a container that has an assigned Classification, by default, the
item will be assigned the same Classification that is assigned to the container. For
example, if you add a text document to a folder that is classified as Confidential, the
text document will be classified as Confidential. Additionally, if you are classifying an
item that resides in a container with a different Classification, the item will retain
both Classifications. For example, if you add a document that you classify as
Presentations to a folder that is classified as Confidential, the document will be
classified as Confidential as well as Presentations. If you do not want items to inherit
the container’s assigned Classification, you can change the default inheritance
settings by clearing the Inheritance check box on the container’s Classifications tab.

Note: If the Inherit check box is selected on the container’s Classifications tab,
the name of the assigned Classification is shown in the Inherited
Classifications section of the Add page when an item is added to the
container. If the container does not have an assigned Classification, the
Inherited Classifications section does not appear.

If a container has assigned Classifications, you can also apply its Classifications to
the Sub-Items within the container by using the Apply Classifications to Sub-Items
button located next to the Classify menu. When you apply Classification to sub-
items, some items may not be classified. This occurs if any sub-items are not of a
classifiable subtype, or if you do not have the appropriate permissions.

Note: The Apply Classifications to Sub-Items button does not appear if the
container does not have any Classifications applied.

Assigning Classifications to Multiple Items


If you want to assign a Classification to multiple items simultaneously, you can do
so from a Search Results page. You can select individual search results items to be
classified, or select the Deselect/Select All check box to classify an entire set of

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search results. If any of the selected items are not classifiable, the items are listed in
the Non-Classifiable Items section of the Classify Search Results page that appears
after selecting the Apply Classifications menu option.

Note: The Apply Classifications menu option is only available to you if your
administrator has given you the appropriate usage privileges.

Modifying Classifications
If you have sufficient permissions, you can add a Classification to the Classification
Workspace if one does not exist to meet your needs. For more information about
adding a Classification, see “Adding Classifications” on page 50.

You can also add frequently used Classifications to Favorites. This allows you to
select the Classifications from the My Favorites page when you assign them to
items. For more information about adding items as Favorites, see OpenText Content
Server User Online Help - Getting Started (LLESRT-H-UGD).

You can remove Classifications from items at any time. After you remove a
Classification that was assigned automatically, the system will not automatically
reassign the Classification to the item again, even if the item satisfies the
Classification's profile. You can remove Classifications from several items at a time
from a search result, Collection, or in the Browse View of a Workspace. For more
information about automatically assigned Classifications, see “Adding
Classifications” on page 50.

2.2.1 To Classify a New Item


To classify a new item:

1. In the Enterprise or Personal Workspace, click the item type that you want to
add on the Add Item menu.

2. On the Add page for the item, specify the item settings. Then click one of the
following options in the Classify list:

• Browse Classifications
• My Favorites

3. In the Browse Classifications window, or the My Classification Favorites


window, navigate to each Classification that you want to assign to the item.
Select the corresponding check box.

4. Click the Submit button.

5. On the Add page for the item, click the Add button.

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2.2.2 To Classify an Existing Item


To classify an existing item:

1. Click the Functions icon of the item you want to classify, choose Properties, and
then choose Classifications.
2. On the Item Properties page, click one of the following options in the Classify
list:

• Browse Classifications
• My Favorites
3. In the Browse Classifications window, or the My Classification Favorites
window, navigate to each Classification that you want to assign to the item.
Select the corresponding check box.
4. Click the Submit button.

2.2.3 To Classify Sub-Items


To classify sub-items:

1. On the Detail View page, click the Function button for a container, for example,
a folder. Select Properties and then select Classifications.
2. On the Properties page, click the Apply Classifications to Sub-Items button.
3. When the confirmation dialog box appears, click the OK button.
4. On the Apply Classifications to Sub-Items screen, wait for the Status line to
display Done. Click the OK button.

Note: The Apply Classifications to Sub-Items button does not appear if the
container does not have any Classifications applied.

2.2.4 To Classify Items in Search Results


To classify items in search results:

1. On the Search Result page, select the check box for each item you want to
classify. In the Select Action list, click Apply Classifications.
2. On the Classify Search Results page, click one of the following options in the
Classify list:

• Browse Classifications
• My Favorites
3. In the Browse Classifications window, or the My Classification Favorites
window, navigate to the Classification that you want to assign to the item.
Select its check box.

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4. Click the Submit button.


5. On the Classify Search Results page, click the Apply button.

2.2.5 To Remove a Classification from an Item


To remove a Classification from an item:

1. Click the classified item's Functions icon, choose Properties, and then choose
Classifications.
2. On the item's Properties page, click the Remove link beside the Classification
that you want to remove.
3. In the confirmation dialog box, click the OK button.

2.2.6 To Remove Classifications from Multiple Items


To remove Classifications from Multiple Items:

1. In a Collection, Search Result, or the Browse View of a Workspace, select the


check box for each item that you want the Classification removed.
2. In the More Actions menu, click Remove Classifications.
3. In the Remove Classifications window, select the Classification that you want to
remove by browsing from the Classifications drop-down list.
4. Click the Submit button.

2.3 Adding Classifications


Adding Classifications lets you establish a series of ordered groupings for your
company's information that will best suit your environment. For example, if the
items in your Enterprise Workspace are organized according to departments, such
as Human Resources, adding Classifications lets you organize these items in the
Classification Workspace according to other criteria, such as date, subject, and item
type.

To add items to the Classification Workspace, you must have:


• The Object Creation privilege
• The See permission
• The Edit permission

For more information about permissions, see OpenText Content Server User Online
Help - Getting Started (LLESRT-H-UGD).

The following three types of items can be added to the Classification Workspace:
• Classification Trees, which contain hierarchies of Classifications and are stored at
the base level of the Classification Workspace.

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• Classifications, which are stored within Classification Trees or other


Classifications.
• Classification Shortcuts, which are shortcuts to Classification Trees or
Classifications and are stored within Classification Trees and Classifications.

After you add items to the Classification Workspace, you can copy and move them.
For more information about copying and moving items, see OpenText Content Server
User Online Help - Getting Started (LLESRT-H-UGD). Copying a Classification Tree or
Classification copies its hierarchy of Classifications and Classification Shortcuts;
however, you must specify whether classified items are also copied.

Moving a Classification Tree or Classification moves its hierarchy and all classified
items. If you copy or move a Classification to the same level in a hierarchy as a
Classification Tree, the Classification becomes a Classification Tree. If you copy or
move a Classification Tree to the level of a Classification, the Classification Tree
becomes a Classification.

Configuring the Management Type


When you configure the management type for a Classification, you set the level of
system-assisted classification for managed objects such as documents, compound
documents, text documents and folders. There are three management types:
• Manual, which means that the system will not automatically assign the
Classification to an item. Only administrators and users with the appropriate
permissions will be able to assign this Classification.
• Assisted, which means that the system will suggest this Classification for items
that satisfy the Classification's Profile and place them on the Manage Pending
Objects page. The Manage Pending Objects page can be found from the
Content Server Administration page by selecting Classifications
Administration. From the Manage Pending Objects page, the suggestions can
be accepted or rejected by administrators and users with the appropriate
permissions.
• Automatic, which means that the system will automatically assign this
Classification to items that satisfy the Classification's Profile.

Making a Classification Selectable


You make a Classification selectable when you want to enable users to assign the
Classification to items. For example, you might create a Classification Tree called
Presentations to store your company's presentations. Then, you would create
Classifications within the Classification Tree for the different subjects covered by the
presentation, such as Company Policy and Financial Results.

In this case, you likely would not want users to be able to assign the Presentations
Classification Tree to presentations, but you would want users to be able to assign
the Company Policy and Financial Results Classifications to presentations. Therefore,
you would ensure that the Presentations Classification Tree is not selectable and the
Company Policy and Financial Results Classifications are selectable.

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2.3.1 To Add a Classification


To add a Classification:

1. On the Global Menu Bar, from the Enterprise menu, select Classifications.
2. In the Classification Workspace, from the Add Item menu, click Classification.
3. On the Add: Classification page, in the Name field, type a name for the
Classification.
4. Optional In the Description field, type a description of the Classification.
5. Select one of the following Management Type options:

• Manual. For a description, see “Configuring the Management Type”


on page 51.
• Assisted. For a description, see “Configuring the Management Type”
on page 51.
• Automatic. For a description, see “Configuring the Management Type”
on page 51.
6. Clear the Selectable check box to prevent users from assigning the
Classification to items.
7. Optional In the Categories field, if you want to apply or modify Content Server
Categories and Attributes, click Edit to bring up the Edit: Categories box. Add
or edit the categories you want applied, then click Done.
8. Optional In the Create In field, if you want to select a different location in which
to create the Classification, click Browse Content Server. Navigate to the new
location, then click that location's Select link.
9. Click Add.

2.3.2 To Add a Classification Tree


To add a Classification Tree:

1. On the Global Menu Bar, from the Enterprise menu, select Classifications.
2. In the Classification Workspace, from the Add Item menu, click Classification
Tree.
3. On the Add: Classification Tree page, in the Name field, type a name for the
Classification Tree.
4. Optional In the Description field, type a description of the Classification Tree.
5. Select one of the following Management Type options:

• Manual. For a description, see “Configuring the Management Type”


on page 51.

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• Assisted. For a description, see “Configuring the Management Type”


on page 51.
• Automatic. For a description, see “Configuring the Management Type”
on page 51.

6. Clear the Selectable check box to prevent users from assigning the
Classification Tree to items.

7. Optional In the Categories field, if you want to apply or modify Content Server
Categories and Attributes, click Edit to bring up the Edit: Categories box. Add
or edit the categories you want applied, then click Done.

8. Optional In the Create In field, if you want to select a different location in which
to create the Classification Tree, click Browse Content Server. Navigate to the
new location, then click that location's Select link.

9. Click Add.

2.3.3 To Add a Classification Shortcut


To add a Classification Shortcut:

1. In the Classification Workspace of a Classification Tree, on the Add Item


menu, click Classification Shortcut.

2. On the Add Classification Shortcut page, type a name for the Classification
Shortcut in the Name field. Optionally, type a description of the Classification
Shortcut in the Description field.

3. Click the Browse Classification button, navigate to the Classification to which


you want the Shortcut to point, and click its Select link. Optionally, click the
Edit button to modify the categories or attributes associated with the
Classification Shortcut. Optionally, click the Browse Content Server button to
select an alternative location in which to add the Shortcut.

4. Click the Add button.

2.4 Modifying Classification Properties


If you have sufficient permissions, you can modify a Classification's properties after
it has been added to the Classification Workspace. For example, on a Classification
Tree, or Classification's Extras Properties page, you can:

• modify the management type, or


• set whether or not the Classification is selectable, meaning that it can be assigned
to items.

For more information about a Classification's properties, see “Adding


Classifications” on page 50.

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Configuring Columns to Display Metadata


You can configure which columns display metadata for Classifications,
Classification Trees, and classified items on the Columns tab of the Properties page.
The metadata appears next to a item when you are navigating in the Browse View.
The metadata that appears are configured in two ways. They can be configured
globally, which means the metadata appears for all Classifications, Classification
Trees, and classified items in the system, or they can be configured locally, which
means the additional metadata appears only for the specified item. By default, the
Type and Name metadata columns are configured globally; the other columns that
appear depend on how users’ have them set up. The metadata columns that can be
added locally depend on the columns a user creates. These columns you add are
displayed for in all sub-items of a container. They must be configured in the Facets
Volume of Content Server. For more information, see OpenText Content Server User
Online Help - Working with Documents and Text Documents (LLESWBD-H-UGD)

Modify Classifications System Settings


You can choose whether the Add Classification and Remove Classification multi-
select buttons appear when users are in the Browse View. These settings are
configured on the System Settings tab of the Classifications Properties page.

2.4.1 To Configure Classification System Settings


To configure Classification System Settings:

1. Click a Classification’s Functions menu, choose Properties, and then click the
System Settings tab.
2. On the System Settings tab, select the check box for any of the multi-select
buttons you want to appear when users are in the Browse View.
3. Click Update.

2.4.2 To Modify Classification Properties


To modify Classification Properties:

1. In the Classification Workspace, click the Functions icon of the Classification


Tree or Classification you want to modify. Choose Properties, and then choose
Extras.
2. On the Extras tab of the Properties page,

• Select a Management Type option.

Note: This option only appears if Enable Intelligent Classification


Functionality is enabled.
• Select or clear the Selectable check box.
3. Click the Apply button.

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2.4.3 To Configure Classification Metadata Columns to


Display
To configure metadata columns to display:

1. Click the Functions menu for a Classification, Classification Tree, or classified


item, click Properties, and then choose Columns.

2. In the Local Columns section on the Columns properties tab, highlight the
columns you want displayed, and then click the Right Arrow button to add the
column(s) to the Displayed Columns section.

3. Click Update.

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