Creating, editing, and deleting relevances
A document's Relevance classifies the document by audience type, for example, Public or Private.
Tip Once you have opened a relevance's property page, you can create, edit, and delete relevances without returning to the value list page. Simply select an existing relevance from the list on the property page, if necessary, and click the appropriate button.
To create a new relevance:
- In the Settings view, expand the name of the workspace in which you want to create the relevance, expand Document properties, and click Document relevances. A page listing the existing relevances appears.
- In the Document relevances section header, click New. A page showing the available relevance options appears.
Tip To create a new relevance using an existing relevance as a template, select the relevance that you want to use before clicking New. The options of the selected relevance will be set as the defaults for the new relevance. You may then simply change the options as necessary for the new relevance.
- Click options or type values using the descriptions in the following table.
Document relevance options
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Document relevance code
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Type a unique value to identify the relevance. The relevances list shows the code in parentheses after the relevance name.
Warning Do not type an existing code or data loss can occur.
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Document relevance
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Type a name for the relevance as you want it to appear to users.
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NEW
Description
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Type a description of the new relevance.
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Set
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Makes the relevance selectable by users for new and existing documents.
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Search
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Makes the relevance searchable by users.
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Access control
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Select an access profile to take effect when a document is assigned this relevance. Select Access control from metadata when you want the documents with this relevance to use the access profile specified in the document properties.
Note This option overrides the Status access control option.
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- Click Create. The page listing the existing relevances reappears with the new relevance added.
To edit an existing relevance:
- In the Settings view, expand the name of the workspace in which you want to edit the relevance, expand Document properties, and click Document relevances. A page listing the existing relevances appears.
- On the Actions menu of the document relevance that you want to edit, click Edit. A page showing the relevance's current options appears.
- Select or type options using the descriptions in the preceding table.
- Click Save. The page listing the existing relevances reappears.
To delete an existing relevance:
Note Do not delete a relevance if it is still assigned to any documents in the workspace. If you delete a relevance, users will not be able to filter or search for documents with the relevance any more.
Tip A relevance should normally not be deleted when a workspace is still active unless you are sure that there are no documents that use it. We recommend that you clear the Set and Search options instead.
- In the Settings view, expand the name of the workspace in which you want to delete the relevance, expand Document properties, and click Document relevances. A page listing the existing relevances appears.
- On the Actions menu of the document relevance that you want to delete, click Delete. A confirmation dialog box appears.
- Click OK. The page listing the existing relevances appears with the selected relevance removed.