Renditions tab

The Renditions tab is part of the Properties of file type or New File Type dialogue box, which appears when you click Properties or Add in the System Options Documents Types page dialogue box. See Properties of file type dialogue box for details.

This tab enables you to configure Content Manager rendition processing of all electronic documents of the selected file type.

On the left, Content Manager lists the rendition formats, including up to six custom formats, that it is set up to process:

  • Digital Signature – enables electronic signature renditions linked with the document, so that changes cannot be made without regenerating the digital signature. There can only be one rendition of this format for a record.
    See Content Manager Help for more about digital signatures.
  • OCR text – Optical Character Recognition text, enables renditions of the original document, created by identifying and extracting text from the image of the document, for example, a scanned newspaper image. This is the only rendition format that Content Manager indexes the document content of.
    There can only be one rendition of this format attached to a record.
  • Annotation – enables renditions with additional metadata associated with the original document.
    There can be multiple renditions of this format attached to a record.
  • Machine Independent Format – enables renditions of stored data in a format that can be read by a variety of computers independent of the computer's operating system. There can only be one rendition of this format attached to a record.
  • Multimedia Annotation – enables renditions generated by creating associations between documents, the simplest form being the association of keywords with documents. There can be multiple renditions of this format attached to a record.
  • Native Mail Format – enables renditions of email items in their original format.
    There can only be one rendition of this format attached to a record.
  • Transparent Redaction – enables redacted image renditions, with the redaction appearing transparently on the original document. The option Administration - System Options - Record page - Save transparent redactions as a rendition on the original record must be selected.
    There can be multiple renditions of this format attached to a record.
  • Long Term Storage (PDF) - enables .pdf file renditions of the original document for long term storage. This includes renditions of this type requested by users and processed by Content Manager Render.
    There can be multiple renditions of this format attached to a record.
  • Redactable - enables .tiff/.tif file renditions of the original document. This includes renditions of this type requested by users and processed by Content Manager Render.
    There can be multiple renditions of this format attached to a record.
  • Single Page View - enables renditions for each page of the original document.
    There can be multiple renditions of this format attached to a record.
  • HTML Representation – enables HTML formatted representation renditions of the original document.
    There can be multiple renditions of this format attached to a record.
  • Thumbnail – enables .jpg formatted representation renditions of the original document.
    There can be multiple renditions of this format attached to a record.
  • Signed Copy – enables a signed copy rendition of the original document.
    There can be multiple renditions of this format attached to a record.
  1. In the System Options Documents Types page dialogue box, select the file type to manage and click Properties
  2. In the Properties of file type dialogue box, select the Renditions tab
  3. Select a rendition format from the list and modify the options:
    • When checking in a document of this file type, look for an associated file of type - when checking in a new electronic document, Content Manager will look in the same directory for another electronic document with the same name, but with this extension, and check it in as a rendition of the original.
      For example, for the file type DOCX, you may want to include Digital Signature renditions. By default, sgn is already specified in this field.
      When you check in a document to Content Manager, named documenta.docx, Content Manager checks the same directory for a file named documenta.sgn, and if it exists, adds it to the record as a rendition of the original document.
      The processing is altered by the below option Append rendition extension to base file type extension.
    • Delete this rendition when creating a new revision – select for Content Manager to delete renditions of this format when a new revision of the original document on the record is created.
      The processing is altered by the below option Append rendition extension to base file type extension.
      If you do not select this option, old renditions will remain.
    • Extract this rendition when extracting a main document of this type - select for Content Manager to save renditions of this format locally when a user extracts the original record document.
      The local extraction target directory then contains, for example, the files documenta.docx and documenta.sgn.
      The processing is altered by the below option Append rendition extension to base file type extension.
    • Extract this rendition when viewing a main document of this type - select for Content Manager to save renditions of this format locally when users view the original record document.
      The local directory then contains, for example, the file documenta.sgn.
      The processing is altered by the below option Append rendition extension to base file type extension.
    • Append rendition extension to base file type extension – changes the behaviour of the options above.
      When selected, Content Manager names the rendition by using the original file name and extension, and then appends the extension above.
      For example, when a user extracts the file documenta.docx with an sgn rendition extracted automatically, Content Manager extracts the files:
      • Documenta.docx
      • Documents.docx.sgn

      When the option is not selected, Content Manager names the files:

      • Documenta.docx
      • Documenta.sgn
  4. Click OK to save your changes to the Renditions tab

NOTE:

  • Content Manager supports the use of wildcard characters * and ? when specifying a file extension. This enables you to capture renditions that have changing extensions, for example, .001, .002 and so forth.

    A warning message appears when you specify a wildcard character for:

    • Digital Signature
    • OCR text
    • Machine Independent Format
    • Native Mail Format

    These are formats where Content Manager only enables a single unique rendition of this type.

    When you use wildcard characters for these rendition formats, Content Manager uses the first rendition of the specified type that it finds.

  • For rendition types that allow multiple renditions, a limit of 25 renditions applies

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