Automatic profiling of documents and email

Content Manager auto profiling attempts to extract metadata from individual documents or email messages being checked in, or when processing a document queue for check-in or when attaching a document to an existing record. For example, for documents, Content Manager attempts to use document profile information like:

  • Title
  • Subject
  • Category
  • Author
  • Keyword, also multiple keywords when separated by a dash symbol (-)
  • Comment
  • Number of pages

These fields are not standard; it depends on the electronic document which of its properties Content Manager attempts to use.

For .jpg files, GPS coordinates are extracted and placed in the GPS Location field. This can be on the record if the field is added to the record type form, or added from the Property Editor.

For .mp3 files, the artist, album and track title is recorded against the record title.

For email, you need to either use Content Manager integration functions like a Content Manager button in your mail application, or e.g. drag a mail message from Outlook directly to Content Manager for automatic profiling to work best. Content Manager populates these fields from the email information:

  • Title - email subject
  • Date Created - email date sent
  • Author - email sender
  1. For details on how to configure Record Types for automatic profiling, see Record Type Metadata Capture page
  • Content Manager extracts and adds profile information only to new records.
  • When the system option is not selected, then Content Manager will use the document title as the record title, but ignore other document profile data. This is because a record must always have a title and the electronic file provides the most relevant information to use. If this information is not available through the properties of the electronic file, then Content Manager automatically uses the file name.
  • When checking in a document, the fields Content Manager managed to populate contain data. If you then decide to select a different document, the data in those fields will change accordingly. If you have manually changed the Title field, it will not be updated when you select a different document - once the title has been changed manually, only a user can change the title.
  • Content Manager will only add an author when there is no author attached yet. If the author is a duplicate, Content Manager will add it as a new Contact.
  • When Content Manager cannot find a date sent on an email message, it uses the date the email was received for Date Created
  • Profiling does not apply to email attachments

  • Automatic profiling can be affected by the issue when users are not using or are not aware of the file properties data. For example, they may copy files, and therefore their properties data, and then edit and use the new files as completely new documents. Then, when they check in the document to Content Manager, it will also use this relatively unreliable data as record metadata.