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11.
Keywords
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OpenEngagement DMS does not allow users to assign any random set of words as keywords to Documents. Doing this quickly removes the usefulness of keywords, as it allows inconsistent words and spellings to be used. The OpenEngagement DMS allows Managers to define a vocabulary of keywords which may be applied to documents, thereby keeping their use consistent. The system is flexible though, and users may add new keywords at any time, and may maintain the list using the Keyword Manager.
Managers or Site Managers should define a vocabulary of keywords relatively early. Then as each Document is created, the appropriate subset of these keywords should be applied to the Document.
Keywords are useful for searching. They provide a convenient means to find the Documents with certain properties, or combinations of properties, as defined by their keywords. When used in combination with Smart Folders, Keywords can provide a very powerful mechanism for site organization.