Zenario document management
Zenario has two powerful document management approaches:
- Folder-based document management using Hierarchical Documents — the easy way to start with documents on a website
- More advanced document management, with version control and translations, using Document Content Items.
This guide will help you choose the right solution for your needs.
Zenario's document systems
Zenario provides two complementary document management systems.
Hierarchical Documents
Intuitive file organisation — Folder-based document management with simple metadata and container plugin integration.
Document Content Items
Enterprise content management — A full-featured content type with version control, multilingual support, and advanced metadata handling.
Hierarchical Documents
Documents can easily be linked from within WYSIWYG editable areas.
For better functionality, Document Container plugins can be placed on a page, giving more options.
Flexible display options
Document Container plugins adapt to various needs when presenting them on web pages:
- Single document: show individual documents with rich metadata presentation, including auto-generated thumbnail images and meta data
- Folder contents: show all documents within a specific folder, and optionally sub-folders, and optionally offering a zip download of multiple files.
Hierarchical folder management for administrators
Hierarchical Documents mirror traditional file system organisation with folder-based organisation.
There is an internal tagging system, so that documents can be tagged for easy classification.
Extensible data schema using Datasets
Using Zenario's powerful Datasets system, it is easy to add fields to the Hierarchical Documents Dataset.
For example, additional flags, dates and text fields can be added.
Easy to build document libraries
The Hierarchical Documents FEA plugin (Front End Admin) can be placed on a visitor-facing or extranet user-facing web page, to create a searchable document library.
This allows users to search on various fields in Hierarchical Documents, allowing databases of thousands of files to become easily accessible.
See eucojud.eu for an example.
Document Content Items
Document Content Items are Zenario's most sophisticated document handling system, designed for organisations requiring comprehensive content management capabilities.
Translation Chains for Multilingual Support
Documents in different languages are linked via their translation chain for simpler management (categorisation etc.).
Each Document maintains its own title, description, keywords, and content summary, but can share an alias with other items in the chain (i.e. other translations).
AWS S3 cloud storage for Large Files
There is support for documents with large (GB) file sizes, by storing them outside of Zenario in AWS S3.
Documents can be stored locally (for a small file, such as a PDF), and/or in AWS S3 (for a larger file, such as an original Photoshop® file).
On extranet sites where documents are password-protected, Zenario supports secure user access to S3-stored documents without exposing AWS credentials.
Advanced metadata and search capabilities
Document Content Items provide enterprise-level metadata management and search functionality:
- Comprehensive Metadata Fields: Title, description, optional keywords, content summary, release dates, and custom fields
- Automatic Text Extraction: Full-text indexing from PDF and Word documents
- AI-Powered Search: Integration with AWS Kendra and vector databases for semantic search
- Custom Field Extensions: Unlimited custom metadata fields through the dataset system
- Thumbnail Generation: Automatic preview images for visual document identification
SEO and Content Integration
Document Content Items integrate seamlessly with Zenario's content management and SEO capabilities:
- SEO-Friendly URLs: Customizable URL aliases with search engine optimization
- Menu Integration: Documents can be added to site navigation and breadcrumb trails
- Content Summary Lists: Display document collections using Content Summary List plugins
- Category Management: Organize documents using flexible taxonomy systems
- Analytics Integration: Track document downloads and engagement with Google Analytics
Side-by-side document system comparison
Understanding the key differences helps you choose the right document management approach for your specific needs:
| Feature | Document Content Items | Hierarchical Documents |
|---|---|---|
| Version Control | ✅ Full versioning with workflow management | ❌ Single version only |
| Translation Chains | ✅ Complete multilingual support | ⚠️ No chains but can have a language code |
| Cloud Storage | ✅ Full S3 integration | ❌ Local storage only |
| Metadata Richness | ✅ Comprehensive with custom fields | ⚠️ Basic metadata only |
| Organisation Method | ✅ Content-based with categories | ✅ Folder-based hierarchy |
| Permission Complexity | ✅ Advanced role-based permissions | ⚠️ Simple public/private/offline |
| SEO Integration | ✅ Full SEO optimisation | ❌ Limited SEO features |
| Workflow Complexity | ⚠️ Full editorial workflow | ✅ Simple to upload and organise |
| Search Capabilities | ✅ Full-text search integrated with site-wide search | ⚠️ Full-text search using a search plugin |
| Setup Complexity | ✅ Ready to use out-of-the-box | ✅ Ready to use out-of-the-box |
| Container Plugin Support | ✅ Via Content Summary Lists | ✅ Via Document Container plugins |
| Bulk Management | ⚠️ Through Organizer interface | ✅ Drag-and-drop folder operations |
Choosing the right document management system
The choice between Document Content Items and Hierarchical Documents depends on your organizational needs, technical requirements, and user workflows.
Choose Document Content Items when:
- Version Control is Critical: Documents require approval workflows, version history, and rollback capabilities
- Multilingual Support Needed: You manage documents in multiple languages with translation coordination
- SEO is Important: Documents need to be discoverable through search engines and integrated with site navigation
- Advanced Metadata Required: Rich metadata, custom fields, and sophisticated categorisation are needed
- Cloud Storage Preferred: Documents need to be stored in AWS S3 or require geo-distributed access
- Content Integration Needed: Documents are part of your content strategy and marketing efforts
Choose Hierarchical Documents when:
- Simple Organisation Preferred: Users expect familiar file/folder organization without complex workflows
- Quick Setup Required: Need immediate document management without extensive configuration
- Bulk Operations Important: Frequent file moves, batch privacy changes, and folder reorganization
- Internal Use Focused: Documents are primarily for internal teams rather than public consumption
- Container Display Needed: Want to easily embed document listings in web pages
- Legacy Migration: Moving from traditional file server setups to web-based management
- Limited Technical Resources: Minimal administrative overhead for document management
