Best Practices for Browse Flows

This article details the best practices for administrators designing and creating Browse Flows in Documoto. 

Article Topics

• Getting Started
• Access Controls Considerations
• Search Criteria Considerations
• Search Criteria Best Practices
• Browse Flow Limitations
• Browse Flow Support

Getting Started

Prior to configuring a Browse Flow in Documoto, time should be allotted to design the best structure to meet the needs of your end-users and business needs. 

Some things to consider when designing your Browse Flow (taxonomy) structure are:

• The way end users search for content and information.
• The differences across user types/roles and how they consume/understand content.
• Criteria that should be readily accessible for users, such as: serial number, model number, etc.
• Avoiding Browse Flows over 3-4 levels (this helps reduce the number of clicks for users to find their content)
• Standard or familiar terminology to ensure a logical browsing experience
• Determination if a unique browse flow will be required for different types of users

Access Controls Considerations

A Browse Flow can be set at the tenant-level so all organizations can inherit the configuration or it can be customized for specific organizations. Therefore, the ability to view a Browse Flow is reliant on two things:

1. Where the Browse Flow was configured
2. The organization a user belongs to

Because the content and information a Browse Flow returns is dependent on Access Controls, your access control strategy should also align with your Browse Flow configuration. Misalignment between the two will prevent administrators from defining search criteria for Browse Flow tiles and end-users may have a confusing experience if no results are returned through the flow.

Search Criteria Considerations

So that a Browse Flow returns relevant content, search criteria must be configured for each of the lowest-level tiles in the Browse Flow hierarchy. This allows Documoto to execute a search and return relevant content in the Library, given the criteria.

All defined search criteria must be met in order for content to be returned.

Note: when the lowest-level tile in a browse file is clicked, 
Documoto looks for the intersection of all applied search 
criteria

Search Criteria Best Practices

When assigning search criteria you should consider the following: 

• Assign search criteria to every lowest-level tile in the Browse Flow.
• Use Tags whenever possible, as they help increase accuracy
• Avoid over-defining search criteria
• More search criteria yield more granular results

Tip: Apply a Tag to at least one piece of content (part, page, book, or 
other media) if you would like to utilize it as search criteria 
and assign Access Controls to that content, if not already configured

Browse Flow Limitations

Currently, the Browse Flow editor can only be viewed and managed by tenants with less than 100 organizations due to performance concerns and potential degradation in the application for tenant's with a large number of organizations.

Note: For tenants with more than 100 organizations, please 
contact support@documoto.com to edit your tenant or 
organization-specific browse flows. 

To expedite the go-live of the Admin Center, we have temporarily elected to re-use the legacy Taxonomy Admin editor that that was found in Classic Tenant Admin. In the future we will re-write Taxonomy Admin editor to address known issues, including the 100 organization limit, defects and enhancement requests.

Browse Flow Support

If you need any help formulating a Browse Flow strategy or need support setting up your Browse Flow(s), contact your Documoto Customer Success Manager or Documoto Support at support@documoto.com.