Document Management for Government Web Site

themphill - October 15, 2008 - 01:32

For the municipal government web site I manage, I would like to provide a simple means for users to upload documents (meeting minutes, in this case), and have the resulting documents available for download, presented in a simple list, organized by certain predefined criteria. I would like the documents to be stored on disk, rather than in the database, and organized in directories of my choosing. Sounds simple, but I haven't yet found the right combination of tools to assist.

At present, I have and am fairly comfortable using the following modules which I think may be of assistance: CCK, Views, Taxonomy and Upload. I've been trying the docs (5.x-1.0-alpha3) module, but haven't yet determined that it can help with my task.

Any suggestions for what seems like a simple task?

Folders vs categories

demeritcowboy - October 15, 2008 - 02:05

With the combo you've suggested, the only thing missing would be folders, but have you considered using taxonomy categories as a substitute for folders? It's pretty much the same thing, since you can have categories ordered in hierarchies the same as with folders.

Off the top of my head I can't remember how Views and Taxonomy integrate, but I'd be surprised if you couldn't create a view based on categories.

That's pretty much the way

WorldFallz - October 15, 2008 - 02:38

That's pretty much the way it's done-- you might want to check out the filefield module instead of upload and maybe the taxonomy_image module to assign images to your document terms.

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"Give a man a fish and you feed him for a day. Teach a man to fish and you feed him for a lifetime." - Lao Tzu
"God helps those who help themselves." - Ben Franklin
"Search is your best friend." - Worldfallz

I think with the modules you

cog.rusty - October 15, 2008 - 06:02

I think with the modules you have plus the http://drupal.org/project/uploadpath module you can do that fine. It works with the core upload module, and if each one file attachment correspond to one node, you can set up the browsing part using taxonomy and table-like views.

Filefield is still a bit rough around the edges and I think it can't store in directories.

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Edit: I just saw a filefield_paths module (stil in development), so probably filefield soon will be able to support upload paths as well. A good thing because filefield is precious for designated uploads in a standardized node type.

filefield for d6 is a bit

WorldFallz - October 15, 2008 - 13:43

filefield for d6 is a bit rough and going through a redesign (it's being combined with imagefield), but i've been using the d5 version for a while and it's been completely stable. Not only does it allow subdirectories, but you can use user and/or global tokens to specify them which is very convenient.

===
"Give a man a fish and you feed him for a day. Teach a man to fish and you feed him for a lifetime." - Lao Tzu
"God helps those who help themselves." - Ben Franklin
"Search is your best friend." - Worldfallz

Thank you all for your

themphill - October 15, 2008 - 22:35

Thank you all for your excellent advice. I'm impressed by the speed and quality of responses my inquiry generated from this community. From my testing so far, it appears that the Uploadpath module coupled with CCK and Views will meet my needs. I'm able to use tokens to enforce the file hierarchy and subsequent display exactly the way I want. FileField looks similar, but with more features, and the greater complexity which that involves.

I spoke too soon, I'm still

themphill - November 11, 2008 - 22:51

I spoke too soon, I'm still not satisfied with the list display of my uploaded documents. I created a new content type "minutes," where each uploaded file is attached to a single node. Each node has required fields for the name of the agency and the meeting date. Using Views, I can display a list of all nodes meeting my criteria, sorted the way I want, but I don't know how to achieve a nested list, where all meetings of one agency are grouped under the agency name, followed by the next agency and their meetings, and so on.

I've searched this site extensively and it appears many people have the same desire, but no solution is evident to me. I'm not wedded to using Views for this, and in fact have tried many other means (Taxonomy, Node Hierarchy), but nothing quite gives what I want. I'm not yet prepared to move my production site to Drupal 6.

This probably isn't what you

WorldFallz - November 11, 2008 - 23:01

This probably isn't what you want to hear-- I'm not sure of this in d5 (i never managed to get it working) but it does work with views2 in d6.

===
"Give a man a fish and you feed him for a day. Teach a man to fish and you feed him for a lifetime." - Lao Tzu
"God helps those who help themselves." - Ben Franklin
"Search is your best friend." - Worldfallz

Thanks for the feedback. I

themphill - November 11, 2008 - 23:33

Thanks for the feedback. I had an idea Views2 might provide a solution, so I will re-examine the practicality of updating my site to Drupal 6.

You can get it to work for

nevets - November 11, 2008 - 23:08

You can get it to work for D5 but you need to custom theme the view output, part of which requires grouping things before outputting.

Can you point me to some

themphill - November 12, 2008 - 00:16

Can you point me to some resources for accomplishing this? My PHP skills are negligible, but I have a decent grasp on how themes work. (I recently figured out how to override them with a .themes file, for example.)

 
 

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