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Document Properties

Document properties are strings of meta-data containing information about a document. The Author, Title and Created Date are examples of document properties. Use Lexical Expressions > Document Properties to configure specific matches of document properties to unique values.

For example, you might want to detect Microsoft Word documents with the following document property stored in the meta data:

Author (property) : Sales Director (value)

Standard Document Property names

The Gateway uses standard property names to describe internal format names that are represented across different applications. For example, the Author of a document can be represented in different ways according to the application:

• MS Office as cp.creator (OPC) and Author(CDA)
• PDF as Author and creator
• OpenOffice as initial-creator and creator
• JPEG including XMP, EXIF and IPTC. For example, Artist and CameraOwnerName

Instead of configuring separate document properties for each internal format, in this example you can use the document property Author to match all.

The Gateway provides a list of standard document property names for configuring document properties. Show me the list

GatewayProperty Name	Description
ApplicationName	Name of the application used to create the document
ApplicationVersion	Version number of the application used to create the document
Author	Creator, author, photographer, EXIF Artist or CameraOwner Name, owner of the document
Categories	Any associated categories
CharacterCount	Number of characters
Company	Company associated with the document origin
ContentStatus	Current status of the document (Draft, Final)
ContentType	Format or content type of the document
DateCreated	Date of creation of the file
DateModified	Date of most recent changes
HiddenCount	Number of hidden slides
Identifier	Document identifier or instance identification
Language	Language of origin
LastPrinted	Date of most recent print
LastSavedBy	Last user to save the document
LineCount	Number of lines
LinkBase	Base URL for relative hyperlinks (OPC MS Office 12)
Manager	Any associated manager information
MultimediaCount	Number of multimedia clips
NoteCount	Number of notes
PageCount	Number of pages
ParagraphCount	Number of paragraphs
RevisionNumber	Any associated revision number
SlideCount	Number of slides
Subject	Document subject
Tags	Keywords or tags included in the meta data
Template	Any associated template used to create the document
Title	Document title or name
TotalEditingTime	Total time spent editing the document
WordCount	Number of words
Worksheet	Name of Excel worksheet

Custom Document Property names

You can add custom document properties. This might be useful if the meta data you want to detect is not included in the standard list of Gateway document properties.

How do I...

• Example 1: Specify a custom document property and its matching value

  I want to create an expression list which specifies a custom property 'Classification' as 'Top Secret'.

  1. Click Policy > Lexical Expressions and select the Document Properties tab.
  2. Click New to create an expression list. Rename to Classified Categories.
  3. Click New to add expressions.

  4. Add the Property: Classification and the Value: Top Secret

     Values are not case sensitive. A Classification value: top secret would also be matched.

  5. Click Add.

  When you have configured a Document Properties expression list, you can configure an Analyze Properties content rule to detect the expressions it contains.

• Example 2: Apply the list to a content rule

  I want to create a content rule which detects and blocks any Microsoft Word document which has been categorized with the 'Classification' of 'Top Secret'.

  Create the expression list: Classified Categories containing the custom Property: Classification matched with the Value: Top Secret. See Example 1.

  Create an Analyze Properties content rule:

  1. Click Policy > Content Rules > New to create a content rule.
  2. Select Analyze Properties from the list of templates. Use the Overview section to rename the rule or add any relevant notes.
  3. Configure the What to Look For? actions Analyze Properties section.
  4. Select Classified Categories from the Expression list drop-down menu.
  5. Configure the Media Types to include Microsoft Word documents.
  6. Configure the What to Do? actions to block or hold the communication.

  7. Apply the configuration.

     The content rule can now be applied to a policy route.

• Example 3: Use standard document properties

  I want to detect and block Microsoft Excel documents created by (Author) 'Finance Director'.

  1. Use the Document Properties tab to create the expression list.

  2. Add the following document Properties and Values:

     • Property: Author, Value: Finance Director
  3. Create an Analyze Properties content rule.
  4. Configure the Analyze Properties section to include the expression list.
  5. Use the Media Types section to include Microsoft Excel documents.
  6. Configure the What to Do? actions to block or hold the communication.
  7. Apply the configuration.