Zenario document management
Two powerful systems for every document management need
Zenario CMS includes two sophisticated document management approaches: Document Content Items for enterprise-level content management with version control and translation chains; and Hierarchical Documents for intuitive folder-based organisation with container plugins.
This brief guide helps you understand both systems, so you can choose the right solution for your content strategy.
Understanding Zenario's document architecture
Zenario uniquely provides two complementary document management systems, each optimised for different use cases and organisational needs.
Document Content Items
Enterprise content management — A full-featured content type with version control, multilingual support, and advanced metadata handling.
Hierarchical Documents
Intuitive file organisation — Folder-based document management with simple metadata and container plugin integration.
Document Content Items: Enterprise-level document management
Document Content Items are Zenario's most sophisticated document handling system, designed for organisations requiring comprehensive content management capabilities with enterprise-level features.
Version control and workflow management
At the heart of Document Content Items lies a robust version control system that rivals dedicated document management platforms:
- Multiple Version States: Each document progresses through draft, published, and archived states with complete audit trails
- Editorial Workflow: Built-in approval processes ensure content quality and compliance
- Version History: Complete change tracking with ability to view, compare, and rollback to any previous version
- Scheduled Publishing: Set future publication dates for time-sensitive document releases
Translation Chains and Multilingual Support
Document Content Items excel in multilingual environments with sophisticated translation chain management:
- Translation Chain Linking: Documents in different languages are linked via their translation chain for unified management
- Consistent Privacy Settings: On sites where documents are not public, security and access permissions automatically synchronise across all language versions
- Language-Specific Metadata: Each translation maintains its own title, description, keywords, and content summary
- Synchronised Publishing: It's possible to co-ordinate publication schedules across items in multiple languages
- Smart Group Integration: Advanced permission models support complex organisational structures
Real-world example
A multinational corporation publishes quarterly reports simultaneously in English, French, and German. Translation chains ensure that when the English version is updated, administrators are notified to update corresponding translations, maintaining consistency across all markets while respecting regional compliance requirements.
AWS S3 cloud storage integration
Many organisations require flexible storage solutions, including support for documents with very large file sizes.
Document Content Items provide comprehensive cloud storage support:
- Dual Storage Architecture: Documents can be stored locally (for a small file like a PDF), and/or in AWS S3 (for a larger file, such as an original Photoshop® file)
- Pre-signed URL Generation: On sites where documents are not public, there is secure 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
Hierarchical Documents: intuitive folder-based organisation
The Hierarchical Documents system provides familiar file explorer functionality, perfect for organisations needing straightforward document organisation without complex content management overhead.
Tree-structured organisation
Hierarchical Documents mirror traditional file system organisation with powerful web-based enhancements:
- Unlimited Folder Nesting: Create complex directory structures with no depth limitations
- Custom Ordering: Arrange files and folders in custom sequences within folders
- Drag-and-Drop Interface: Easy to use web interface for moving files between folders
- Bulk Operations: Select multiple items for batch privacy changes, moves, or deletions
Simple but Effective Metadata
While streamlined compared to Document Content Items, Hierarchical Documents provide essential metadata for effective document management:
- Basic Information: Title, filename, upload date, format, and file size tracking
- Privacy Controls: Simple public, private, or offline visibility settings
- Thumbnail Support: Visual previews for easy document identification
- Text Extraction: Basic full-text search capabilities for supported file formats
- Metadata Protection: Optional protection from automatic metadata updates
Streamlined user experience
The hierarchical system prioritizes ease of use and familiar workflows:
- Familiar Interface: File explorer-like interface reduces training requirements
- Quick Upload: Simplified document upload process with automatic organization
- Instant Organization: Create folders and organize documents without complex workflows
- Inheritance Models: Folder permissions automatically apply to contained documents
Document Container plugins: showing Documents on web pages
Document Container plugins provide the essential bridge between your organised documents and website visitors, offering flexible display options for both hierarchical documents and document content items.
Flexible display options
Document Container plugins adapt to various needs when presenting them on web pages:
- Single Document Display: Feature individual documents with rich metadata presentation
- Folder Contents Listing: Easily display all documents within a specific folder
- Recursive Folder Traversal: Show documents from folders and all subfolders with configurable depth limits
- Mixed Content Support: Combine documents from multiple sources in a single display
Advanced Document Container features
Document Container plugins also provide sophisticated functionality:
- Archive Download: Generate ZIP files containing entire folder structures for bulk download
- Privacy-Aware Display: Automatically filter documents based on user permissions and document privacy settings
- Search Integration: Built-in search and filtering capabilities within container displays
- Custom Styling: Full control over document presentation through CSS and template customization
Analytics and tracking
Document Container plugins provide comprehensive insights into document usage:
- Google Analytics Integration: Track document views and downloads automatically
- Usage Statistics: Monitor which documents are most accessed and by whom
- Performance Metrics: Analyze container plugin performance and optimization opportunities
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
Using both systems together
Many organisations benefit from using both document systems simultaneously, leveraging the strengths of each for different use cases within the same website.
Common hybrid approaches
Public vs internal documents
Strategy: Use Document Content Items for public-facing documents (reports, white papers, resources) and Hierarchical Documents for internal file management (forms, templates, administrative files).
Benefits: SEO optimisation for public documents while maintaining simple internal workflows.
Department Specialisation
Strategy: Marketing and communications use Document Content Items for version-controlled publications, while HR and operations use Hierarchical Documents for policy manuals and forms.
Benefits: Each department gets tools matched to their workflow requirements.
Content Lifecycle Management
Strategy: Start documents in Hierarchical Documents for development and collaboration, then promote important documents to Document Content Items for formal publication.
Benefits: Flexible workflow that grows with document importance and maturity.
