Here you see all database fields that you selected when setting up the file cabinet. The most important field properties are shown here: field type, length, document name, and whether the field is mandatory. The field properties determine which terms or characters can be entered in a field.
You select and edit the database fields in DocuWare Configurations > File Cabinets > Database fields.
Create additional fields with the plus symbol, or delete fields with the minus symbol. Changes are transferred automatically to all dialogs in the file cabinet.
Click a field name to open its field properties.
Document Name: The entry in this field is used as the document name, for example in a list. Only one field per file cabinet can be selected as the document name.
Field types
DocuWare offers the following field types.
Text
A text field accepts up to 2,000 alphanumeric characters. Digits can also be entered, but they are not read as numbers.
Memo
A memo field is a text field that holds at least 64 KB of text. The exact capacity depends on the database used.
Keyword
A keyword field stores an unlimited number of terms, up to 255 characters each.
Number and Decimal
The "Decimal" field type permits numerical values with up to 27 digits. The maximum value depends on the number of decimal places, so this type is suited to higher or more precise values than the numeric field. The numeric field is limited to 2,147,483,647 for whole numbers, or 21,474,836.47 for numbers with two decimal places.
Date
A date selector is available for the default fields "Date" and "Pending Date" in the store dialogs.
Date/Time
This field is useful, for example, to sort mail correspondence on a topic chronologically.
Index table
An index table consists of several fields, displayed in the Web Client as columns of a table. The column types "Text", "Decimal", and "Date" are available. You can create up to 50 columns and enter up to 1,000 table rows in the Web Client.
An index table is inserted automatically into the store and index dialogs. It is not shown in result lists and search dialogs. You search the contents of an index table with the fulltext search.
As with other Index Field types, Intelligent Indexing and One Click Indexing are available to fill an index table column during storage in the Web Client. You can also define further input options, such as field masks and select lists, for the tables in the field settings at dialog level.
An index table is useful for splitting invoices between several cost centers in split posting workflows. Even as a workflow field, an index table stays connected to the file cabinet field and is used as it is set up in the file cabinet.
Fields for a satellite file cabinet
For a satellite file cabinet, the following fields are created in addition to the default fields:
Doc ID of the document in the master file cabinet
Time of the last change in the master file cabinet
Status of the synchronization
Satellite fields are grayed out in the list of dialogs and are not enabled by default. In the field properties of a satellite file cabinet, only the label can be changed.
Note for MySQL databases
In MySQL, a row is limited to 65,535 characters. This limits the number and length of all fields in the file cabinet.
Note for binary database fields
DocuWare does not display or process database fields of the type "binary". If you use data from an external database in DocuWare, make sure that your table or database view does not contain a binary type.
Properties of database fields
Field properties can be defined both at field level and at dialog level. Some properties can only be set here at field level; others, such as name and predefined entry, are available in both places. As a general rule, the field-level properties take priority. Only the field label can be set in the dialog independently of the field name.
Name
The field name is shown in the search and store dialogs, unless another name is set at dialog level. It can be up to 50 characters long.
Note for DocuWare Cloud users: you can use the prefix "DW" when naming fields, for example "DW_Name". The database adjusts the name automatically to prevent conflicts, but this does not change how the name appears in your organization.
Required field
The user must fill in this field.
Predefined entry
A document is always indexed with the entry selected here. Entries can be custom or dynamic.
Dynamic entries refer to logging fields in the file cabinet, for example the long or short user name of the person who stored the document, or the user's email address. The available dynamic entries depend on the field type.
Custom entries must be specified explicitly.
If you do not select a predefined entry, the field can be filled in freely during indexing or searching.
Field type, length, database column, database type
These field properties are displayed at database level for your information. They cannot be changed.
Unique
The entry may appear only once per file cabinet in this field. If this is the invoice number, for example, an invoice with the same number cannot be stored twice by mistake.
With the database option, a database mechanism ensures that the entry appears only once. The query, and therefore storage, can be faster than with a DocuWare mechanism.
The DocuWare option suits special cases where the unique field is stored even without an entry. Databases such as Oracle and MSSQL interpret a field without an entry as a field with the entry [blank], so a second document without an entry would not be possible and the unique field would effectively become a required field. DocuWare and MySQL can ignore an empty entry, so any number of documents with empty unique fields can be stored.
Drop leading blanks / Drop leading zeros
Leading blanks and zeros act purely as fillers. They can appear when pre-indexed documents are imported. These options delete them automatically, so " 7986" becomes "7986" and "0007986" becomes "7986".