Here you see all database fields that you selected when setting up the file cabinet. The most important field properties like field type, length, document name, and mandatory field are shown here. Which terms or characters are to be entered in a field depend on the field properties.
You can create additional fields with the plus symbol or delete them with the minus symbol. The changes are automatically transferred to all dialogs in the file cabinet.
Click on a field name to open the file properties.
Type and Length:
More information on field types and length
Document Name:
The entry in this field is used as the document name, for example in a list. Only one field can be selected as the document name per file cabinet.
Field Types
DocuWare offers the following field types:
Text
A text field accepts up to 2,000 alphanumeric characters. Digits can also be entered, however they are not read as numbers.
Memo
A memo field is a text field that can hold text with up to at least 64 KB of storage capacity. The exact capacity depends on the database used.
Keyword
An unlimited number of terms up to a maximum of 255 characters each can be stored in a keyword field.
Number and Decimal
The "Decimal" field type permits the entry of numerical values with up to 27 digits. The maximum numerical value varies depending on the number of decimal places. The field type is therefore suitable for higher or more precise values than those permitted in the numeric field. As before, the latter 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 storage and store dialogs.
Date/Time
This field is useful, for example, to chronologically sort the mail correspondence on a particular topic.
Index table
An index table consists of several fields, which are displayed in Web Client as columns of the table. The "Text," "Decimal," and "Date" field types are available as columns. You can create up to 50 columns and enter a maximum of 1,000 table rows in the Web Client.
An index table is automatically inserted into the storage and index dialogs; it is not displayed in result lists and search dialogs. You search for the contents of an index table using full text.
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 the 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 remains directly 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. Only the label can be changed in the field properties of satellite file cabinets.
Note for MySQL databases
In MySQL, the maximum of a line is 65535 characters, limiting 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 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 here at both field level and dialog level. Some fields can only be adjusted here, others, such as name and predefined entry, are available in both places. As a general rule, field properties have priority. Only the field label can be adjusted in the dialog field independently of the field name.
Name
The field name can be seen in the search and store dialogs, as long as there is no other name established at dialog level. It can be up to 50 characters long.
Required field
This field must be filled in by the user.
Predefined entry
A document is always indexed with the field entry selected here. Entries can be either custom or dynamic.
Dynamic entries refer to logging fields in the file cabinet. Examples are the long or short user name of the person who stored the document or the user's email address. Different dynamic predefined entries are available depending on the field type.
Custom entries must be specified explicitly.
If you do not select a predefined entry, the field can be completed as desired during indexing or searching.
Field type, length, database column, database type
For your information, the field properties are displayed at database level. They cannot be changed.
Unique
The entry may appear only once in this field per file cabinet. If this is the invoice number, for example, an invoice with the same number cannot be stored twice by mistake.
With database, a database mechanism ensures that the entry only appears once. The query and therefore storage can take place more quickly than with a DocuWare mechanism.
The DocuWare option is specially suited for special cases where the unique field is stored even without an entry. The background to this is that databases like Oracle and MSSQL interpret a field without an entry as a field with the entry [blank]. A second document without an entry in this field would not be possible. The unique field would then become required. In contrast, DocuWare and MySQL can ignore an empty field entry so that any number of documents with empty unique fields can be stored.
Drop leading blanks / Drop leading zeros
Leading blanks and zeros on an entry act purely as fill-in. They can appear when importing pre-indexed documents. They are automatically deleted with these options. "7986" becomes "7986" and "0007986" becomes "7986."