In a search dialog, the users enter terms to filter the documents. A search dialog contains all custom database fields that you have enabled for the file cabinet. If fewer fields are needed for a specific search, you can hide these by clicking once on the eye symbol. However, hiding fields on dialogs does not mean that users can no longer access these fields. These fields are still accessible via the platform.
Change the label if a different description should be displayed as the field name in the dialog. For example, the "Document Number" field can be labeled with "Invoice number" or "Delivery note number" for different departments.
DocuWare system fields can also be used for search dialogs, result lists, and lists. By default they are not visible—an exception is the save date in the search dialog—but can be enabled by a DocuWare administrator for a dialog via the eye icon. All users have read and search rights to the system fields.
The following system fields are available for document query:
Document identity
Last modification on / Last modification by
Saved on / Saved by
File extension
Document size
Disk number
You can configure additional settings under More options:
Result List
The search results are displayed according to the specifications for the result list selected here. For example, you can specify the order of the results display in a result list.
ID for integrations
The ID number of the dialog is automatically assigned when the dialog is created and cannot be changed. The ID can be used, for example, to integrate the search dialog into another application via programming or URL integration (More information).
Click on a dialog field to configure it.
Field properties of search dialogs
The following properties can be configured for fields of a search dialog:
Field name in the dialog
Change the label if a description other than the field name needs to be displayed. For example, the "Document Number" field can be labeled with "Invoice number" or "Delivery note number."
However, system fields do not allow user-defined labels.
Mandatory field
Mandatory fields ensure that all important index information for a document is entered. Store, search, and index dialogs can each have their own mandatory fields. An index field therefore can be both mandatory and optional within a file cabinet.
Note: If a field is hidden in the dialog, the mandatory field option is automatically disabled.
Add wildcard to the search
The wildcard (*) search shows all index entries containing the search term in different combinations. The search "Peters" would therefore show "Peters Engineering" or "Franziska Peters." Without a wildcard, only the exact index term "Peters" is displayed.
This only affects the search results in the result list, but not the select list.
Predefined entry
The entry selected is automatically entered in this field. If the field has already been predefined in the properties of the database field, the predefined entry here is not taken into account for the dialog field.
You can enter your own value or select a dynamic entry. 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.
If you do not select a predefined entry, the field can be completed as desired during indexing.
Read only
With this option, the search in this field is always executed with the value entered above.
Field mask
A field mask makes it easier to enter long telephone numbers or date formats, for example. You can create a new field mask in DocuWare Configuration under Indexing assistance.
Create ... select lists
The select lists for your organization can be enabled for this field. New select lists are created using the plus symbol.
Assign select lists to the field
Select lists provide terms for search words or index entries in the Web Client. New select lists can be created under DocuWare Configuration > Indexing Assistance > Select Lists.
The select lists are assigned to the fields of search dialogs, store dialogs, and index dialogs in the File Cabinets module of DocuWare Configuration:
Select lists type
A select list can be a single-column or multi-column type of table. The table type decides whether a select list can be filtered or not.
Single-column select lists cannot be filtered; the default select list is an exception.
Multi-column select lists can be filtered. This means that only entries that match entries in other dialog fields will be shown in the select list.
If you enable a multi-column select list, only this select list can be used for the field. Other select lists are automatically disabled.
Select list type
There are three types of select lists: internal, fixed, and external.
Internal select lists are generated by the system. An individual default select list is automatically available for each field. This list contains all entries that have so far been entered into this field.
Fixed and external select lists are based on data from sources outside DocuWare. Sources can be databases or simple text files.
A fixed select list is imported once into DocuWare and stored. It can be quickly accessed.
External select lists are retrieved with each entry to the field. The advantage is that the status of the external select list is always the same as the source.
For a date and a number field, please always select an external select list.
Select list only
Enable this option if the field only needs to be filled with entries from the select list. This avoids different spellings and typing errors.
Configure filter
A filtered select list can offer index entries depending on entries in other fields. Filtering is configured differently depending on whether you filter the default select list or a multi-column select list:
Default select list
In order to configure the filter for the default select list, all other fields of the current store dialog are available. Enable one or more fields so that the default select list matches the entries in these fields.
Multi-column select list
So that a fixed or external select list can be filtered, it must exist as a multi-column table.
Firstly set under Column to be used above which column of the table needs to be used as the select list for the current field.
Then determine the conditions for filtering.
On the right you can select all the fields of the current store dialog. Define one.
Then select on the left the column of the external table with the entries for this dialog field.
Here is an example for Filtering multi-column select lists.
The user can turn filtering on or off in the Web Client.
Filtering for search dialog fields is enabled by default in the Web Client. This means that the select list for this field depends on the entries in other fields. This option lets you specify whether the user can disable filtering. The entire select list will then be available to the user for this field in the Web Client.