Users open a store dialog in the Web Client to store a document in the file cabinet. In the dialog fields, they enter the index entries that describe the document and make it retrievable later.
You configure store dialogs in DocuWare Configurations > File Cabinets > File cabinet x > Dialogs > Store.
A store dialog is configured on two levels. The dialog settings apply to the whole dialog: validation of index entries through a web service, and the ID for integrations. A store dialog can also be prepared for Intelligent Indexing, so that it opens with recommended index entries already filled in.
The fields settings of the store dialog help users enter complete and correct index data. Mandatory fields ensure that important information is not missing. Predefined entries, select lists, and field masks reduce typing and spelling errors, and validation checks entries for plausibility. With Intelligent Indexing, the store dialog opens with recommended index entries already filled in.
If a specific storage operation needs fewer fields, hide the others with the eye symbol. Click a dialog field to change its field settings.
Store dialog settings
These settings apply for the store dialog in general.
Configuring dialog fields for Intelligent Indexing
To store documents in the Web Client with the Intelligent Indexing Service, enable the option for at least one document tray in the document tray configuration. Then select a store dialog that you have configured for Intelligent Indexing in the file cabinet administration.
All documents that arrive in the document tray are indexed automatically by the Intelligent Indexing Service. When users store documents from the document tray, the store dialog opens with the index entries recommended by Intelligent Indexing already filled in.
Tips:
Assign an Intelligent Indexing category to a DocuWare field only if the relevant content also appears in the document.
Match the Intelligent Indexing categories to the DocuWare field types, for example date information with DocuWare date fields, or numeric categories with numeric fields. This increases the accuracy of Intelligent Indexing.
Columns of index tables do not require mapping. You train Intelligent Indexing with a few invoices. The invoice items are then entered automatically as individual entries in the table field.
Intelligent Indexing for index table fields is only available as a cloud service: for all DocuWare Cloud customers, and for on-premises customers who use Intelligent Indexing as an additional web-based service. It is not available as a locally installed service.
An index table consists of several fields (columns), so no options are displayed for it in the field overview at first. Click the index table to configure its index fields. For example, you can specify whether a total is displayed for an index table column. A total is useful for amounts, but less useful if the column contains article numbers.
Validation
Enable validation to ensure that index entries are plausible or spelled correctly. Select a REST-based web service from the list. To connect a new web service to DocuWare, switch to the Web Services module.
ID for integrations
The ID is assigned automatically when the dialog is created and cannot be changed. You use the ID to integrate the store dialog into another application, for example through programming or URL integration.
Field properties of store dialogs
In the list of the fields, click on a field to open its settings. An index table field consists of several fields (columns), so no options are displayed for it in the field overview at first. Click the index table to configure its index fields.
The following field properties can be configured in a store dialog.
Field name in the dialog
Change the label if a description other than the field name should be displayed. For example, the "Document Number" field can be labeled "Invoice number" or "Delivery note number". For table columns, this property is called Column name in dialog.
Mandatory field
Mandatory fields ensure that all important index information is entered. Store, search, and index dialogs can each have their own mandatory fields, so an index field can be mandatory in one dialog and optional in another within the same file cabinet. If a field is hidden in the dialog, the mandatory field option is disabled automatically.
Predefined entry
The selected entry is filled into this field automatically. If a predefined entry is already set in the properties of the database field, the predefined entry of the dialog field is ignored. If you do not select a predefined entry, the field can be filled in freely during indexing.
The following predefined entries are available:
Custom: You define a fixed entry explicitly.
Dynamic entry: 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.
Automatic numbering: Documents automatically receive a unique number as an index value when they are stored in the file cabinet. The number is assigned during storage or pre-indexing, regardless of the user and the DocuWare client used. The value is displayed in the store dialog and in the index dialog, and can be copied from there for further use.
In the window below, select a number range or create a new one. You can also define the first number to be used. Each subsequent number increases by one. Next value shows which number the next document receives, so you always know how many numbers are still available.
A number range is available for text, number, and decimal fields across the entire file cabinet. Each dialog can have one field with a number range.
Read only
If this option is enabled, users cannot enter their own index entry. The document is indexed with the predefined entry.
Field mask
A field mask makes it easier to enter long telephone numbers or date formats, for example. New field masks are created in DocuWare Configurations > Indexing Assistance > Field Masks.
Create ... select lists
The select lists of your organization can be enabled for this field. New select lists are created with the plus symbol.
Assign select lists to the field
Select lists offer terms for search words or index entries in the Web Client. New select lists are created in DocuWare Configuration > Indexing Assistance > Select Lists.
Select lists are assigned to the fields of search dialogs, store dialogs, and index dialogs in DocuWare Configuration > File Cabinets.
Single-column and multi-column select lists
A select list is a single-column or a multi-column table. The table type decides whether the select list can be filtered.
Single-column select lists cannot be filtered. The default select list is an exception.
Multi-column select lists can be filtered. Only entries that match the entries in other dialog fields are then 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 disabled automatically.
Internal, fixed, and external select lists
Internal select lists are generated by the system. Each field automatically has its own default select list, which contains all entries made in this field so far.
Fixed select lists are based on data from outside DocuWare, such as a database or a text file. They are imported into DocuWare once and stored, so they can be accessed quickly.
External select lists are also based on data from outside DocuWare. They are retrieved each time the field is filled in, so they always match the current state of the source.
For date fields and number fields, always select an external select list.
Select list only
Enable Select list only if the field may only be filled with entries from the select list. This avoids different spellings and typing errors.
Configuring the filter
A filtered select list offers index entries depending on the entries in other fields. The filter is configured differently for the default select list and for a multi-column select list.
Default select list: all other fields of the current store dialog are available for the filter. Enable one or more fields so that the default select list matches the entries in these fields.
Multi-column select list: a fixed or external select list can only be filtered if it exists as a multi-column table. Configure the filter as follows:
Under Column to be used, select the column of the table that is used as the select list for the current field.
On the right, select a field of the current store dialog.
On the left, select the column of the external table that contains the entries for this dialog field.
For an example, see Importing and filtering a multi-column select list.
Show filter configuration
A filter shows only those select list entries in an index field that match the entry in another field. For example, the "Company" field can be the filter for the "Contact" field. The select list of the "Contact" field then only shows the contacts of the selected company.
Filtered select lists are also possible for table fields. You can filter the entries of table fields with index fields or with other table fields. Conversely, the select lists of index fields can depend on the contents of table fields. To do this, select the table field and the table column by which the select list is filtered. The multi-column select list is assigned as for any other index field.
The user can turn filtering on or off in the Web Client
Filtering of store dialog fields is disabled by default in the Web Client, so the complete select lists are available for the fields. With this option, users can enable filtering. The select list of the field then depends on the entries in other fields.
Table fields
Table fields consist of index fields arranged as a table. The individual table fields have the same settings as other index fields. In addition, you define the order of the table columns: the top row is the column displayed on the far left of the table in the Web Client, the second row is the column to its right, and so on. Drag the entries up or down to reorder the columns. Use the eye symbol on the right to show or hide a table column.