A list shows documents that meet predefined index criteria. It works like a hidden search: the search runs in the background, without a search dialog and without users entering any index criteria. The documents found are displayed in a result list.
You configure lists in DocuWare Configurations > File Cabinets > File cabinet x > Dialogs > Lists.
Because the search for a list always uses the same index criteria, users reach a recurring set of documents with a single click. For example, if "Incoming invoices" is predefined in the "Document type" field and "new" in the "Status" field, the list shows users all new incoming invoices in the DocuWare client.
For on-premises installations, you need the Task Manager license to use lists.
Like a search dialog, a list is coupled with a result list and an index dialog. Configuring a list therefore takes three steps:
Define the search criteria on the Details tab.
Select a result list that determines how the hits are arranged.
Configure the index dialog that is available for each document in the result list.
Details
A list contains the results of a hidden search. There are two ways to enter the search conditions:
Rules editor: search criteria per index field
SQL: an SQL statement
Rules editor
Select the fields of the file cabinet and define, for each index field, the rules that documents must meet to be included in the list.
You can create as many rules as you like and combine them with the AND/OR operators. With AND, a document must match all rules to be included in the list. With OR, it must match at least one rule. Instead of a single rule, you can also use groups of rules.
The system functions User group and User role can be assigned to index fields of the type keyword and text. DocuWare then checks whether the user belongs to a group or role entered in this index field. Only then can the user access the documents. The assignment uses the following operators:
Keyword field with Contains: at least one keyword matches one of the user's roles or groups.
Text field with Equals: the text field matches one of the user's roles or groups.
Text field with Is not equal: the text field matches none of the user's roles or groups.
SQL
SQL commands let you define more complex filters than assigning index criteria per field. Type the commands in the text field. You do not need to enter the SELECT statement. You define the filter with the WHERE clause. SQL join statements and substrings can be used.
To use SQL commands, you need the corresponding functional right, which is assigned in DocuWare Configurations > User Management.
With DocuWare version 7.13 and later, SQL commands and index profiles are checked for syntax, validity, and forbidden SQL commands.
The following SQL commands are forbidden: ALTER, BEGIN, BACKUP, BULK, COMMIT, CREATE, DECLARE, DELETE, DENY, DROP, EXEC, EXECUTE, GRANT, GOTO, INSERT, KILL, MERGE, OPENDATASOURCE, OPENROWSET, PROC, PROCEDURE, RAISERROR, RECONFIGURE, RESTORE, RESTRICT, REVERT, REVOKE, ROLLBACK, SAVE, SHUTDOWN, SYSTEMUSER, TRAN, TRANSACTION, TRUNCATE, UPDATE, UNION, WAITFOR.
An invalid SQL statement cannot be saved. Existing index profiles and lists with an invalid SQL command continue to work as before. However, if you change a list or an index dialog that contains an invalid SQL command, it can only be published once the command is fixed.
Result list
Configure the result list of the list in the Result pane.
In the DocuWare client, a result list is set up like a table. Each hit is shown in one row, and the fields form the columns.
The order of the fields here defines the order of the columns in the DocuWare client. To move a column to the left, drag the field one position higher. To move it to the right, drag the field lower.
If a result list needs fewer fields, hide the others with the eye symbol.
Click Sort Order: Change to specify the order of the hits.
Change the label if a description other than the field name should be displayed in the dialog. Example with the "Document Number" field: for the invoice department, enter "Invoice number" as the label; for goods receipt, enter "Delivery note".
The Result list functions are available in the DocuWare client.
Index dialog
The index dialog opens, for example, when a user selects Modify index entries in the context menu of a stored document. To modify index entries, users need the profile permission "Edit".
Click a field to change its properties in the index dialog.
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.
Index dialog field properties
The following field properties can be configured in an index dialog.
Field name in the dialog
Change the label if a description other than the field name should be displayed in the dialog. For example, the "Document Number" field can be labeled "Invoice number" or "Delivery note number" for different departments. For columns of table fields, this property is called Column name in dialog.
Required
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 Required option is disabled automatically.
Field mask
A field mask makes it easier to enter long telephone numbers or date formats. New field masks are created in DocuWare Configuration > 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 a field
Select lists offer terms for search words or index entries in the DocuWare 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.
The user can enable or disable filtering in the DocuWare client
Filtering of index dialog fields is disabled by default in the DocuWare 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.