A result list shows the documents that a search has found. It never stands alone: each result list is tied to a search dialog, and each result list has its own index dialog.
You configure result lists in DocuWare Configurations > File Cabinets > File cabinet x > Dialogs > Result.
The three dialogs build on each other. In the settings of a search dialog, you select the result list in which its hits are displayed. For a document in this result list, users open the index dialog that belongs to the result list. It shows the index entries of this one document, and users with the Edit profile permission can change them there.
In the classic DocuWare client, the index dialog that opens therefore depends on the search dialog used. In the new DocuWare client, the default index dialog of the file cabinet opens instead. Users can select another index dialog after that.
Result list
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 classic DocuWare client.
New DocuWare client: what has changed
In the new DocuWare client, introduced with DocuWare 7.15, the result list functions that could be shown and hidden in the configuration are no longer evaluated. The actions for a document in the context menu of the result list depend only on the permissions. Hiding such an action never restricted what a user could do, because each function has its own permission and can be used in other ways.
The result list of a search across multiple file cabinets consists of the system fields, for example document name, storage date, and file type. Index fields of a file cabinet cannot be added to this list, because no specific result list dialog defines the columns for this search. Users can hide columns they do not need to make the list shorter.
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".
New DocuWare client: what has changed
In the new DocuWare client, introduced with DocuWare 7.15, the index dialog always opens in read-only mode. With the appropriate permission, you change or add index entries with the Edit function.
In addition, the index dialog no longer follows the search dialog you used. Instead, the default index dialog of the selected file cabinet opens automatically. If needed, you can then switch to a different index dialog.
More about index dialogs in the new DocuWare client
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.