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The store dialog opens in the Web Client when a document is stored in the file cabinet. The user enters the index entries into the dialog fields. If fewer fields are needed for a given storage operation, you can hide these by clicking once on the eye symbol.
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."
Click on a dialog field to change the field settings.
Since an index table consists of several fields (columns), no options are initially displayed here in the field overview. Click on the index table to configure the associated index fields. For example, you can specify whether the total is displayed for an index table column. A total is useful for amounts, for example, but is less useful if the field contains article numbers.
Validation
Enable validation to ensure that index entries are plausible or spelled correctly. Select a web service based on REST from the list. To connect a new web service with DocuWare, switch to the Web Services module.
ID for integrations
The ID number is automatically assigned when the dialog is created and cannot be changed. The ID can be used, for example, to integrate the store dialog into another application through programming or URL integration (More information).
Configuring Dialog Fields for Intelligent Indexing
So that you can store in the Web Client using the Intelligent Indexing Service, you must enable the option for at least one of your document trays in the document tray configuration and select a store dialog that you have configured in the file cabinet administration for Intelligent Indexing.
All documents that get to the document tray are automatically indexed by the Intelligent Indexing Service. When you then archive documents from the document tray, the store dialog opens. The index entries recommended by Intelligent Indexing are already entered there.
Tips:
Only assign an Intelligent Indexing category to a DocuWare field if the relevant content also appears in the document.
The Intelligent Indexing categories should match the DocuWare field types: For example you can link date information with the DocuWare date fields, or categories for numeric data with numeric fields. This increases the accuracy of Intelligent Indexing.
Columns of index tables do not require mapping. You train Intelligent Indexing using a few invoices. The various invoice items are then automatically applied as individual entries into the table field.
Intelligent Indexing for index table fields is only available as a Cloud service for Intelligent Indexing, in other words for all DocuWare Cloud customers and for customers with an on-premises system and Intelligent Indexing as an additional web-based service. The Intelligent Indexing function is not available as a locally-installed service.
Field Properties of Store Dialog
The following field properties in a store dialog can be configured:
Field name in the dialog
Change the name if a different 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." For fields in table columns, "Column name in dialog" is displayed here.
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.
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.
If you do not select a predefined entry, the field can be completed as desired during indexing.
The following predefined entries are possible:
Custom: You define a fixed entry explicitly.
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.
Automatic numbering: Documents can automatically receive a unique number as an index value when they are stored in the file cabinet. Regardless of the user and the DocuWare client used, this number is assigned during the store process or when pre-indexing the document. The value is displayed both in the store dialog and in the index dialog, and can be copied for further use from there.
In the window below you can select a number range or create a new one. Here you also have the option of defining the first number to be used. For subsequent automatically assigned numbers, this number always increases by one. Next value shows which number will be assigned to the next document. This ensures that you always have an overview of how many numbers are still available.
A number range is available for text, number, and decimal number fields across the entire file cabinet. For each dialog you can enter a field with a number range.
Read only
The user cannot enter a new index entry if this option is enabled. The document is indexed with the entry selected 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 Help.
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 Help > 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.
Show filter configuration
A filter allows only those entries from the select list that match the entry in another field to be displayed in an index 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 preselected company.
These filtered select lists are now also possible for table fields. You can filter the entries of table fields with either index fields or other table fields. Conversely, the entries of select lists for index fields can also be coordinated with the contents of table fields. To do this, you select the table field and the respective table column for which the selection list is to be 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 for store dialog fields is disabled by default in the Web Client. This means that the entire select lists are available for the fields. The user can enable filtering with this option. The select list for this field will then be dependent on the entries in other fields.
Note on table fields
Table fields consist of index fields arranged as a table. The same settings are available for the individual table fields as for the other index fields. In addition, the table columns are sorted as follows. The top row represents the column that is displayed on the far left of the table in the Web Client. The second row is the column to the right, etc. Drag the entries from top to bottom and vice versa to regroup the columns. Use the eye symbol on the right to show/hide a table column.