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xSuite Helix - Help

Document types

Dokumenttypen_1_Ebene_klein.png

The tab Document types is for creating new document-type templates and editing existing document-type templates.

Document types form the schema of the index of an archive document. This is where the individual fields are defined that are to appear in an archive document.

Each version of a document type is based on the respective document-type template. Once a version of the document type has been created, it cannot be edited. To change a document type, you must edit the document-type template and create a new version.

To use a document type, there must be an active version of that document type.

Versioning prevents documents that have already been stored from becoming invalid due to a change to the fields of a document type.

Creating a document-type template

  1. From the configuration menu, open the Document types window and click New.

    ➣ The DocType: Unnamed item window will open.

    Dokumenttypen_2_Ebene_neuer_dokumenttyp.png

  2. Specify the technical name of the document type in the Name field (2).

    The prefix cst_ is predefined and cannot be changed.

  3. In the Localization key field (3), enter the localization key for the document-type name to be displayed.

  4. In the Retention settings pane (4), make changes to the following fields:

    Field

    Action

    Count

    Set the number indicating the retention time. The number relates to the time unit used.

    Time unit

    Set the time unit for the retention period.

    Possible values: Years, Months, Days

  5. In the Fields pane (5), add new fields.

    For more information, see Document type - Adding a field.

  6. If required, activate the following options in the pane on the right (6) using the toggle buttons:

    Option

    Action

    Generate audit trail

    Specifies whether an audit trail entry is to be created for each action.

    Allow notes

    Specify whether notes are to be allowed on the document.

    Allow attachments

    Specify whether file attachments are to be allowed for the document.

    Allow free fields

    Specify whether free fields are to be allowed.

    If free fields are allowed, users will be able to create fields in the archive client that do not correspond to the field definitions of the document type.

    However, if the user creates a free field that matches the name of a defined field, the defaults of the defined field will apply.

  7. Click Save.

    ➤ The document-type template has now been created.

    Notice

    To create a document-type version based on the document-type template currently opened, click the option Create new version.

    To use a document type in xSuite Helix, a version of this document type must exist.

Creating a document-type version

  1. In the Document types tab, click on the table row of a custom document-type template (prefix cst_).

    ➣ The DocType: {Name of document type} window will open.

    Dokumenttypen_2_Ebene_cst_Invoice.png

    Notice

    If a suitable document-type template does not exist, first create a new one.

    For more information, see Creating a document-type template.

  2. In the Retention settings pane (3), configure the following fields:

    Field

    Action

    Count

    Set the number indicating the retention time. The number relates to the time unit used.

    Time unit

    Set the time unit for the retention period.

    Possible values: Years, Months, Days

  3. In the Fields pane (4), add new fields, or edit or delete existing fields.

    For more information, see Document type - Adding a field.

  4. If required, activate the following options in the pane to the right (5) using the toggle buttons:

    Option

    Action

    Generate audit trail

    Specifies whether an audit trail entry is to be created for each action.

    Allow notes

    Specify whether notes are to be allowed on the document.

    Allow attachments

    Specify whether file attachments are to be allowed for the document.

    Allow free fields

    Specify whether free fields are to be allowed.

    If free fields are allowed, users will be able to create fields in the archive client that do not correspond to the field definitions of the document type.

    However, if the user creates a free field that matches the name of a defined field, the defaults of the defined field will apply.

  5. In the action menu (1), click the option Create new version.

    ➣ The view will change to reflect the new document-type version.

    ➣ The version number will be automatically displayed in the Version field.

    Dokumenttypen_2_Ebene_cst_Invoice_neue_Version_beschriftung.png

  6. If necessary, go to the Localization key field (2) and alter the name to be displayed for the document type.

  7. Click Save.

    ➤ The new document-type version has now been created.

    Notice

    Click the option Copy to template to create a document-type template based on the document-type version currently open.

Document type - Adding a field

  1. Click the UUID-ebbeb9ac-32aa-f350-d42d-1e8980e23a99.png button in the Fields pane.

    ➣ The Edit field dialog box will open.

    Dokumenttypen_2_Ebene_dialog_feld_bearbeiten.png

  2. Specify the technical name of the field in the Name field.

  3. In the field Localization key, enter the localization key for the field name to be displayed.

  4. In the dropdown list Field type, select the data type of the field.

    Possible values:

    String

    Any text

    Bool

    Check box for yes/no selection

    Integer

    Long integer (64-bit)

    Date

    Date

    Decimal

    Number with decimal places

    Table

    Reference to a table

    In the (Default) value field, enter the name of the table to be used.

    For more information, see Tables.

    Suggestion

    Suggestion field; identical to String

    During indexing and searching, this field is used for suggestions.

    Notice

    You can add a maximum of one field of the type Suggestion.

    Link

    Link to another document or attachment

  5. In the (Default) value field, set an initial value to populate the field.

    Notice

    Enter numerical values according to the convention in English, e.g. 1.5 for the German numerical value 1,5.

    As far as date values are concerned, the system will automatically recognize the date pattern.

  6. In the fields Min. count and Max. count, determine the minimum and maximum number of values that the field is allowed to contain.

  7. If required, select an operator from the dropdown list Field validation, and enter one or more values to create a validation rule for the field value.

    For information on validation rules, see Validation rules for fields.

  8. If necessary, activate the following options via the toggle buttons:

    • Field is mandatory: Defines the field as a mandatory field.

    • Field is global: Defines the field as a global field. Global fields can be used in all archives and indexes.

Validation rules for fields

Operator

Description

>

The value of the field must be larger than the value in the rule.

<

The value of the field must be smaller than the value in the rule.

= or ==

The value of the field must correspond to the value in the rule.

<= or =<

The value of the field must be less than or equal to the value in the rule.

>= or =>

The value of the field must be greater than or equal to the value in the rule.

Contains or ?

The rule consists of a list of values separated by a semicolon.

The value of the field must contain at least one of the values from the rule.

Example: If the rule is Contains 1;2;3;4, the field value 0012 is correct, but the field value 55 is not correct.

>> or Min

The minimal length of a text of a field

<< or Max

The maximal length of a text of a field

Matches or $

Regular expression

The text must correspond to this expression.

^Matches or ^$

Regular expression

Upper/lower case is ignored.

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