The "DocumentTypes" configuration node

A document type determines the structure of an archive document. For instance, depending on the document type defined, an archive document may contain various fields.

The DocumentTypes configuration node is where new document types are created and existing document types edit or deleted.

Notice

After creating a document type, create a version of the document type. Only document-type versions can be used in documents.

Creating a document type

The document type determines the structure of an archive document. The document type can be used to define the basic properties of the documents that are derived from this document type.

Open Archive Administration.
Open the configuration node Archive → DocumentTypes.
Notice
To create the new document type below an existing document type, click on the existing document type.
Click on the button and then go to Create new node.
➣ The Create new node dialog will open.
Enter a name for the document type.
Caution
The name must not contain the following characters:
- Blank character
- $ (dollar sign)
Click Confirm.
Notice
To open the properties of the document type once you have created it, activate the Open node afterwards checkbox.
➤ The document type has now been created.
➤ You can now edit the properties of the document type.
Notice
After creating the document type, create a version of this document type. Only document type versions can be used in documents.

Editing the properties of a document type

Open Archive Administration.
Click on a document type under Archive → DocumentTypes.
➣ The properties of the document type will open.

Define the following properties:

Property	Description
SupportFreeFields	Activation/deactivation of free fields If this property is activated, a document may contain various fields. The fields do not necessarily have to correspond to the field definitions. Notice If a field matches the name of a field definition, this field must correspond to the field definition.
SupportAnnotations	Activation/deactivation of notes in file attachments If this property is activated, the attachments of a document may contain notes.
SupportAuditTrail	Activation/deactivation of audit trails If this property is activated, an audit trail entry will be written for every action performed on a document.
SupportNotes	Activation/deactivation of notes If this property is activated, a document may contain notes.
SupportsBlobs	Activation/deactivation of file attachments If this property is activated, a document may contain attachments.
Label	Display name of the document type You can use Locale to define the name for different languages (e.g., `de` for German and `en` for English).
Retention	Standard expiry date of a document A document can no longer be opened after the standard expiry date. To physically remove documents after the expiration date, the RetentionJob scheduler job is available. Syntax: `{number}{unit}` The following units are available: `d` = days `m` = months `y` = years Example: `100d` for 100 days Default value: no expiry time Notice You can define a standard expiry time in the archive properties. The standard expiry time defined for the archive will overwrite the expiry time for the document type. If no expiry time is defined for the archive, the expiry time of the document type will apply.

Click Save.
➤ The properties are now saved.
➤ You can add fields for the document type that a document contains.

Adding a field to a document type

Multiple fields can be added to a document type. If a field is defined, the field in the document must correspond exactly to this field definition. General properties (e.g., the data type) must be defined for each field.

Notice

If you want a field to support multiple data types, do not add it to the document type. Instead, activate the document-type property SupportFreeValues.

Each field name is automatically preceded by a prefix for the field type. Then, if different field types of the same document type are used in different document versions, the field names will not collide. The fields of a document type are stored in the index according to the pattern Field name@Document type.

Open Archive Administration.
Click on a document type under Archive → DocumentTypes.
➣ The properties of the document type will open.
Click on Fields.
➣ The New grouping (FieldType) dialog will open.
Enter a name for the field.
Caution
The name must not contain the following characters:
- Blank character
- $ (dollar sign)
Click Confirm.
➣ The field will be added to the list of fields.
Click on the field name in the list of fields.
➣ The properties of the field are now displayed.
Edit the properties of the field.

Select the data type of the field from the Type drop-down list.

You can select from the following data types:

Type	Description
String	Any text
Bool	Yes/No field The field is displayed as a checkbox by default.
Integer	Long integer (64-bit)
Date	Date with time share
Decimal	Number with a decimal part
Table	Table field The table type is defined via the DefaultValue field property.
Suggestion	Any text The field is used for indexing and searching for suggestions. This field is evaluated as a heading. Notice Define only one field as a default field.
Link	Any text The field is used as a link to another document or to an attachment.
NumberRange	Number Range The user cannot change this field. The number range is defined via the DefaultValue field property.

Click Save.
➤ The field is added to the document type.

Editing the properties of a field

Open Archive Administration.
Click on a document type under Archive → DocumentTypes.
➣ The properties of the document type will open.
Click on a field in the list of fields.
➣ The properties of the field will open.

Define the following properties:

Property

Description

DefaultValue

Default value

Notice

If the default value is a numerical value, enter the numerical value according to the English pattern.

Example: 1.5 for the German number 1,5

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

Notice

If the field is of the type NumberRange, enter the value in the following pattern:

abc{number range1(format)}abc

abc: any character of any kind
{number range1(format)}: Macro that describes the number range
number range1: Name of the number range
(format): Number formatting (The value 0 or # would be a good one. The value # will generate a number.)

IsGlobal

Global field

Mandatory

Mandatory field

If a field is flagged as a mandatory field, the field value must not be empty.

MaxCount

Maximum number of values allowed for the field

Default value: 1

MinCount

Minimum number of values required for the field

Default value: 1

If the value is 0, the user must add this field in order to be able to make entries. If the value is 1 or higher, these values are added when the new, empty document is created.

SupportsProperties

Support for properties

"Properties" are fields that are assigned to a field. The property "SupportsProperties" is supported for reasons of compatibility with other archive manufacturers. Properties are not displayed in xSuite Archive Prism.

Type

Field data type

Further information on data types can be found at Adding a field to a document type

UIAttribute

Field UI attributes

UI attributes define how a field is displayed in xSuite Archive Prism. A field may have multiple UI attributes.

The following UI attributes are available for selection:

UI attribute	Description
`MultiLine`	Number of lines
`Checkbox`	Display as checkbox Boolean fields are always displayed in checkbox form.
`Option`	Two buttons next to each other are labeled Yes and No
`Datetime`	Display as date field with time
`Date`	Display as date field
`Combobox` `Listbox` `Dropdownbox`	Display as combo box Enter the values of the list in the form `Combobox=list:v1,v2`. Example: `Combobox=list:Red,Green,Blue` Lookups are not supported. You can use JavaScript functions that return a list of values. `Dropdownbox=script:return [{Value:"Red",Label:"Rot"},{Value:"Green",Label:"Grün"}];` The function must return an array of objects that have at least one `Value` property. A `Label` field can be used for the display name. Two parameters are passed to the function: Variable `document` (current document) Variable `locale` (current locale as a string (e.g., `de-DE`) Example with `locale`: `Dropdownbox=script`: if(locale==='de-DE') return [{Value:"Red",Label:"Rot"},{Value:"Green",Label:"Grün"}]; else return [{Value:"Red",Label:"Red"},{Value:"Green",Label:"Green"}]; Notice The sample script has been formatted for better readability. You can only enter single-line text in the field. Remove all line breaks beforehand.
`Hidden`	Hiding the field The field is not displayed.
`Disabled`	Deactivation of the field

Macro

Field macros

The field macros are executed directly before being stored in the archive. Macros have the syntax {makroName(par1,par2...)}.

Macros can be surrounded by text or stand alone. Only for the "String" data type can macros be surrounded with text.

The number of parameters depends on the macro.

The following field macros are available for selection:

Macro	Description
`Calculate`	Calculation of a mathematical expression The previous field value can be used in the expression (placeholder $v$ ). Example: `{Calculate(100.50-Field1+Field2*2/4}`
`Math`	Access to almost all functions of the .NET Math class The macro name `Math` is followed by a dot and the function name of the Math class, followed by the parameters. The previous field value (placeholder $v$ ) and field name can be used in the expression. Example macro that rounds off the value of `Field2`: `{Math.Round(Field2,MidpointRounding.ToEven)}` The following functions of the Math class can be used: Abs(Decimal) Ceiling(Decimal) Floor(Decimal) Max(Decimal, Decimal) Min(Decimal, Decimal) Round(Decimal) Round(Decimal, Int32) Round(Decimal, Int32, MidpointRounding) Round(Decimal, MidpointRounding) Sign(Decimal) Truncate(Decimal)
`Document`	Access to the metadata of a document The metadata of the document is recorded in fields. Example: `{Document(Metadata.CreateTimeStamp)}` The following parameters can be used: `Metadata` (followed by the possible metadata) `Archive` `RootId`
`CurrentUser`	Access to the current user session Example: {CurrentUser`(UserId)}+{CurrentUser(Roles)}` The following parameters can be used: `UserId` (user name) `Roles` (comma-separated list of roles)
`Summary`	Summation of a column of a table field Example: `{Summary(Tablefield,Brutto)}` The following parameters can be used: `Table field` `Column name`

Example 3. Addition of fields

{Calculate(100.50-Field1+Field2*2/4}

In this example, the fields Field1 and Field2*2 are added together. The result is divided by 4. The result is subtracted from 100.50. Dot-before-dash calculation is used.

Example 4. Execution of multiple macros

{Calculate(100.50-Field1+Field2*2/4}{Math.Round($v$)}{Calculate($v$-10.5)}

Depending on the type of macro, the current value of the field can also be transferred before the macro is executed. The placeholder $v$ is used for this purpose. Multiple macros can be executed one after the other.

In this example, the calculation from example 1 is executed first. The result is transferred to Math.Round. 10.5 is subtracted from the rounded result.

Validation

Validation rules

The value that the user enters in a field is validated using these rules. Each validation rule begins with an operator.

The following operators are permitted:

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 field must correspond to one of the values. The operator is followed by a list of values, each separated by a semicolon (`;`).
`>>` 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 The text must correspond to this expression. Capitalization is ignored.

Label

UI name of the field

You can use Locale to define the name for different languages (e.g., de for German and en for English).

Click Save.
➤ The properties are now saved.

Creating a version of a document type

Document types are always versioned. Once a document type has been created, a version of this document type must be created. Only document type versions can be used in a document. The version is saved with the document.

The versioning of document types prevents documents that have already been filed from becoming invalid if the rules and fields are subsequently changed.

Open Archive Administration.
Click on a document type under Archive → DocumentTypes.
➣ The properties of the document type will open.
Click on Create new version.
➤ The document type version has now been created.

In this section:

NumberRange

xSuite Archive Prism User Guide